AulTekVentory — Staff Training Program

Program Overview

This training program covers all five AulTekVentory modules, role-based access, voice entry, and real-world warehouse scenarios. Training is conducted on-site at both locations — Crystal Lake (796 Tek Drive) and McHenry (1400 Prime Parkway). Estimated time: 1–2 hours per location.

What AulTekVentory Does

AulTekVentory is a real-time, AI-powered inventory control system built for technical hardware warehouses. It replaces spreadsheets with verified digital records — accessible from any phone, tablet, or computer, available 24/7, and updating live the moment a record is submitted.

No new hardware required — works on devices you already own
No app download — runs in any web browser
Real-time updates — management sees everything instantly
Voice entry available — log records hands-free by phone
AI-validated serial numbers — catches errors before they save

Roles & Access

Each team member is assigned a role. Roles control what a user can see and do. The Administrator assigns all roles during setup.

Role	Receive	Count	Transfer	Discrepancy	Reports	Admin
Administrator	✔	✔	✔	✔	✔	✔
Manager	✔	✔	Approve only	✔	✔	—
Inventory Staff	✔	✔	Submit only	✔	—	—
Accounting	—	—	—	—	Read-only	—
Read-Only	—	—	—	—	View only	—

Module 1 — Receiving

Log every incoming shipment immediately upon arrival.

Step-by-Step Process Inventory Staff

Carrier & Date

Log the carrier name, delivery date, and received-by name.

PO & Packing Slip

Enter the Purchase Order number and packing slip number.

Product & Serial

Enter product model, name, and serial number. AI validates immediately.

Quantity & Condition

Count boxes/pallets. Note any damage. Attach photos if applicable.

Label Verification

Confirm label matches packing slip. Mark verified or flag discrepancy.

Submit Record

Submit the log. Record goes live instantly. Management notified.

Common Receiving Scenarios

SCENARIO A — Shipment arrives with damaged box

Log the shipment normally. In the Condition field select "Damaged." Attach a photo. Note the damage in the notes field. Submit. A discrepancy is automatically created and assigned to the manager.

SCENARIO B — Serial number on label doesn't match packing slip

Do NOT guess or enter either number. Mark "Label Not Verified." Enter both numbers in the discrepancy notes. Submit. Manager reviews and resolves.

SCENARIO C — Quantity received is less than PO

Enter the actual quantity received — not the PO quantity. Note the shortage. The system flags the discrepancy and routes it to the manager for follow-up with the vendor.

Module 2 — Inventory Count

Conduct scheduled or on-demand physical counts of any bay, shelf, or pallet.

Step-by-Step Process Inventory Staff

Assignment

Manager assigns the count — bay, shelf, or pallet at a specific location.

Physical Count

Physically count every item in the assigned area. Do not reference the system count first.

Enter Quantities

Enter the count for each product. System compares to expected record.

Review Differences

Any mismatch is flagged automatically. Do not override — let the system log it.

Submit & Sign

Submit the count. Record is timestamped and attributed to you.

Manager Review

Manager reviews all flagged discrepancies and approves or investigates.

Never adjust your count to match the system. Count what you physically see. Discrepancies are expected — they are how the system protects you.

Module 3 — Location Transfer

Every product movement between Crystal Lake and McHenry must be logged and approved.

Transfer Workflow Staff submits Manager approves

Log the Move

Staff selects Transfer, enters product, serial, quantity, condition, from/to location.

Submit for Approval

Record goes to manager queue. Product is NOT moved in system yet.

Manager Reviews

Manager approves or flags the transfer from the dashboard.

System Updates

Upon approval, product is removed from source and added to destination in real time.

⚠️ Never physically move product without first logging a transfer in the system. Out-of-sequence moves create discrepancies that require investigation.

Module 4 — Discrepancy Log

Discrepancies are automatically created by the system — or manually reported by staff.

Types of Discrepancies

Count Mismatch — Physical count differs from system record
Receiving Error — Damaged item, wrong quantity, label mismatch
Serial Conflict — Duplicate serial or unrecognized serial detected
Transfer Issue — Product moved without a logged transfer
Missing Item — Item in record cannot be physically located

Resolution Process Manager

Review Alert

Manager receives automatic alert. Reviews discrepancy type and confidence level.

Investigate

Physically verify the item. Check receiving logs, count history, and audit trail.

Document Finding

Enter what was found, what the correct record should be, and the reason for the change.

Approve & Close

Manager approves the correction. Record is updated. Discrepancy is closed with a timestamp.

Module 5 — Reports & Daily Summary

Reports are generated automatically each day and available on demand at any time.

Daily Report Contents Manager / Admin

Receiving Summary — All shipments received, by location, with condition status
Open Discrepancies — All unresolved flags with age and assigned owner
Transfers in Progress — Pending approvals and completed moves
Inventory Count Results — Last count date, difference totals by bay/shelf
Audit Activity — Who made changes, what changed, when

Voice Entry — Hands-Free Logging

Staff can log receiving records by phone without a device on the floor.

How to Use Voice Entry All Staff

Call the Line

Call (815) 572-6031 — the AulTekVentory warehouse line.

