PakRail Inventory System

User Manual
Table of Contents
PakRail Inventory System .............................................................................................................................................................. 1
View Inventory: ................................................................................................................................................................................... 2
1.1 How to View Inventory: ...................................................................................................................................... 2
2 Manage Inventory: ..................................................................................................................................................................... 2
2.1 Manage Purchase Order ..................................................................................................................................... 2
2.1.1 How to add a New Purchase Order: ............................................................................................................. 3
2.1.2 How to Edit Current Purchase Orders: ......................................................................................................... 3
2.1.3 How to Delete Current Suppliers: ................................................................................................................. 3
2.2 Manage Suppliers................................................................................................................................................ 4
2.2.1 How to add a New Supplier:......................................................................................................................... 4
2.2.2 How to Edit Current Suppliers: ..................................................................................................................... 4
2.2.3 How to Delete Current Suppliers: ................................................................................................................. 4
2.3 Manage Items...................................................................................................................................................... 5
2.3.1 How to add a New Item: .............................................................................................................................. 5
2.3.2 How to Edit Current Items: ........................................................................................................................... 6
2.3.3 How to Delete Current Items:....................................................................................................................... 6
2.4 Receive Items ...................................................................................................................................................... 6
2.4.1 How to Receive new goods: ......................................................................................................................... 6
2.4.2 How to Edit Received Items:......................................................................................................................... 7
2.4.3 How to Delete Current Items:....................................................................................................................... 7
2.5 Issue Items .......................................................................................................................................................... 8
2.5.1 How to Issue Items: ...................................................................................................................................... 8
2.5.2 How to Edit Issued Items: ............................................................................................................................. 9
2.5.3 How to Delete Issued Items:......................................................................................................................... 9
3 Manage Users: .............................................................................................................................................................................. 9
3.1 How to Add new users: ....................................................................................................................................... 9
3.2 Edit Users .......................................................................................................................................................... 10
3.2.1 Retire User: ................................................................................................................................................ 10
3.2.2 Reset Password: ......................................................................................................................................... 10
3.2.3 Edit User Details: ........................................................................................................................................ 10
3.2.4 Delete User:................................................................................................................................................ 11
4 View Reports: ............................................................................................................................................................................ 11
4.1 Activity Report:.................................................................................................................................................. 11
4.1 My Stock:........................................................................................................................................................... 11

View Inventory:
The view inventory system lets you see the current stock levels of a specific item at all locations.

1.1 How to View Inventory:

Step 1: Enter the Item code you want to view and click on Search. This will show you a summary of
Current Stock Level at different locations.
Step 2: In order to see a more detailed view of Inventory for a particular Item Code; Click on View
Details. This will list All items received, issued, consumed, and currently in Stock at each location.
P.s. The Category Others show items issued to an individual.

2 Manage Inventory:
The manage inventory system is only available to Super Admin and Admins of receiving sheds. Super
Admins and Admins can only manage inventory of their own receiving shed. Following option s will be
available under the Manage Inventory page:

2.1 Manage Purchase Order

This option is lets users add/edit purchase orders.

2.1.1

How to add a New Purchase Order:

Step 1: Fill out the following form on the Manage

Purchase Orders page. All the fields are mandatory
for this form. If these three fields are not entered,
a new purchase order cannot be added.
Step 2: Once the information is entered, click on
New Purchase Order. The pruchase order will be
added at this point and should now be visible in
the current purchase orders list.
2.1.2

How to Edit Current Purchase Orders:

Step 1 Find the Purchase Order you want to edit and then click on Edit.
Step 2: Change the details of the Purchase Order and then click Update Purchase Order button.

2.1.3

How to Delete Current Suppliers:

Step 1: Locate the Purchase Order you want to delete and click on Delete. You will see a message
stating Are you sure you want to delete the details of this Purchase Order.

2.2 Manage Suppliers

This option lets the user add new suppliers or manage existing suppliers.
2.2.1

How to add a New Supplier:

Step 1: Fill out the following form on the Manage

Supplier page. The first three fields (Name,
Address, Phone #) are mandatory fields. If these
three fields are not entered, a new supplier
cannot be added.
Step 2: Once the supplier information is entered,
click on Add New Supplier. The supplier will be
added at this point and should now be visible in
the current suppliers list.
2.2.2

How to Edit Current Suppliers:

Step 1 Find the supplier you want to edit and then
click on Edit.
Step 2: Change the details of the Supplier and then
click Update Supplier Details button.

2.2.3

How to Delete Current Suppliers:

Step 1: Locate the Supplier you want to delete and click on Delete. You will see a message stating
Are you sure you want to delete the details of this supplier.

