Inventory is often seen as one of the most complex and error-prone modules in any ERP system. But in mature platforms like Tuhund, the system itself is rarely the source of trouble. Over years of experience working with customers in industries dealing with machines and spare parts, one insight has become abundantly clear:
"99% of inventory issues are human mistakes — not software limitations."
Despite Tuhund’s real-time stock tracking, multi-location store management, and deep integration with sales, service, procurement, and financials, inventory still causes problems when users treat the ERP like a book-keeping system rather than a live operational platform.
Let’s break down why inventory remains tricky — and how to eliminate most of the problems through discipline, design, and awareness.
⚠️ The Core Problem: Book-Keeping Mentality vs Operational Discipline
The most common and impactful mistake? Doing the work somewhere, and logging it elsewhere — later, by someone else.
-
A technician uses parts at a customer site but doesn’t log them until the end of the day.
-
Goods are received and stocked, but the entry is made based on the delivery challan the next morning.
-
A sales user issues material from one branch but enters it under a different store.
These aren’t system issues. They’re workflow discipline issues. And they result in:
-
Wrong stock levels
-
Parts showing “out of stock” when they’re lying in a store
-
Lost sales
-
Duplicate purchases
-
Service delays
-
Financial mismatches
Tuhund is designed for real-time, actuals-based operations — not for post-facto data entry.
🧍♂️ Common Human Errors That Disrupt Inventory
Here are the most frequent mistakes — all avoidable — that lead to incorrect inventory data:
1. Skipping Transactions
Users forget to log a stock transfer, material issue, or part return.
2. Wrong Store or Location Selection
Users pick the wrong store or default to an old one without checking.
3. Manual Adjustments or Shortcuts
Stock is manually adjusted instead of being properly issued or received.
4. Incorrect Quantities, Units, or Items
Confusion between units (box vs piece), wrong variant, or wrong item selected.
5. No Discipline in Returns
Returned or rejected material is not recorded back into inventory.
6. Wrong Product Stock-In
Simulated Story
A store executive stocked in a shipment of sensors but accidentally selected an older model code. Later, the system showed the actual model as out of stock, resulting in a lost order and urgent re-purchase — for items already lying in the store.
Fix: Enforce barcode scanning and product image verification during stock-in.
7. Working Outside the System
Staff maintain Excel sheets, mental notes, or WhatsApp groups to track parts.
8. Disconnected Actions and Entries
Simulated Story
A technician completes a motor replacement, consumes three parts but reports only two over the phone to the coordinator. The system stock shows one extra part. Another job is booked assuming availability — only to discover the stock doesn’t exist.
Fix: Use Tuhund’s mobile app or in-field entry features. Train users to log actions as they happen.
✅ Common Recommended Workflows (but not the only ones)
Tuhund supports every practical workflow — standard, industry-specific, and even company-specific. The system is built to enforce discipline without forcing rigid structures.
Below are some recommended and widely used workflows, but Tuhund supports many more combinations based on your operational needs.
🛒 Procurement Workflows
🔹 Common Standard Flow:
-
RFP (Request for Purchase) – Purchase need is recorded and justified (indent, service job, stock).
-
RFQ (Request for Quotation) – Sent to multiple vendors.
-
Quote Comparison – Based on price, lead time, terms, etc.
-
Purchase Order (PO) – Issued to selected vendor.
-
Goods Receipt Note (GRN) – Created on physical receipt.
-
Purchase Invoice – Matched with PO and GRN.
🔹 Import-Specific Flow:
-
Purchase Invoice may be entered before GRN due to advance documentation and payment requirements.
🔹 Other Supported Variants:
-
Direct PO → GRN (no RFQ for urgent/known items)
-
FRP → PO → GRN → Invoice
-
GRN first (for unknown vendors), followed by retroactive PO and invoice
Tuhund adapts to procurement models across geographies, urgency levels, and vendor types.
💼 Common Sales Workflows
🔹 Common Domestic Sales Flow:
-
Inquiry → Quotation → Sales Order → Delivery Note → Invoice
🔹 Commercial or B2B Flow:
-
Inquiry → Quotation → Sales Order → Invoice → Delivery Note
🔹 Indent Flow:
-
Inquiry → Quotation → Sales Order → Indent Order → Installation
🔹 FMCG Sales Flow:
-
Sales Order → Delivery Trip → Invoice → Delivery
🔹 Production-Driven Sales:
-
Inquiry → Quotation → Sales Order → Job Order (production) → Delivery Note → Invoice
Every workflow is fully traceable and tied to inventory, financials, and documentation — automatically.
✅ How Tuhund Helps Prevent These Issues
Tuhund isn’t just an ERP — it’s a workflow enforcer and real-time operation tool. Here's how it minimizes errors when used properly:
-
Store-level permissions to ensure users see and touch only what they’re responsible for
-
Barcode and QR support for accurate item recognition
-
Mobile access to record data where the work actually happens
-
Audit trails and alerts to catch skipped steps or mismatches
-
Workflow validation — e.g., no invoice without confirmed delivery
-
Drill-down reports that trace every movement and transaction
🧠 Final Advice: Discipline Over Data
ERP systems like Tuhund are extremely powerful — but their true strength comes when people use them the way they’re meant to be used: as operational control systems, not as post-facto recorders.
If you use the system as an afterthought, it becomes inaccurate. If you use it as your guide, it becomes your single source of truth.
Encourage your teams to:
-
Enter data at the point of action
-
Avoid working outside the system
-
Take ownership of accuracy
-
Trust the system to guide operations, not just document them
The fewer the gaps between what happens and what is entered — the fewer the errors.
🔍 Tuhund Helps Catch and Correct Mistakes — But Only to a Point
Tuhund has inbuilt mechanisms to identify and flag discrepancies, including:
-
Stock mismatches
-
Duplicate entries
-
Invalid workflows
-
Out-of-sequence documentation
-
Suspicious data patterns via AI-powered insights
In many cases, the system can also suggest or initiate corrections, such as:
-
Auto-adjusting GRNs based on actual delivery
-
Notifying users of probable human error
-
Blocking transactions that violate business rules
However, there is a critical threshold beyond which even the most intelligent system — including AI — can no longer help.
Once data entered into the system is too inconsistent, delayed, or wrong, no system can fix it without human intervention.
Tuhund can guide, protect, and assist — but ultimately, it relies on timely, accurate input from its users to deliver the clean, reliable data that powers good decisions.
📣 For Teams Using Tuhund:
"Don't treat Tuhund as a ledger. Treat it as the shop floor, the service site, the warehouse, the field — because that’s what it is."
And always remember:
“When you respect the data, the system will always have your back.”
