Understanding and Managing Inventory Updates

1. Importance of Inventory Updates:

. To maintain accurate inventory records and avoid potential order cancellations due to discrepancies, it is crucial to regularly update inventory data. This not only supports forecast inventory planning but also enhances operational efficiency.

. Frequency of Updates: Daily updates are required (at least once per day) and can be performed at any time through EDI or directly in Channel Gate.

If you have concerns about the minimum frequency of inventory updates, please contact your Cymax Business Lead.

2. Understanding Inventory Fields:

.To ensure accurate data entry and optimize system efficiency, understanding and correctly filling in inventory fields is essential. This practice helps maintain consistency in inventory levels, minimizes discrepancies, and ensures prompt order processing.

·         Active: Indicates that the SKU is available for sales. Essentially, these SKUs are currently being sold and are considered live products within our inventory.

o    YES: products readily available to be sold by Cymax.

o    NO: obsolete SKUs, products that are not available to be sold.

NOTE: Cymax may need to inactivate SKUs based on additional factors such as performance, conflicting info in 3^rd party channels and others. Those scenarios and discussed in more detail with your Cymax Business lead.

·         Discontinued: Indicates that the SKU has reached the end of its life cycle, has been phased out, or is clearance no longer exists in our system. This could also include SKUs designated for recycling.

o    YES: a truly discontinued product or an “End of Life”, clearance SKU that will not be replenished once inventory is out.

o    NO: a currently active SKU available for sale.

·         Backordered: the backorder status indicates a product that is still active that is currently sold out and more units will be available soon.

o   YES: indicates that the SKU will be replenished in the future, with more stock expected to arrive within the next months.

o   NO: indicates that the SKU is available in stock.

NOTE: An item flagged as backorder should always have QTY of 0. Do not add a quantity to a SKU identified as Backorder = YES.

·         Backorder date:  Specifies the date when the product will be available again for sale.

 NOTE: Please only use the backorder date field when a SKU is in Backorder status YES and stock is 0.

·         Available quantity: Specifies the current quantity of stocks available in the warehouses for the respective SKU. This helps track the actual number of units ready for sale at any given time.

NOTE: Do not add a quantity to an item that is listed as Backorder. Our system will interpret any items with quantities over 0 as IN-STOCK.

Regular and accurate updates of these inventory fields ensure a streamlined inventory management process, minimizing errors and maximizing operational efficiency.

3. Examples and scenarios:

SKU	Quantity	Active (Y/N)	Discontinued (Y/N)	Backordered (Y/N)	Backorder Date
Product Active and ready to sell	Any Number above 0	Y	N	N	EMPTY
Backordered Product with more units coming	0	Y	N	Y	DATE
Sold out or Backordered SKU without ETA	0	Y	N	Y	EMPTY
End of Life SKU or Clearance with remaining stock Available	Any Number above 0	Y	Y	N	EMPTY
Obsolete Products	0	N	Y	N	EMPTY