PASS Stock management

PASS Stock inventory control software overview

PASS Stock is Windows Inventory software for warehouse management and stock control. This warehouse management system focuses on keeping a perpetual inventory by carefully recording all goods coming in and out and their movements internally. It counts stock, records goods received and dispatched. It also does sales order entry or imports orders, with guided order picking. It maintains full batch traceability and records of the warehouse inventory by location and by date. It operates as a system based on tags and barcodes with direct barcode label printing built into the system. We use either Android phones or pdas to capture the counts, moves, receipts and despatches. It can operate with business forms to provide on line data to client pc and has integrated modules for production and quality control This means that products have complete batch traceability from production,  through to delivery to the customer. Installation assistance, support and training is given with the product. Prices range from £1800 to £2500 plus hardware on a once only fee. There are no annual licence fees.

Warehouse system

Stock count.  
The stock counts can be either full or partial countswith variance reorts and reconciliation

Goods in and despatch. 
PDAs are used to record Goods coming in or going out.

Issue and return  
this cover s cash sales or loan of items without needing to enter sales orders.

Sales Orders and guided picking
The sales order module enters or imports customer orders and then generates pick lists by location


Production module 

Production recording 
Records production quantities and transfers it to warehouse stock

Quality control 
QC checks on batches gives traceability

Accounts package interfaces.
More details: Production recording...More details: Quality control...

Getting the products on to the system

The most time saving work that you can do before running a stock control system is to set up your data with as much detail as possible. If you have a list of products on a spreadsheet then we simply import those directly from the spreadsheet together with their details. This forms the basic framework and we can then do a stock count. There are several elements to consider having on the spreadsheet before the import is done.

Product packs or unit of quantity

The container or unit of quantity is important. For example it could be packs of 50 nails in which case when the software displays 50 as the quantity it means 50 bags of 50 nails. The software operates with minimum quantity settings, both local and global if you have more than one warehouse . So add an extra column to the spreadsheet and fill in the minimum quantities that you need to have in stock. Then when the stock falls to this level you will get warning flags in the system and reorder reports can be generated.


When all the products are on the system we can print out a complete list of them with their barcodes on A4 sheets. The count is then done and the PDA is used to record the location number, the product code and the quantity. When this has all finished then the records are uploaded to the pc and the stock data is updated to reflect what you have in stock. We now have a system. At this point it is worth running the reorder report to see items that are below you minimum quantity requirement. You can then place the appropriate orders.
More details: Stock taking module..More details: preventing stock shrinkage

Stock Locations

Before the stocktake is done we need get a list of locations on the database so that when the counting is being carried out we can record which locations the items are in. It depends on how your stores are laid out as to the best way of giving the locations their code. The IKEA style for example records the Aisle and Row A13-21 all on levels one and 2 for their customers. The upper levels are reserved for bulk storage. In a small storeroom all you will need is a rack number. Where you have goods on a floor area you need to define that area with a code so that everyone knows where to look.

Issue, Lend and Returns

Some items may never leave stock, like engineers tools. Using the Lend and Return module you can use the PDA to scan these tools from you barcode list (labels don't stick to tools for very long!) and get reports on everything that is out on loan. So the difference between Issue and Lend is that Issue removes the items from stock as they are despatched but if an item is Lent it remains part of your stock and shows up in all the reports.

Stock Categories

You can set categories for the stock so as to group them and inspect them more easily. For example you could have  Bulk Stock, Hazardous, Consumables, Quarantine etc. You define this in a separate column in your import spreadsheet first

Sales orders and picking

The sales orders are rasied or imported from the accounts package and a picklist is generated. The goods are picked and a despatch note and optional invoice generated. At this stage the goods are allocated stock ut physcally in the warehouse awating despath. On despatch a single scan of a barcode on the despatch not will move the goods out of stock and  record them as being sent to the customer. There are several variants on the processes for so this - for exmpe ordering  from a frnt desk Argos style ,picking e-commerce orders, orders for kits of parts, Ikea style, andhow the pick is guided to maximise efficiency according to location.
More details: order picking....More details: showroom ordering..More details: guided picking in the warehouseMore details: picking e-commerce orders...More details: accounting interfaces...

Bringing goods in

When goods are received from the suppliers they are scanned and moved to their stores location. But what if there is no barcode on the product? You can do one of two things. Look it up and scan from a preprinted barcode list that we provide or print a label with a label printer connected to a PC in the receiving area. When the product code is scanned the PDA will recognise whether the stock type is serial, batch or commodity. If its either of the first two types then the batch or serial number will be required. This is necessary so that every item is monitored and can be easily found. The batch and serial numbers will normally be found on the delivery note if they are not already on the suppliers label on the outer container.
PC system requirements detailsMore details labelling and printers
Free trial for two months
Try the software for a couple of months, adapt it to your system and test it to its limits. We are confident it will give you a quick payback for the small outlay and transform the way you control your asset register. Send us your details and we will give you the link and password to download the software from our download site. We will then help you to understand how it works and at the end of the trial period you can then decide whether to buy the system without losing any settings or data. A blank database and a demo database are included in the trial.