Sheets

Inventory system

Requirements

1. Inventory Tracking

• Develop a system for real-time tracking of inventory levels, including stock-in, stock-out, and current availability.

• Define essential columns: Item ID, Name, Category, Quantity, Price, Reorder Level, Supplier, and Last Updated.

2. Automated Alerts and Notifications

• Set up alerts for low stock levels based on predefined reorder thresholds.

• Send email or SMS notifications to the procurement team when items need restocking.

3. Dynamic Reporting and Analytics

• Generate automated reports for:

• Inventory usage trends.

• Top-selling and underperforming items.

• Stock value and reorder analysis.

• Visualize data using charts and pivot tables within Google Sheets.

4. Barcode Integration

• Enable barcode scanning support for faster inventory updates.

• Use scanned codes to search for or update items in Google Sheets.

5. User Access Control

• Allow role-based access for managers, team members, and external suppliers.

• Protect sensitive sheets with permissions and edit restrictions.

6. Integration with Other Tools

• Integrate Google Sheets with external platforms such as:

• Google Forms for inputting new stock data.

• Mailgun or Twilio for sending notifications.

• Google Apps Script for automating workflows.

7. Scalability and Data Validation

• Ensure the system can handle large volumes of data efficiently.

• Implement data validation rules to prevent errors in inventory records.

Implementation

1. Google Sheets Structure
• Create structured sheets with separate tabs for:
• Inventory Records: Stock tracking and management.
• Restock Alerts: Low-stock items with highlighted rows.
• Reports: Automated summaries and visual analytics.
2. Automation with Google Apps Script
• Use Google Apps Script to automate workflows such as:
• Updating stock levels based on new entries.
• Sending alerts for low stock levels.
• Generating periodic reports and notifications.
3. Dynamic Notifications
• Integrate Mailgun or Twilio APIs to send email or SMS alerts when:
• Items fall below the reorder level.
• Critical stock updates occur.
4. Data Validation and Error Handling
• Implement drop-down lists for categories and suppliers to ensure data consistency.
• Add formulas and conditional formatting to highlight discrepancies in stock data.
5. Barcode Functionality
• Integrate barcode-scanning tools (third-party apps or devices) to input or search item data seamlessly in Google Sheets.
6. Reporting and Visualization
• Set up dynamic pivot tables to analyze inventory trends and create automated charts.
• Build KPI dashboards for managers to review key metrics like stock turnover and stock value.
7. Role-Based Access
• Use Google Sheets permissions to grant access:
• Full access for managers.
• Limited editing for staff.
• View-only access for external stakeholders.
8. Testing and Optimization
• Test the system with sample data to ensure all workflows, alerts, and reporting mechanisms function properly.
• Optimize scripts for speed and scalability to handle future growth.

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