All companies must, from time to time, account for the volume of products they have. In other words: prepare an inventory or warehouse control. And the end of summer is one of the times that many choose for it. However, when it comes to reviewing their stocks, about 90 percent are not trained and are unaware of the correct procedure, according to Julio Cuesta, director of the Aga-Asesores training consultancy for warehouse management: “They only see it as products that they have in a warehouse and not as money that they can lose”.
This professional stresses that SMEs are still reluctant to train their staff and update the computer systems that manage the entry and exit of merchandise. “Improving the conditions of our business can have a very high cost, but in the long run it will be much more profitable,” he defends.
And what is the most economical system for an SME? According to the person in charge of this consultancy, the ideal system is a mechanized one, which helps to have a correct control of stocks and which makes it possible to work with ERP (Enterprise Resource Planning) programs, a central software that records all the administrative processes of the business and keeps updated The inventory. “Most of the SMEs that work with a computerized system register greater benefits. However, small and medium-sized Spanish companies are still not fully mechanized,” adds Ignacio Pomar, Datisa’s general director. In addition, we must take into account the fact that many of the SMEs that do have a computer system do not update it.
automatic or manual
Today, a significant number of small companies continue to control fixed assets through traditional spreadsheets, the handling of which requires more time and effort, as well as causing more errors, according to the general director of Datisa. This company is specialized in the development and commercialization of ERP systems. “It is about adapting a software that solves the accounting aspects of administrative management, that avoids economic losses and reduces physical work.”
“In addition, we have programs for the PDAs, which recognize the product references and are synchronized with the central ERP program. This automatically regulates the entire system”, explains Ignacio Pomar.
What are the main advantages of carrying out a mechanized inventory? “If I do a manual inventory, the cost will be lower but the number of hours lost will increase,” explains Pomar. “Sometimes it means the paralysis of the company, which takes advantage of the holidays to update its inventories”, he indicates. The employer can also choose between several types of warehouse. There are two modes: organized (manual management) and chaotic (mechanical system). Organized is the usual way, where each product is assigned its place in the store and each location also has references. This makes the job slower and more time consuming. Contrary to the chaotic, which does not have specific locations in which the products are placed according to the availability of the premises.
On the other hand, according to the general director of Datisa, “it allows the warehouse to be smaller and helps to save money”. Therefore, the mechanized means avoids human errors when using the calculators, and the chaotic system saves money and space.
‘Custom’ solutions
Most of the companies demand a standard service, which saves money, but there are very different companies that need a specific treatment. “In general, we apply solutions on a large scale, but not all companies are the same,” explains Pomar. In that case, “a project is carried out and it is determined what type of program must be adjusted”, he concludes.
And the cost? The price of the service and the use of the programs will depend on the number of times the inventory is carried out and the type of SME. According to Pomar, if all businesses used a chaotic system, they would save more than 50 percent of their investment of time and money when it comes to managing warehouse inventory.
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