Quick Statistics Report Tutorial Guide Follow

Quick Statistics Report Tutorial Guide

This guide is designed to help new employees understand and effectively use the Statistics Report for tracking paper and toner consumption and placing correct orders. Below is a step-by-step process outlining the key elements discussed in the training session.

1. Overview of the Statistics Report

The report tracks paper and toner inventory and consumption to avoid stock shortages. Updates must be made at the end of each month to reflect accurate inventory levels.

2. Input Fields and Definitions

• Inventory (Column D): Enter the total amount of remaining paper or toner at the end of the month.

• Consumption (Column E): Record the monthly usage (found in OBP logs) for the same month-end date.

Important: Accurate values in both columns ensure correct ordering.

3. Paper Ordering Instructions

1. Monthly Target: Maintain 40 boxes of paper at all times.

2. Check Inventory: If the remaining inventory is below 40, place an order.

3. Minimum Order Quantity: Paper is ordered in pallets of 40 boxes (cannot be split).

4. Example:

• January inventory: 16 boxes

• Target: 40 boxes

• Order needed: 40 boxes (new inventory: 56 boxes)

4. Toner Ordering Instructions

Toners come in four colors: black, cyan, magenta, yellow. The process for each is similar:

1. Determine Consumption Rate: Enter your current monthly usage.

2. Set Target Inventory: Add 2 extra toners to your monthly consumption to ensure a buffer.

• Example: If consumption is 12, the target is 14.

3. Calculate Order:

• Enter numbers in the “order” column until the report shows the target inventory.

• Example (for black toner):

• Consumption: 12 toners

• Target: 14 toners

• January inventory: 8 toners

• Suggested order: 22 toners

5. Key Considerations for International Orders

• Plan for 3-month shipping delays for international containers.

• Maintain a consistent buffer stock of at least 2 extra toners per month.

• If the container is delayed due to external issues, escalate to the shore-side team for expedited shipments.

6. Troubleshooting Common Issues

• Running Out of Stock: Double-check your physical inventory versus OBP records. Inaccurate physical counts often cause discrepancies.

• Unexpected Consumption Spike: Notify management if usage doubles unexpectedly (e.g., from 10 toners to 20 toners) and document increased print volumes.

7. General Guidelines

• Always update the statistics report monthly with accurate inventory and consumption data.

• Avoid relying solely on OBP’s system levels—always cross-check with your physical count.

• When in doubt, order 2 more toners than your usual consumption to prevent running out.

Final Note

Regularly review and update the report based on monthly changes. If additional assistance is needed, refer to the recorded training session or contact your supervisor.

CLICK ON THE IMAGE TO WATCH THE TRAINING SESSION WE CONDUCTED WITH THE TEAM