Inventory and Spare Parts Management Process

Start of the Workflow/Process.

Retrieve all items from the Inventory Data Model where current stock is below the defined reorder point.

Sum the 'Unit Cost' of all items identified in the low stock list to determine the total procurement budget needed.

Create a task for the Procurement Manager to review the identified low-stock items and approve the purchase.

Change the status field of the selected inventory items to 'Reordering' to prevent duplicate purchase orders.

Create a new entry in the Purchase Order Data Model containing the selected items, quantities, and supplier info.

Send an email to the vendor's contact address with the details of the new Purchase Order.

Create a task for the Warehouse Clerk to inspect and receive the parts when the shipment arrives.

Retrieve the original Purchase Order data to compare against the physical items received.

Calculate the difference between the 'Ordered Quantity' and the 'Received Quantity' to identify discrepancies.

Update the 'Quantity on Hand' in the Inventory Data Model by adding the newly received quantities.

Update the status of the Purchase Order entry to 'Completed'.

Aggregate the total cost of all completed Purchase Orders for the current month for financial reporting.

Generate a report showing the total value of all stock on hand and the turnover rate.

Send an email to the Operations Manager with the summary of the monthly inventory report.

Send an SMS to the Warehouse Supervisor if a critical spare part (Safety Stock = 0) is detected.

End of the Workflow/Process.