Select Record Type

Say "Receiving," "Count," or "Transfer" when prompted.

Speak Each Field

The system asks for each field one at a time. Speak clearly and steadily.

Press Pound

Press # to confirm each entry. Press * to repeat the last question.

Draft Created

A draft record is created and held for manager review. Nothing saves without review.

Manager Finalizes

Manager reviews the draft, corrects if needed, and submits to live inventory.

Tips: Spell out serial numbers slowly. Say "zero" not "oh." Say "one" not "eye." The AI checks for common mistakes automatically.

Q&A — Training Questions & Answers

Use these for verbal training exercises. Have staff read the question aloud — then answer before checking the answer below. AulTekVentory answers all of these questions when called at (815) 572-6031.

Operations & How It Works

How does AulTekVentory update in real time?

The moment a record is submitted — receiving, count, or transfer — it is live in the system immediately. No batch updates. No end-of-day sync. Management sees both warehouses from any device at any moment.

What happens to our existing Excel inventory data?

During week one, GOAL Investment Inc. imports your full spreadsheet — every product, serial number, quantity, and location — directly into AulTekVentory. The data is verified and cross-checked before anything goes live. You do not re-enter a single line.

How does voice entry work?

Staff call (815) 572-6031. The system walks through each field by voice. Staff speak the details and press pound to confirm. A draft record is created and held for manager review before it saves. No typing required on the floor.

How does the AI catch serial number errors?

The AI checks for common mistakes — O versus zero, I versus one, S versus five, B versus eight — and flags them before the record saves. It also detects duplicates and transposed digits. If the system is not confident, it holds the entry for manual review.

How does a location transfer work?

Staff log the item being moved — product, serial, quantity, condition, and destination. The record goes to management for approval. Once approved, the system removes it from the source and adds it to the destination in real time. Both locations see the transfer status at all times.

What does the management dashboard show?

Both warehouse locations on one screen — receiving activity, open discrepancies, pending transfers, and inventory counts — all in real time. No switching between systems.

How does a discrepancy get resolved?

The system logs it automatically with a confidence level and suggested correction. A manager investigates, documents the finding, and closes it with a sign-off. Every discrepancy has a full record from detection to close.

What if the internet goes down?

Staff continue on paper using standard forms and enter the data when connectivity is restored. All records are backed up automatically and continuously. Nothing is stored only on a local device.

How do roles and permissions work?

Access is role-based. Administrator controls everything. Manager reviews and approves. Inventory staff log and count. Accounting has read-only access to reports. Read-Only users can view records but cannot modify anything.

How does QuickBooks integration work?

During onboarding, QuickBooks SKUs and part numbers are mapped to inventory records. Accounting staff access reports that export in a QuickBooks-compatible format. No double entry. No manual re-keying.

Setup & Business Questions

How long does setup take?

Fourteen days from signed agreement to fully operational. Week one: configuration and data migration. Week two: on-site training at both locations. Day fourteen — every user active, management reporting running.

Do we need to buy new hardware?

No. AulTekVentory runs on any phone, tablet, or computer your team already uses. No barcode scanners, no dedicated terminals, nothing to purchase.

Is there a long-term contract?

Month to month. Nine-ninety-nine setup, then one-ninety-nine per warehouse per month. Cancel with thirty days written notice. No penalties.

How much does it cost?

Nine hundred ninety-nine dollars one-time setup. Then one hundred ninety-nine dollars per warehouse per month. Both locations — three ninety-eight per month. Unlimited users. No hidden fees.

Who handles support if something breaks?

GOAL Investment Inc. — the same contractor already on your property. Not a ticket system. Not offshore. Call (815) 893-2358 and we respond same day.

Why not use SAP or NetSuite?

Enterprise systems cost five to fifty thousand dollars to implement. AulTekVentory delivers ninety percent of that functionality at five percent of the cost — built specifically for technical hardware warehouses and deployed by a contractor who already knows your facility and your team.

Training Completion Checklist

Use this checklist to verify each staff member has completed training before going live.

Per Staff Member All Roles

Understands their assigned role and what they can access
Can log in from their own device without assistance
Knows how to navigate to their assigned module(s)
Has completed at least one practice receiving entry
Has completed at least one practice inventory count
Understands what a discrepancy is and when to report one
Has practiced voice entry at least once
Knows who to contact if they encounter a system issue
Has been told: never adjust a count to match the system
Has been told: always log transfers before physically moving product

Per Manager / Administrator

Can assign and update user roles
Can review and approve a pending transfer
Can open, investigate, and close a discrepancy
Can generate and export a daily report
Understands the audit trail and how to pull item history
Knows how to suspend a user account
Knows how to reset a staff member's password
Can view both locations simultaneously on the dashboard

Support & Contact

GOAL Investment Inc. — AulTekVentory Support

Phone: (815) 893-2358
Email: support@goalinvestment.biz
Website: goalinvestment.biz
AulTekVentory Line: (815) 572-6031
Address: 132 W Woodstock St Unit A, Crystal Lake, IL 60014

Insured · Bonded · Est. 2013 · McHenry County, Illinois