Inventory Management

Effective inventory management ensures you never run out of critical supplies while minimizing waste and storage costs. PoultryPro helps you track all inventory items with ease.

Types of Inventory Items

Feed Inventory

Track different types of feed:

• Chick Mash (0-8 weeks): High protein starter feed
• Growers Mash (8-18 weeks): Developer feed
• Layers Mash (18+ weeks): Production feed
• Broiler Starter (0-3 weeks): High energy starter
• Broiler Finisher (3-6 weeks): Final growth phase

Medications & Vaccines

Keep track of:

• Vaccines (Newcastle, Gumboro, etc.)
• Antibiotics and treatments
• Dewormers
• Vitamins and supplements

Supplies & Equipment

Monitor:

• Feeders and drinkers
• Egg trays and packaging
• Cleaning supplies
• Protective equipment

Adding Inventory Items

To add a new inventory item:

1. Go to Inventory in the main menu
2. Click Add Item
3. Fill in the details:

Basic Information

Item Name: Layers Mash
Category: Feed
Unit: 50kg bag
Current Stock: 20 bags
Reorder Level: 5 bags
Reorder Quantity: 15 bags

Cost Tracking

• Unit Cost: Purchase price per unit
• Supplier: Where you buy from
• Last Purchase Date: Track purchase history

Recording Inventory Transactions

Stock In (Purchases)

When you buy inventory:

1. Select the item
2. Click Add Stock
3. Enter:
   • Quantity received
   • Unit cost paid
   • Supplier
   • Date received
   • Invoice/receipt number

The system automatically:

• Updates current stock level
• Calculates average cost (weighted)
• Records transaction history

Stock Out (Usage)

When you use inventory:

1. Select the item
2. Click Record Usage
3. Enter:
   • Quantity used
   • Flock (if applicable)
   • Date used
   • Purpose/notes

Reorder Management

Setting Reorder Levels

Calculate your reorder level:

Formula: (Daily consumption × Lead time) + Safety stock

Example (Layers Feed):

Daily consumption: 12 kg per 100 birds = 0.12 kg/bird
Flock size: 500 birds
Daily need: 500 × 0.12 = 60 kg = 1.2 bags

Lead time: 3 days to reorder
Safety stock: 3 days extra

Reorder level: (1.2 × 3) + (1.2 × 3) = 7.2 bags
Round up to: 8 bags

Automated Alerts

PoultryPro sends alerts when:

• Stock falls below reorder level
• Item is completely out of stock
• Stock hasn't moved in 90 days (expired?)
• Unusual consumption patterns detected

Inventory Reports

Stock Levels Report

View current stock status:

• Items in stock
• Items at reorder level
• Items out of stock
• Total inventory value

Usage Report

Analyze consumption patterns:

• Usage by flock
• Usage by time period
• Trends and forecasts
• Waste identification

Valuation Report

Understand inventory value:

• Current stock value
• Average cost per item
• Stock turnover ratio
• Slow-moving items

Cost Allocation

Feed Cost Allocation

Feed costs are automatically allocated to flocks based on:

• Daily consumption records
• Weighted average cost method
• Actual usage quantities

Example:

Purchase 1: 10 bags @ KES 3,000 = KES 30,000
Purchase 2: 15 bags @ KES 3,200 = KES 48,000
Total: 25 bags @ KES 78,000
Average cost: KES 3,120 per bag

When Flock A uses 2 bags:
Cost allocated = 2 × KES 3,120 = KES 6,240

Medication Cost Allocation

Medications are allocated directly to the flock treated.

Best Practices

1. Physical Counts

Conduct physical inventory counts:

• Weekly: High-value items (vaccines, medications)
• Monthly: Feed and major supplies
• Quarterly: All items

Compare physical counts to system records and investigate discrepancies.

2. First In, First Out (FIFO)

Always use older stock first:

• Label items with purchase dates
• Organize storage by date
• Check expiry dates regularly

3. Proper Storage

Store inventory correctly:

• Feed: Dry, cool, rodent-proof
• Medications: Follow label instructions (often refrigerated)
• Supplies: Clean, organized, accessible

4. Supplier Management

Maintain multiple suppliers for critical items:

• Compare prices regularly
• Negotiate bulk discounts
• Build relationships for emergencies
• Verify quality consistently

5. Track Waste

Record and analyze waste:

• Spoiled feed (moisture, rodents)
• Expired medications
• Broken equipment
• Usage errors

Identify root causes and implement solutions.

Common Issues

Issue: Feed Consumption Higher Than Expected

Possible Causes:

• Feed wastage (poor feeders, spillage)
• Theft or inaccurate records
• Rodent/pest consumption
• Low quality feed (birds eat more)

Solution:

1. Audit feeding practices
2. Improve feeder design
3. Implement pest control
4. Verify feed quality

Issue: Frequent Stock Outs

Possible Causes:

• Reorder level set too low
• Supplier delays
• Inaccurate consumption tracking

Solution:

1. Increase safety stock
2. Identify backup suppliers
3. Improve recording practices

Issue: High Inventory Costs

Possible Causes:

• Over-ordering (tying up cash)
• Spoilage/waste
• Poor negotiation

Solution:

1. Right-size orders (balance storage vs. purchase frequency)
2. Improve storage conditions
3. Compare suppliers, negotiate better terms

Integration with Other Features

Production Tracking

Feed consumption from production records automatically:

• Updates feed inventory
• Allocates costs to flocks
• Calculates FCR

Financial Tracking

Inventory purchases are automatically:

• Recorded as expenses
• Allocated to flocks when used
• Included in profitability reports

Health Monitoring

Medication usage from health records:

• Updates medication inventory
• Tracks treatment costs
• Monitors compliance

Next Steps

• Financial Tracking - Monitor inventory costs impact on profitability
• Production Tracking - Link feed usage to production
• Cost Allocation Guide - Advanced inventory costing techniques