The client
The client is a large global engineering business headquartered in India, with operations in multiple countries.
Its inventory is spread across warehouses, offices, project sites and regional facilities. Materials move between them as projects start and finish, and regional teams need to know what is available before they order more.
The challenge
Each location kept its own stock records. Visibility depended on separate systems, manual updates and repeated coordination between regional teams.
- No connected view of stock across regions and sites.
- Duplicate purchases of items already held elsewhere.
- Delays in transfers between locations.
- Stock discrepancies from separate records and manual updates.
- Poor planning without current data.
What they set up in Asset Infinity
The business centralized inventory across all its locations in Asset Infinity, with structured transfers and one set of controls.
Every location in one inventory
Warehouses, offices, project sites and regional stock points are set up as stock locations in one system, across countries. (Stores)
Structured transfers
Stock moved between locations is recorded out of one and into the other, with clear tracking and accountability. (Stores)
Check before buying
Teams see stock of the same item at other locations before requesting additional purchases. (Stores)
Central visibility
Reports show quantities and movements by location, so regional and central teams plan from the same current data. (Insight)
How it works day to day
Here is how stock moves between sites now.
- Site engineer: needs materials. A project site needs an item and checks stock at nearby warehouses, offices and other sites before asking for a purchase.
- Regional store manager: approves a transfer. If another location has the item, a transfer is raised from that location to the site.
- Storekeeper: sends the stock. The sending location records the transfer out, so the stock is accounted for while it is in transit.
- Site storekeeper: receives the stock. The site records the transfer in, and both locations show the right quantities.
- Purchasing: buys only what is missing. When no location has enough, a purchase request is raised, with current stock across the network in view.
- Central team: reviews the network. Reports by location and region show stock levels and movements, supporting planning across countries.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Stock records | Separate systems at each location | One inventory across countries |
| Finding stock | Repeated coordination between regions | Central visibility by location |
| Purchasing | Duplicate purchases | Other locations checked first |
| Transfers | Delayed and hard to follow | Recorded out and in, with accountability |
| Accuracy | Discrepancies from manual updates | Fewer mismatches |
How it rolled out
- Locations reviewed and mapped. Locations, stock records and transfer practices were reviewed, and every stock point configured in the system.
- Records centralized. Stock records from warehouses, offices, projects and facilities were brought into one inventory.
- Regional teams trained. Regional teams were trained on the connected workflows, and processes refined after go-live.
The results
- Stock visibility across all warehouses, offices, project sites and facilities
- Fewer duplicate purchases, as teams check other locations first
- Structured transfers between locations with clear tracking
- Fewer mismatches from separate records and manual updates
- Better coordination across multi-site inventory and operations teams
Why it worked
Every stock point counted
Warehouses, offices and project sites were all mapped, so no stock sat outside the system.
Transfers with two ends
Recording each transfer out and in made movements between sites traceable.
Same data for every region
Regional teams work from one inventory, which cut the calls and emails needed to find stock.
Looking ahead
The business moved from disconnected location records to one view of inventory across warehouses, offices and project sites in several countries.
Structured transfers and shared visibility improved coordination, reduced duplicate purchases and gave regional and central teams the same reliable stock data to plan from.