Introduction to Inventory

BEFORE YOU BEGIN  This feature may be hidden in your Autotask instance because it is not activated. If so, you can activate it on the > Admin > Admin Categories > Activations page. Refer to Activations.

Modules

The Autotask Inventory feature consists of two modules: a basic Inventory module, and an add-on Procurement module that requires Inventory to be activated first.

If your company needs to keep certain items on hand to respond quickly to customer issues and you are not using accounting software with inventory tracking capabilities or a specialized inventory tracking system, the Autotask Inventory feature may provide a solution for you.

You can:

  • set up and manage inventory in multiple inventory locations
  • pick stocked items when creating a contract, project, or ticket charge
  • generate and manage purchase orders
  • receive purchases into inventory
  • track the cost basis of stocked items
  • transfer stocked items between inventory locations and to customers
  • manage swapping one device for another

The stand-alone Inventory module is a good fit for MSPs who want to keep track of inventory items, which after all represent a considerable capital investment, but don't have a purchasing team that manages inventory full time.

BEFORE YOU BEGIN  This feature may be hidden in your Autotask instance because it is not activated. If so, you can activate it on the > Admin > Admin Categories > Activations page. Refer to Activations.

The add-on Procurement module streamlines purchasing, receiving, and shipping, and connects the sales process to the final delivery of items.

You can:

  • set up a purchasing team that will manage purchasing and inventory
  • reserve stocked items on a quote
  • automatically create a sales order when an opportunity is closed
  • require approval of purchases that exceed a set amount
  • have items advance automatically from Purchasing to Receiving to Delivery & Shipping pages, based on status
  • notify stakeholders automatically at each step

For a more detailed overview, see The procurement workflow.

Feature Inventory only With Procurement enabled
Setup of inventory locations
Tracking of stocked items
Import of inventory products and stocked items
Transfer of stocked items between inventory locations
Picking (claiming) a stocked item on a charge
Swapping a device for a stocked item
Generation of purchase orders
Full or partial receipt of items on a purchase order
Automatic update of inventory
Tracking of inventory cost
Reservation of items on a quote  
Automatic creation of a sales order that tracks quote items to fulfillment  
Optional purchase approval for item totals above a set amount  
Set up a purchasing team  
Streamlined Purchasing & Fulfillment page  
Streamlined Receiving page  
Streamlined Delivery & Shipping page  
Creation of pick lists and packing lists  
Approve & Post based on charge status  
Automated notification of stakeholders at each step  

Required Autotask editions

Both modules are automatically activated for Premium and Ultimate customers. They are available and initially deactivated for Growth customers. They are not available for Essentials customers.

Activation

BEFORE YOU BEGIN  This feature may be hidden in your Autotask instance because it is not activated. If so, you can activate it on the > Admin > Admin Categories > Activations page. Refer to Activations.

Getting started

To make this feature set more understandable for you, we have broken it into three main workflows:

  • Purchasing and receiving: this workflow includes everything to do with purchase approvals, issuing and managing purchase orders, and receiving items into inventory.

  • Inventory management: this workflow includes the setup of inventory locations, the determination of what will be an inventory product, and the management of stocked items.

  • Managing inventory sales and returns: this workflow includes everything to do with reserving, picking, and delivery of stocked items to customers, as well as managing the return of devices from the customer.

Each of the referenced topics clarifies which pages and features require that Procurement is activated.