The client
The client is a large retail chain headquartered in Sydney, with stores and regional warehouses across Australia.
Stock sits in store backrooms, warehouses and regional stock points, and moves between them constantly. Each location kept its own stock information, and store and warehouse teams coordinated by hand to find and move stock.
The challenge
Each location knew its own stock, but nobody could see stock across the network. Answers depended on separate records, manual updates and frequent calls between store and warehouse teams.
- Stores, backrooms, warehouses and regional stock points each kept separate records.
- Manual updates risked discrepancies between locations’ records.
- Transfers between stores and warehouses were slow to arrange.
- Replenishment gaps were noticed late.
- Staff had to contact other locations to confirm what stock was available.
What they set up in Asset Infinity
The chain managed its stock in Asset Infinity’s Stores feature, with every store, backroom and warehouse set up as a stock location.
Stock by location
Stores, backrooms, warehouses and stock points are each set up as a location, so quantities across the network are visible from one screen. (Stores)
Recorded movements
Receiving, issues, transfers and adjustments are recorded as transactions, so every change in stock has a record behind it. (Stores)
Minimum levels and reorder advice
Minimum stock levels are set for key retail categories. Reorder advice shows what is running low and needs replenishing. (Stores)
Inventory reports
Reports show stock by location, movements and low-stock items for store, warehouse and central inventory teams. (Insight)
How it works day to day
This is how stock now moves through the network.
- Warehouse team: receives stock. Incoming stock is received into the warehouse location in Asset Infinity, so quantities update when it arrives.
- Store staff: checks stock elsewhere. When a store runs short, staff look up the same item at other stores and warehouses instead of phoning around.
- Warehouse team: sends a transfer. Stock moved to a store is recorded as a transfer, so it leaves one location and arrives at the other on record.
- Store staff: records issues and adjustments. Stock taken from the backroom and corrections for damage or miscounts are recorded as transactions, keeping the store’s figures accurate.
- System: flags low stock. When an item falls below its minimum level, reorder advice lists it for replenishment.
- Inventory team: counts stock. Periodic stock counts are recorded against each location, and differences are adjusted so records match the shelves.
- Central inventory team: reviews the network. Reports show stock by location, movements and low-stock items, so central teams plan replenishment across the chain.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Stock information | Separate records at each location | One view across stores and warehouses |
| Updates | Manual and inconsistent | Structured receiving, issues, transfers and adjustments |
| Transfers | Arranged through repeated coordination | Recorded as transfers between locations |
| Replenishment | Gaps noticed late | Minimum levels and reorder advice |
| Finding stock | Calls to other locations | Looked up in the system |
How it rolled out
- Assessment. Store inventory, warehouse processes, transfers and replenishment gaps were reviewed.
- Locations and movements set up. Stock from all locations was consolidated, and receiving, issuing, transfer and adjustment processes were configured.
- Teams trained. Store and warehouse teams were trained, and settings were refined as operations evolved.
The results
- Central stock visibility across stores, warehouses and regional locations.
- More consistent records, because every movement is a structured transaction.
- Simpler stock movement between stores and warehouses.
- Low-stock items identified and replenished on time.
- Less back-and-forth to confirm stock held at other locations.
Why it worked
Every location in one place
Stores, backrooms and warehouses share one stock record, so the network can act as one.
Each movement recorded
Because every change is a transaction, records stay consistent and differences can be traced.
Replenishment from data
Minimum levels turn low stock into a list, before a store discovers the gap on the shelf.
Looking ahead
With Asset Infinity, the chain moved from store-level stock records to one view of stock across stores, warehouses and regional locations. Teams monitor inventory, manage transfers and see what needs replenishing in one place.
Less time goes on coordination between locations, and central teams can plan stock for the whole network instead of one store at a time.