The client
The client is a large hospitality group headquartered in Singapore, with hotels and operational facilities across Asia-Pacific.
Each hotel keeps operational stock in several stores and departments. Receiving, issuing, transferring and counting that stock is daily work, and it was all recorded by hand.
The challenge
Stock was recorded in spreadsheets and on paper, with separate records at each hotel and store. Keeping them up to date took a lot of administrative effort.
- Receiving, issuing, transfers and verification all needed manual recording.
- Disconnected records across hotels and stores caused discrepancies.
- Stock updates were delayed, so quantities on file were often out of date.
- There was little visibility of stock across locations.
What they set up in Asset Infinity
The group moved its inventory into Asset Infinity’s Stores feature, with every hotel, store and department set up as a stock location and scanning for selected items.
Every stock point in one system
Hotels, stores, departments and other stock points were mapped as locations, and existing inventory records were brought into one place. (Stores)
Barcode or RFID identification
Applicable inventory categories carry barcode or RFID labels, so items are identified by a scan instead of being written down. (Connected)
Minimum levels and alerts
Minimum stock levels are set per item, and reorder advice flags items running low so they are replenished in time. (Stores)
Central inventory reporting
Reports show quantities and movements across hotels and stores, giving head office one view of stock. (Insight)
How it works day to day
Here is how stock now moves through a hotel’s stores.
- Storekeeper: receives deliveries. Incoming items are scanned into the right store, and the quantity on hand updates straight away.
- Storekeeper: issues to departments. Housekeeping, kitchens and other departments draw what they need. Each issue is recorded by scan, so the store’s stock stays current.
- Storekeeper: transfers between stores. When one hotel or store is short, items are transferred from another, and both locations update.
- System: flags low stock. When an item falls to its minimum level, reorder advice flags it so the store can replenish before it runs out.
- Store team: counts and verifies. Stock counts are done by scanning labels, and differences from the record are shown for correction.
- Head office: reviews stock across hotels. Central reports show quantities and movements by hotel, store and department, so problems are visible without asking each property.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Records | Spreadsheets and paper, separate per location | One inventory for all hotels and stores |
| Identification | Written down by hand | Barcode or RFID scanning |
| Daily movements | Heavy administrative effort | Receiving, issues and transfers by scan |
| Replenishment | No automatic control | Minimum levels and low-stock alerts |
| Visibility | Limited and delayed | Central reports on stock and movements |
How it rolled out
- Records and locations set up. Existing inventory records were centralized, and hotels, stores and departments were mapped as stock points.
- Scanning and controls configured. Barcode or RFID identification was added for selected categories, along with stock movement, reorder and reporting workflows.
- Teams trained and supported. Inventory teams were trained, and adoption was reviewed and configurations refined afterward.
The results
- Fewer manual recording errors through scanning and structured workflows
- Simpler receiving, issuing, transfers and verification
- Timely replenishment from minimum stock levels and alerts
- Clearer stock quantities and movements across locations
- Less administrative effort in inventory work
- Centralized inventory information in place of fragmented records
Why it worked
Every stock point mapped
Setting up each hotel, store and department as a location made every movement traceable from day one.
Scanning where it fits
Barcode or RFID went to the categories where it saves the most effort, not to every item at once.
Alerts instead of checks
Minimum levels and alerts mean stores replenish on time without someone checking every shelf.
Looking ahead
The hospitality group moved from manual, disconnected stock processes to one digital inventory across its hotels and operational stores.
Scanning, alerts and structured workflows keep that information current. The result is better visibility, less manual effort and more accurate stock across the group.