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How can you use databases to streamline inventory management?

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Inventory management is a crucial task for any business that deals with physical goods. It involves tracking, ordering, storing, and distributing products efficiently and accurately. However, manual inventory management can be time-consuming, error-prone, and costly. That's why many administrative assistants use databases to streamline inventory management. Databases are collections of organized and structured data that can be accessed, manipulated, and analyzed by software applications. In this article, you will learn how to use databases to streamline inventory management in four ways: creating inventory tables, designing inventory forms, generating inventory reports, and automating inventory processes.

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1 Creating inventory tables

The first step to use databases to streamline inventory management is to create inventory tables. Inventory tables are the basic units of data storage in a database. They consist of rows and columns that store information about your products, such as name, price, quantity, location, category, and barcode. To create inventory tables, you need to use a database management system (DBMS), such as Microsoft Access, Oracle, or MySQL. A DBMS is a software tool that allows you to create, modify, and query databases. You can use a DBMS to define the structure, format, and relationships of your inventory tables, as well as to enter, edit, and delete data.

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Elsie McMullin

Certified Pharmacy Technician
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Absolutely it’s a great tool if you know how to utilize whichever program you decide to run. This will help see what areas in the store itself has the highest shrink vs profit areas. The downfall to any inventory chart will be accurately and human error. If you are doing this manually, and imputing it manually there’s always a chance of human error. Having electronic systems that upload into the program can error out as well. I know this from our last inventory where our inventory team had a few errors, which we had to recount for accuracy. I also believe creating an statistical chart will help give a baseline on P&L for that area of the store and store performance.

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Rocky Baroli

Certified Pharmacy Technician @ Heartland LTC Pharmacy | CPhT, Idaho License
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It’s a way of simplification. Categorization down to the bare bones creates more accurate accountability. It also creates less loss, which in turn creates more profit.

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Sunday A. Oluwadare B.Tech, CIPS

Procurement, Logistics and Supply Chain Professional
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In my experience as an Inventory and Material Planner, inventory management generally involves tracking and organising products, samples or data, so creating inventory tables is a crucial component. Columns for product name, product description, amount on hand, quantity on order, number of products issued out and reorder point are examples of information that can be found in inventory tables. Day-of-supply, reorder point, and turnover rate are a few inventory metrics that may be computed using this data. Monitoring trends and determining appropriate inventory levels is made simple by having this data arranged in a table.

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2 Designing inventory forms

The second step to use databases to streamline inventory management is to design inventory forms. Inventory forms are user-friendly interfaces that allow you to view and update data in your inventory tables. They can also include buttons, menus, and validation rules that make data entry easier and more accurate. To design inventory forms, you need to use a form builder, which is usually included in your DBMS or available as a separate application. A form builder is a software tool that allows you to create, customize, and link forms to your inventory tables. You can use a form builder to add fields, labels, controls, and layouts to your forms, as well as to set properties, events, and actions.

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Sunday A. Oluwadare B.Tech, CIPS

Procurement, Logistics and Supply Chain Professional
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An example of software that has a user-friendly interface for designing inventory form is Tally ERP. It allows you to computerise your physical store, giving you rooms for modifications, tracking, monitoring and reconciliations.

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3 Generating inventory reports

The third step to use databases to streamline inventory management is to generate inventory reports. Inventory reports are summaries or analyses of data in your inventory tables that help you monitor and improve your inventory performance. They can include charts, graphs, tables, and calculations that show key inventory metrics, such as turnover rate, stock level, reorder point, and profitability. To generate inventory reports, you need to use a report generator, which is also usually included in your DBMS or available as a separate application. A report generator is a software tool that allows you to create, format, and print reports from your inventory tables. You can use a report generator to select data sources, fields, filters, and groups, as well as to add headers, footers, and styles to your reports.

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4 Automating inventory processes

The fourth step to use databases to streamline inventory management is to automate inventory processes. Inventory processes are the actions or workflows that you perform on your inventory data, such as adding, updating, deleting, or transferring products. Automating inventory processes can save you time, reduce errors, and increase efficiency. To automate inventory processes, you need to use a scripting language, such as Visual Basic, Python, or SQL. A scripting language is a programming language that allows you to write and execute commands or scripts that manipulate your inventory data. You can use a scripting language to create macros, functions, procedures, or triggers that run automatically or on demand.

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Adam Korolenchuk

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I have created excel files to help with inventory management. I use them to assist with Cycle Counting mainly. For these to work I export inventory data into an excel file directly from our SAP database. I then drop this data into my programs and the program filters all that data down to the ones I need to check/fix. This has greatly improved my efficiency as before I would have to check everything one by one and now the program checks automates these checks and lets me know which ones need attention.

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Rocky Baroli

Certified Pharmacy Technician @ Heartland LTC Pharmacy | CPhT, Idaho License
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The IT community will hate me for saying this, but OpenAI’s ChatGPT-4 Can write these scripting languages with less “luggage“ and less glitchy than a human being ever could. Don’t lie to yourself. I’ve seen it done by these AI programs.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Rocky Baroli

Certified Pharmacy Technician @ Heartland LTC Pharmacy | CPhT, Idaho License
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Don’t ever work for pharmaceutical company who values money over experience. Otherwise you might just end up losing your 17 year job to a 19-year-old kid who can’t even keep his shoes tied.

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How can you use databases to streamline inventory management?

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1 Creating inventory tables

2 Designing inventory forms

3 Generating inventory reports

4 Automating inventory processes

5 Here’s what else to consider

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How can you use databases to streamline inventory management?

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1 Creating inventory tables

2 Designing inventory forms

3 Generating inventory reports

4 Automating inventory processes

5 Here’s what else to consider

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