Inventory management

Project Type: Application Development

Industry: Retail
Customer: Lauren B Jewelry

Business Challenge

Lauren B Jewelry is a jewelry retailer located in the New York City. The company manages and sells huge inventory of various diamonds, engagement rings and other types of jewelry. Previously all inventory management and orders processing were provided via number of spreadsheets and forms. Independently managed documents were hard to maintain, information from one place had to be manually transferred to another, and this was time-consuming and could cause errors and data inconsistency.

Looking to the team at Sprinterra, Lauren B requested a solution to automate the jewelry selling process, including inventory and client management, work order and invoicing management, automation of company internal processes.

Solution

Sprinterra worked with Lauren B to develop a professional, easy-to-use solution from the scratch.

The system consists of several modules supporting separate business processes but tightly interacting and interchanging data. Core module of the system is automated Work order flow allowing salespersons to process orders from creation until delivery. Module allows tracking payments and status of work orders. When order is being created salesperson can use either existing client (and automatically populate his/her data to work order) or create new one (and he will automatically appear in Client list module). User sets price, items client purchases, and defines shipping information. Cost sheet allows to keep all costs related to work order and automatically calculate profit (taking into account type of payments, taxes and overheads). After work order is created user can print work order or send it to client’s email directly from the system. For fully paid work orders invoice in PDF format can be generated and emailed.
Inventory module is responsible for storing and tracking list of stocks available for purchase. Items are divided by type and each type contains different set of data relevant for it. Available items can be added to work order and information will be automatically populated on work order cost sheet. Cost sheet is later delivered to accounting department. Dedicated list of sold items allows managers to track their replacement.
To capture info about clients there is Client module displaying all clients’ data in easy-to-view form, empowered with search, and filtering options. Each client contains history of orders allowing to track if customer is returning one.

Accounting sections allow authorized users to generate three types of reports and analyze operation activity of the company. Export to Excel allows to process and operate those financial data reflected in reports.
In order to manage internal events in company (working days, day offs, appointments and holidays) Sprinterra team developed Calendar allowing to create events and display them for users. Such tool ensures that all employees in the company are aware of what happens and when it happens. For the awareness increment purpose serves also module called Bulletin. It is a digital board enabling users to create messages/posts and discuss them in relevant threads. Events from calendar also integrated to this board. Thus, company management received centralized tool for employees improving internal communication.
Resources is an informational module containing useful information for sales agents work: email templates, important document storage, previously sold items list, etc. It is a centralized knowledge base facilitating search of necessary info.
System has flexible solution for user management. There are no fixed roles, each module has it’s own permissions and custom roles reflecting real business needs can be easily created and assigned to specific user.

Project Highlights

• Module allowing to create and track work orders within their lifecycle
• Inventory management
• Accounting reports aggregating company operation data for selected period
• Calendar tool for arranging company internal activity (days off, working days, appointments, tasks)
• Digital message board for informing team members about important events and enabling their communication directly in the system
• System user management with ability to set various access levels