Module 07
InventoryMind
Stock and inventory management — physical and virtual warehouses, order-to-receipt workflows with discrepancy handling, stock-level monitoring with automatic alerts, and direct material usage booking from work orders.
Background
From spare-part cupboard to governed stock management
InventoryMind is the stock-management module of ArchiPM-Nexus. It manages both physical warehouses and virtual ones — the transient stock of maintenance technicians, fitters and service vehicles. The full order-to-receipt workflow runs through an approval step, with discrepancy handling when delivered quantities do not match. Stock levels are monitored with automatic alerts when thresholds are reached. Material usage can be booked directly from a work order, either immediately or tied to a status change. Inter-warehouse transfers are tracked end-to-end.
Main Features
What InventoryMind does today
Physical and virtual warehouses — including technician transient stock and service vehicles
Order → approval workflow → receipt, with discrepancy handling on delivered quantities
Stock-level monitoring with automatic alerts when thresholds are reached
Direct material usage booking from work orders — immediate or status-tied logic
Inter-warehouse transfer tracking — stock movements visible end-to-end
Spare-part and consumable registry linked to AssetPro equipment
Supplier and purchase-order management
Customizable approval workflows per warehouse and order type
Stock valuation and cost tracking per item
Custom visibility and mandatory-field rules per role
Data import from external sources (e.g. Excel, ERP exports)
The Problem
Nobody knows what's in the warehouse — and even the part you need is always in the other one.
Stock levels are tracked on paper or in spreadsheets that are never up to date.
A technician takes a spare part and nobody records it — stock counts drift until the next physical inventory.
Orders are placed without approval, so spending is invisible until the invoice arrives.
Delivered quantities are accepted without checking, so discrepancies are discovered weeks later.
Stock sits in one warehouse while another runs out — no visibility across locations.
Material usage is not linked to work orders, so maintenance/repair cost per asset is impossible to calculate.
Available Now
Already working — with the right setup
Automated Reorder
Purchase orders generated automatically when stock falls below the alert threshold, routed for approval.
Coming Soon
Planned capabilities
Stock-Aware Maintenance
SoonWork orders check stock availability before scheduling — suggest alternatives or auto-order missing parts.
AI Demand Forecasting
SoonPredict stock needs from maintenance schedules, seasonal patterns and historical data — order before you run out.
Barcode & RFID Scanning
SoonCheck items in and out with a mobile device — no manual data entry, real-time stock updates.
Supplier Integration
SoonDirect catalog integration with suppliers — check availability, price and lead time before ordering.
Live Preview
Warehouse — Organized Stock & Process Trigger
In the warehouse, spare parts and consumables are stored on shelves and in bins, each clearly identified. By identifying an item — via barcode or QR scan — the right process can be started instantly: reorder, inter-warehouse transfer or material usage booking from a work order. Alongside stock data, financial data is synced from the ERP: unit cost, stock value and accounting category per item.
Warehouse — Shelf system
Shelf A — Mechanical spares
Shelf B — Electrical components
Shelf C — Consumables
Item identification — data sheet
Circulation pump seal kit
Mechanical → Pumps
On hand
24pcs
Reserved
6pcs
Available
18pcs
Financial data (ERP synced)
Unit cost
4 850 Ft
Stock value
116 400 Ft
Start process by identification
Stock accounting categories — ERP sync
Inventory (stock)
Consumables and spare parts held in stock — valued at acquisition cost, tracked per item.
Current asset
Short-life materials consumed within one accounting period — written off on usage.
Fixed asset
Capitalized spare parts with long life — depreciated over their useful life.