Inventory Management Report Overview

The Inventory Management Report helps you identify jobs where the inventory recorded during completion does not match the quantity that was originally scheduled. Use this report to quickly spot discrepancies, review job details, and take action to ensure your inventory records stay accurate. 

Before You Start

• To see if you have access to this report in ServiceCore, please check out this article on user permission levels.

Key Features

• Filtering Options: Narrow down report results using filters like Job, Product, or Rental.
• Important Tables: Includes Jobs with Missing Items for jobs where recorded inventory doesn't match what was scheduled, and Jobs with Missing Serial Numbers for jobs with itemized products missing a serial number at completion.
• Relevant Links: The tables in the report include links to the related Job, Rental, and Site Numbers so you can review details and take action.

Run the Inventory Management Report

1. Click “Reports” in the top menu.
2. Scroll down and find Inventory Management listed under Operations Reports.
3. Click the name of the report or the “Open Report” icon to run the report.

Inventory Management Report Filters

Filter options are available at the top of the report.

• Job: Narrow results by job number.
• Product: Filter results by product.
• Rental: Narrow results by rental number.

In addition to the filters that appear at the top of the report, you can select All Filters to use additional filters for your report.

Additional filters include: 

• Site Number: Narrow results by site number.
• Status: Filter results by job status.

Inventory Management Report Tables

There are two tables within the Inventory Management report: Jobs with Missing Items and Jobs with Missing Serial Numbers.

Jobs with Missing Items

This table loads automatically when you run the report. It groups jobs by customer, category, and number of jobs, with links to the relevant job, rental, and site numbers.
 

If the Qty Actual value is less than the Qty Expected value, it means not all scheduled items were recorded on the job.

To resolve a mismatch, choose one of the following:

1. Edit Job: Update the scheduled quantity (Qty Expected) to reflect the actual number of items.
2. Edit Job Completion: Re-enter the completed quantity (Qty Actual) to match what was recorded in the field.
3. Schedule a New Job: If items still need to be delivered or picked up, schedule a subsequent job for a future date.

Scheduling a new job doesn't resolve the existing quantity mismatch, so the original job stays on this report until you resolve it using option 1 or 2 above.

This table also includes two job statuses, Complete and Partial Service, which affect how you should read a mismatch. Complete means the job was fully serviced, so a mismatch here usually points to a real data gap that should be reviewed and corrected. Partial Service means the job was only partially completed. For example, if a driver couldn't service every unit on a job, a mismatch on these jobs may be intentional and reflect what actually happened in the field. If your Partial Service jobs were left that way on purpose and you don't want them showing up here, use the Status filter under All Filters to show Complete jobs only.

Jobs with Missing Serial Numbers

Click the "Jobs with Missing Serial Numbers" tab to open this table. It groups jobs by customer, with links to the relevant job, rental, and site number for each entry.

If a job has products with missing serial numbers, it means the unit number wasn't selected or recorded at job completion.

To resolve a missing serial number:

1. Click the Job link to open the job.
2. Select "Edit Job Completion" from the Actions drop-down menu.
3. Locate the product and select the correct serial number.

For rental service jobs showing an unknown serial number, first check that the associated delivery or exchange job has a serial number recorded in its job completion. If it doesn't, follow the steps above for that job before returning to the service job.

This report includes the same Complete and Partial Service job statuses described under Jobs with Missing Items above, and they affect a missing serial number entry the same way.

If you run into serial number issues across multiple rentals, or need to troubleshoot availability counts more broadly, check out this article on troubleshooting inventory availability and serial numbers.

Sort the Inventory Management Report

After using the filters based on your preferences, you have additional options to sort the data that is presented in each of the two tables.

1. Click the option icon next to one of the headers.
2. Select your sorting preference. 
   • Each column can be sorted either alphabetically A-Z or Z-A OR numerically ascending or descending. For instance, the Qty Actual column will sort numerically while the Customer column will sort alphabetically.

Collapse Customer Data in Jobs with Missing Items Table

When you run the report, you will see an additional option to collapse customer details. By default, all customer details are expanded. To collapse the details for a specific customer, click the “-” icon next to their name. To collapse all details, click the “-” at the top left of the table, next to “Customer.”

Please Note: Before exporting or sending a table, be sure to have the table displaying as you would like it to be viewed. Only fully expanded rows will appear in the exported or shared file.

Export Report

Once you have a table in your report displaying the information you want, you can download it for your records. 

1. Hover over the section until a menu appears in the top right corner of the table.
2. Click the three vertical dots.
3. In the menu that appears, hover over “Export.”
4. Select your file preference in the list of options that appear in the dropdown and the report will download in the file format you selected.
   • When exporting as a PDF, you can choose either Portrait or Landscape layout.

Please Note: You can export up to 1 million rows at a time. If your table contains more than 1 million rows, we recommend using filters to break the data into smaller, exportable chunks.

Send Report

In addition to downloading a section of the report to your computer, you can also email a section.

1. Hover over the section so a menu appears in the top right corner of the table.
2. Click the three vertical dots.
3. In the menu that appears, hover over “Export.”

4. Click “Export…” at the bottom of the list under the Send section.

   
    

5. In the pop-up that appears, click the Email icon.

   
    

6. Enter the email address of the recipient.
7. Click “Export” to send an email with the report attached.

Please Note: On the final screen, you can also customize the email subject, select specific attachments and file types, or send the report as a .zip file.

 

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!