List of statuses

• In preparation: The prepared inventory has been created. "In preparation" is the only possible initial status.
• Validated: The prepared inventory has been validated. At this stage, "Quantity recorded" fields can already be completed on prepared inventory lines.
• Paused: The prepared inventory has been paused. This status can only be reached from the "In progress" status.
• On Going: The prepared inventory has started: "Quantity recorded" fields can be completed on prepared inventory lines.
• Completed: The prepared inventory has been declared to be "completed."
  This status is reached only if the "Inventory check" option is checked in the [General] tab of the prepared inventory.
  From this status the prepared inventory can either be "Refused" (in which case it is set to "In progress" or "Accepted" to start closure.
• Being closed: The prepared inventory changes to the "Being closed" state when it has initiated asynchronous processing. This state can only be reached from the "In progress" or "Finished" state. This is an automatic transition from the prepared inventory to consultation.
• Closed: The prepared inventory has been closed; reached only if all inventory movements have been generated properly.
• Canceled: The prepared inventory has been permanently cancelled and can no longer be changed.

 

To change the status of a prepared inventory, see Change status.

  

Prepared inventory workflow

Creating a prepared inventory

To anticipate and organize the inventory of one or more warehouses, a user creates a prepared inventory.

The user describes the prepared inventory (general information) and adds prepared inventory lines: these lines represent checks to be made in the actual inventory when performing the prepared inventory. The user enters (via CARL Source or CARL Touch, if this module is available) the "Quantity recorded" in the location checked.

 

Validating the prepared inventory

The prepared inventory is Validated.
At this stage, "Quantity recorded" values (i.e., quantities actually observed in inventory) can be entered on the prepared inventory lines. When a quantity is entered (manually or via CARL Touch, if this module is present), the status of the prepared inventory automatically changes to "In progress."

 

Performing the prepared inventory

This phase corresponds to entry of "Quantity recorded" values on the lines of a prepared inventory in the "In progress" status.
If necessary, the prepared inventory may be Paused or Cancelled.

 

Closing the prepared inventory and "Closure" procedure

The user can decide at any time to close the prepared inventory, even if not all the "Quantity recorded" values have been entered in the prepared inventory lines.

This action may be performed:

• From CARL Source: via the "Finish" or "Accept" actions.
• From CARL Touch (if this module is present): via the "Finish" action.

 

The status of the prepared inventory after this action depends on the "Inventory check" setting defined in the [General] tab:

• If "Inventory check" is checked: the prepared inventory changes to the "Completed" status.
  This status creates a transient phase in the process, avoiding the closure being triggered automatically by CARL Source.
  From this status, the user can refuse the closure of a prepared inventory if needed (in which case its status returns to "In progress"), or can close it if everything is satisfactory.
  
• If "Inventory check" is not checked: CARL Source automatically triggers the closure process, as described below.
  If closure is completed with no errors, the prepared inventory is set to the "Closed" status.

 

Principle of the closure process

The closure process entails converting prepared inventory lines into "Prepared inventory" stock movements.
(A prepared inventory has no effect on final stock movements until is closed).

For each line in the prepared inventory for which the "Quantity recorded" has been entered, CARL Source attempts to determine whether the line can result in the generation of an actual inventory movement.

 

When processing is completed:

• If CARL Source detected one or more errorsduring processing:
  → No actual inventory movements are generated.
  → The status of the prepared inventory does not change: it remains "In progress" or "Completed."
  → All the problematic lines are marked as "with conflict" () in the list of prepared inventory lines.
  → The prepared inventory itself is marked as "in conflict" (in the list of prepared inventories and in the [General] tab of the prepared inventory).
  
  
• Otherwise, if processing has been successful (i.e., if all prepared inventory lines can be transformed into actual inventory movements):
  → Each prepared inventory line for which the "Quantity recorded" has been entered generates a "Prepared inventory" stock movement.
  → Each prepared inventory line which generated an inventory movement is shown with the icon in the list of prepared inventory lines (clicking on this icon takes the user to the detail of the stock movement generated).
  → The prepared inventory changes to the "Closed" status.

 

Cancelling a prepared inventory

If necessary, the user can cancel a prepared inventory: this cancellation is irreversible, and the prepared inventory can no longer be changed.

Cancellation may be performed:

• from the "In preparation" status,
• from the "Validated" status,
• from the "In progress" status, only if no "Quantity recorded" values have been entered on the prepared inventory lines.