Projects:Mobile Physical Inventory/Functional Specification

Contents 1 Mobile Physical Inventory 1.1 Overview 1.1.1 Scope 1.2 Functional Requirements 1.2.1 Business process definition 1.2.2 Physical Inventory screen 1.2.3 User stories

Mobile Physical Inventory

Overview

The purpose of this module is to extend Warehouse Mobile module with a new type of window to manage Physical Inventories.

Currently inventories are generated and processed in the ERP. With this module it is possible to assign a Physical Inventory to a user. This user can then retrieve the document assigned to him, review and process it on his mobile device.

Scope

• Ability to assign users to a physical inventory. Only that user will be able to select that document from the mobile device.
  • It has to be possible to assign multiple inventories to a user in the same process.
• Have different statuses:
  • Draft: When it is new from the backend
  • Assigned: After assigning a user from the backend
  • Processed/Completed: After completing the document from the mobile device
• Create the mobile app to retrieve all the info generated : UI, process
• Ability to scan the product
• Quantities modified in the mobile device are updated in the backend marking the lines as counted
• Ability to differentiate mobile inventories from those to be processed in the backend
• There will be a preference to allow or not process the inventory in the mobile device:
  • When all lines are flagged as counted the Done button in mobile is enabled
  • Not having all lines marked as counted. In this case the document will be processed and for those one there won't be any change
• Ability to increase counted quantity using barcodes for products.
  • When the same product is more than once the first occurrence that it is not counted is increased
• Ability to increase/decrease counted quantity manually:
  • Keyboard
  • +/-
• Visible identification of selected line by changing the background color.

Functional Requirements

Business process definition

1. Physical Inventory window
   1. Create a new inventory
   2. Create the lines with the products you want to count
   3. Assign it to the user in charge of the task. The status of the document will change from Draft to Assigned
2. The user in charge of the task logs in Openbravo Mobile application and go to the Physical Inventory screen
   1. The displayed Physical Inventories, will be the ones assigned to the logged user
   2. The user will count each product and set its quantities and mark it as counted
   3. Once finished, the user will be able to process the inventory with the Done button or process it in the backend. If processed, the status of the document will change from assigned to completed.
3. Retrieving the document from the backend
   1. The counted quantity will be empty
   2. The booked quantity will be shown or not depending on a new preference
4. Editing the counted quantity:
   1. Scanning the product will increase the qty
   2. Decrease/increase manually through the keyboard or using +/-
5. Updating quantities into the backend
   1. When marking the line as counted (green flag) what it had been filled is sent to the backend
   2. This flag can only be marked if the counted quantity' is not empty
6. New preference to allow or not processing the physical inventory from the mobile device:
   1. Allow: The button will be enabled at any time
   2. Not allow: The button will be enabled just when all lines are marked as counted (green flag)
7. Processing the document from the mobile device
   1. It will change the document from Assigned to Completed'
   2. Internally it will change from Processed=N to Processed=Y
   3. If there are lines with qty<>null but not marked it will show a message
   4. If there are lines with qty=null it will send those lines as not counted and booked qty = counted qty. So no actions will be performed. Anyone will be able to check which have been the lines that have not been counted

Physical Inventory screen

1. Left Panel
   1. Toolbar buttons
      1. Menu
      2. Search
      3. Done. Done button will process the Physical Inventory. There will be a preference to control whether the button will always be active or it will be necessary for all the lines of the inventory to be counted in order for it to be active
   2. Inventory view
      1. Header. Name of the inventory
      2. Bin. Bin grouping the lines of the inventory
      3. Lines. Line of the inventory. It will show the product, the booked quantity, the counted quantity and a check to mark the line as counted. There will be a preference to set if the booked quantity must be shown or not. The initial value for booked quantity will be empty (not zero)
2. Right Panel
   1. Toolbar buttons
      1. Scan. Enables the scan keyboard
      2. Edit. Enables the edit keyboard
   2. Keyboard

Mockups

User stories

Story 1: (preference not allow to process)

1. John, the warehouse manager wants to make a Physical Inventory of his warehouse to check the stock of certain products
   1. He logs in Openbravo and opens Physical Inventory window and creates a new one
   2. He then starts adding lines with all the products he wants to be counted
   3. Once he finishes it, he assigns the Physical Inventory to Phil, calls him and tells him to perform it
2. Phil logs in Openbravo Mobile in his tablet and opens Physical Inventory screen
   1. There Phil finds the list of products his manager wants him to count and starts counting them and setting into the lines marking them as counted
   2. When all lines are marked as counted he can process the document

Story 2: (preference allow to process)

1. John, the warehouse manager wants to make a Physical Inventory of his warehouse to check the stock of certain products
   1. He logs in Openbravo and opens Physical Inventory window and creates a new one
   2. He then starts adding lines with all the products he wants to be counted
   3. Once he finishes it, he assigns the Physical Inventory to Phil, calls him and tells him to perform it
2. Phil logs in Openbravo Mobile in his tablet and opens Physical Inventory screen
   1. There Phil finds the list of products his manager wants him to count and starts counting them and setting into the lines marking them as counted
   2. At some point he realizes that he won't be able to count all products but needs to process the document
   3. As the preference has been configured to allow this he completes the document
   4. For those products that couldn't be counted are sent to the backend as this:
      1. Quantity booked=Quantity counted
      2. Flag Counted=N
      3. So the system didn't performed any update to them
3. John wants to verify which ones were not counted
   1. He logs into the backend and goes to Physical inventory window
   2. Selects the document, moves to lines and filters by Counted=No
   3. Next morning he creates a new document and assign it to Phil so he can finish counting the remaining ones

Story 3:

1. John, the warehouse manager wants to make a Physical Inventory of his warehouse to check the stock of certain products
   1. He logs in Openbravo and opens Physical Inventory window and creates a new one
   2. He then starts adding lines with all the products he wants to be counted
   3. Once he finishes it, he assigns the Physical Inventory to Phil, calls him and tells him to perform it
2. Phil logs in Openbravo Mobile in his tablet and opens Physical Inventory screen
   1. There Phil finds the list of products his manager wants him to count and starts counting them and setting into the lines marking them as counted
   2. Once he finishes, he checks that there are some products with a great difference between the booked quantity and the counted one so he decides not to process the document
   3. Phil calls John and explains the problem. Since the quantities are already updated in the backend but the document is still not processed John can review the number and take a decision

Story 4:

1. John, the warehouse manager wants to make a Physical Inventory of his warehouse to check the stock of certain products
   1. He logs in Openbravo and opens Physical Inventory window and creates a new one
   2. He then starts adding lines with all the products he wants to be counted
   3. Once he finishes it, he assigns the Physical Inventory to Phil, calls him and tells him to perform it
2. Phil logs in Openbravo Mobile in his tablet and opens Physical Inventory screen
   1. There Phil finds the list of products to be counted and starts counting them and marking them as counted
   2. In some products after counting them he forgets to mark the lines as counted
   3. When pressing the button Done the system checks that there are line where the product has been counted (counted quantity <> null) but not marked as counted (green flag) so a message is shown Some products have been counted but not marked as counted, do you want to continue?