Step2 : Clicking on Yes will permanently delete the supplier from the supplier list. If you do not want
to delete the supplier, click on Cancel.

2.3 Manage Items

This option lets the user add new items or manage existing items.
2.3.1

How to add a New Item:

Step 1: Fill out the Add New Item form on the

Manage Items page. All fields in this form are
mandatory and must be filled in order to add a
new item. Unit should be selected from the
drop down.
Step 2: Once the item information is entered,
click on Add New Item. The item will be added
at this point and should now be visible in the
current items list.

2.3.2

How to Edit Current Items:

Step 1 Find the item you want to edit and then click on Edit.
Step 2: Change the details of the item and then click Update Item Details button.
2.3.3 How to Delete Current Items:
Step 1: Locate the Item you want to delete and then click on Delete. You will see the following
message:

Step2 : Clicking on Yes will permanently delete the item from the item list. If you do not want to
delete the item, click on Cancel.

2.4 Receive Items

This option lets the user manage receipts of items.
2.4.1

How to Receive new goods:

Step 1: Fill out the Receive Goods form on the

Receive Items page. All fields in this form are
mandatory and must be filled in order to receive
new items.

P.s. Unit will be updated automatically once the item code is entered. This is the unit that was
entered as default when the item was initially added.
Step 2: Once all the information is entered, click on Receive New Items. This will add the entry to
Receipts of Receiving shed.
2.4.2

How to Edit Received Items:

Step 1 Find the item you want to edit and then click
on Edit.
Step 2: Change the details of the item and then
click the Edit Received Item button.

2.4.3

How to Delete Current Items:

Step 1: Locate the receipt you want to delete and then click on Delete. You will see the following
message:

Step2 : Clicking on Yes will permanently delete the receipt from the item receipts. If you do not
want to delete the receipt, click on Cancel.

2.5 Issue Items

This option lets the issue items to other depots and stores.
2.5.1

How to Issue Items:

Step 1: Fill out the Issue Goods form on the

Issue Items page. All fields in this form are
mandatory and must be filled in order to
receive new items.
P.s. Unit will be updated automatically once
the item code is entered. This is the unit that
was entered as default when the item was
initially added.
Step 2: Once all the information is entered,
click on Issue New Items. This will add the
entry to Receipts of Receiving shed.
P.s. If you are issuing items to an Other
Consumer you will have to select a Foreman.
The Foreman will only be displayed if they
are created for the specific Other Consumer
category.

2.5.2

How to Edit Issued Items:

Step 1 Find the item you want to edit and

then click on Edit.
Step 2: Change the details of the issue and
then click Edit Issued Items button.

2.5.3

How to Delete Issued Items:

Step 1: Locate the issued item you want to delete and then click on Delete. You will see the
following message:

Step2 : Clicking on Yes will permanently delete the issued item. If you do not want to delete the
issued item, click on Cancel.

3 Manage Users:
The Manage Users system lets the Super Admin add/edit/Retire users within their own center.

3.1 How to Add new users:

Under the manage users page, fill in the required fields (Full Name & Email address) and then click on
Add User Details. Once this is done, new user will be added to the current user list.
P.s. The password will be directly emailed to the user once the account is created.

* When logged in as a Super Admin for Other Customers, any new user added will automatically be
made Foreman.

3.2 Edit Users

Super Admin can be edit current users by using the following features:
3.2.1 Retire User:
This option lets you retire or temporarily suspend user from accessing the inventory system. Locate
the user you want to Retire and click on Retire button in front of it.
3.2.2 Reset Password:
This option lets you reset password of a current user. Locate the user and click on Reset Password
button in front of it. The new password will be directly emailed to the users email address. You will
get the following message once this is done.

3.2.3 Edit User Details:

This option lets you edit details of a current user. Locate the user and click on Edit button in front
of it. You can now edit the Name and Email address of the user.

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3.2.4 Delete User:

This option lets you complete delete a user. Locate the user and click on Delete button in front of
it. When you click this it will completely delete the user from the system.

4 View Reports:
The option lets the users view two kinds of reports: Activity Report & My Stock. These are explained in
the following sections.

4.1 Activity Report:

Activity report can only be seen by the Super Admin of the Cost Center. This reports give a summary
of activity that is conducted by all users. The report is categorized to show activity of Receiving,
Issuing, and consuming. Super Admin can set various filters as shown below in order to track a
particular activity or group of activities.

4.1 My Stock:
This report can be accessed by all users in a Cost Center. This report shows the current stock level of
every item available in the cost center.

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