Implementation
How to properly set up a warehouse and inventory management system in Keruj
Warehouse management is not just about storing products. It is a strategic part of the business that affects costs, logistics, and order fulfillment speed. If inventory tracking is set up incorrectly, there can be surpluses or, conversely, shortages of goods. In Keruj, you have the tools to control all of this easily, efficiently, and transparently.
Here is a simple step-by-step plan on how to set up your warehouse and inventory in Keruj™
1. Define the Warehouse Structure
In your Keruj workspace settings, create separate warehouses and locations (for example: "Main Warehouse", "Branch Warehouse", "Reserve Warehouse") to clearly distinguish storage areas.
This will help control from where inventory write-offs, transfers, or receipts of goods are carried out.
Example: you have two warehouses: "Main Warehouse" and the location "Branch Warehouse - Lviv". When goods arrive, you choose which warehouse to receipt them to, and during dispatch, which one to write them off from.
2. Add Products/Nomenclature
Add all products as items of nomenclature. Each item must have an article number, name, unit of measurement, and category.
In your Keruj workspace settings, add the required categories for the nomenclature (in the "Directories" section) to easily group and filter inventory.
Example: you have three types of goods - "Cables", "Connectors", "Power Supplies". Specify a group for each product so you can easily generate reports and sort products later.
3. Receipting Inward Deliveries
Create goods receipt notes - "Receipt of Goods and Services" when you receive inventory from suppliers.
Choose which warehouse to "receipt" the items to - this records the stock balances.
Example: a supplier sent 1000 meters of cable. You create a "Receipt of Goods and Services" document, indicate that everything goes to the "Main Warehouse", select the required item in the "Nomenclature Selection". After changing the document status to "Completed", the product balance in this warehouse will increase.
4. Transfers Between Warehouses
If you have multiple warehouses, in Keruj you can create transfer documents between them.
This is important to avoid having excess stock in one warehouse or leaving a shortage in another.
Example: you need to transport 300 meters of cable from "Main Warehouse" to "Branch Warehouse - Lviv". You create a "Transfer of Goods" document, in the document creation form you specify "from warehouse → to warehouse", add the required item and quantity to the created document and change the status. Balances are adjusted automatically.
5. Write-offs of Goods
For goods that are damaged or no longer suitable for sale, create a "Write-off of Balances" document.
Example: 10 units of connectors were damaged during transport. Create a "Write-off of Balances" document, choose the warehouse from which to write off the goods in the form, add the required units of goods to the document (if necessary, you can leave a note, for example, the reason for the write-off) - after changing the document status, the goods are removed from the warehouse.
6. Stocktaking
Periodically conduct a stocktake to reconcile actual stock levels with the warehouse data in Keruj.
Reconcile using the warehouse report, and in case of discrepancies, adjust the data
Example: During a cable stocktake, you determined that the actual quantity in the warehouse is 750 meters, while the system shows 700. Create an "Entering of Balances" document, add the required item, the difference (in our case 50 meters), and change the status.
7. Analytics and Inventory Control
Use Keruj reports to analyze stock levels, product movements, and most popular items.
Check which products are sitting in the warehouse for too long or, conversely, sell out quickly - this will help optimize orders and procurement.
Example: according to the report, you see that connectors are selling slowly, while power supplies are selling very fast. Based on this, you can adjust your strategy: reduce the purchase of connectors and focus on power supplies, perhaps add some other items.
8. Delegate Rights to Employees
In Keruj, configure roles and access rights: who can record goods receipts, who can handle write-offs, and who can perform stocktaking.
This ensures control and safe operation with the warehouse, avoiding accidental or unauthorized changes.
Example: your warehouse manager has the right to create receipts and transfers of goods, the accountant can view reports and do write-offs of goods, and the warehouse worker can only enter actual balances during stocktaking.
9. Regular Training and Review
Provide brief training for the warehouse team: how to generate documents, how to do stocktakes, where to record transfers.
Every few months, review the processes: are there any bottlenecks, is everything working efficiently?
Example: after three months of working in Keruj, you see that the warehousing process is running smoothly, but workers often forget to do stocktaking - you create a corresponding task and monitor its completion.
Setting up warehouse and inventory management in Keruj™ is not difficult, but very important. By structuring warehouses, managing nomenclature correctly, using warehouse documents, and analyzing data, you will gain full control over inventory. This will help reduce costs, avoid shortages, and make your business more efficient.
