Kardex: A Key Tool for Inventory Control

The Kardex is a fundamental tool in inventory management, used by companies of all sizes to keep a precise record of the entries, exits, and stock levels of products. Below, we explore what the Kardex is, how it works, and its importance in daily work.

What is a Kardex and What is it Used For?

The Kardex is a system or register used to keep a detailed record of a company's inventory. Its main function is to reflect, in real-time, the movements of goods within the warehouse, allowing for a clear view of the amount of products available, those that have left, and those that have entered.

This register is key for:

• Inventory control: Allows you to know at all times the exact quantities of products in stock, which helps to avoid shortages or excesses.

• Optimizing product replenishment: With a well-managed Kardex, it is possible to know when it is necessary to restock the inventory to avoid interrupting operations.

• Facilitating accounting: The Kardex provides a historical record of all product movements, which facilitates auditing and inventory reconciliation.

What is a Kardex in the Workplace?

In the workplace, the Kardex refers to the system or method used by warehouse managers or inventory managers to record and control product stock levels. This can be done manually, through physical cards or through automated and digital systems such as specialized software.

The Kardex is essential in the daily work of warehouses, production companies, distributors, and any business that handles physical products. It maintains a constant record of inventory operations, allowing employees to make decisions based on precise and up-to-date data.

How to Create a Kardex?

To create a Kardex, it is necessary to record the entries, exits, and balance of each product in inventory with precision. The basic steps to create a manual Kardex are as follows:

1. Create a Kardex card for each product: Each card represents an inventory item and contains columns for dates, quantities entered (entries), quantities removed (exits), and the remaining balance.

2. Record entries: Each time new merchandise is received, the date of entry, the quantity received, and the updated balance must be noted.

3. Record exits: When a product is removed from inventory (e.g., for a sale or internal use), the quantity removed and the updated balance must be recorded.

4. Update the balance: After each operation, the balance must be updated to reflect the exact quantity of products available.

Today, most companies prefer to use inventory management software, such as Kardex Tauro or Inventarios1A, which automate this process and make it faster, more precise, and accessible from anywhere.

What is the Meaning of Kardex?

The term Kardex has become synonymous with inventory records due to its historical origin. Initially, it referred to a specific system of cards for controlling stock levels created by the Kardex company in the 20th century. Over time, the word was adopted more broadly to describe any inventory control system based on entries and exits.

In summary, the Kardex is a method for recording product movements in a warehouse, ensuring that there is a comprehensive and organized record of goods.

What Comes in a Kardex?

The Kardex contains the following basic information for each product:

• Date: When the product is entered or removed from inventory.
• Product description: The name or reference that identifies the item.
• Entries: The quantity of product entered into inventory.
• Exits: The quantity of product removed from inventory.
• Balance: The remaining quantity of product in the warehouse after each movement.
• Additional details: Some companies include information about costs, suppliers, or the destination of products removed from inventory.

The Kardex can also include additional columns, depending on the specific needs of the company, such as unit costs, lot numbers, or expiration dates.

How to Get a Kardex?

To obtain the Kardex of your inventory, you can follow several methods depending on the type of system you are using:

• Manual: If you use a physical Kardex or spreadsheet, you simply need to access the corresponding records for each product. Here, you can see the complete history of entries, exits, and balances.

• Software: If you use a digital inventory management system, such as Kardex Tauro or Inventarios1A, you can generate detailed Kardex reports with just a few clicks. These reports provide a comprehensive view of the inventory in real-time, including historical movements and the current balance of each product.

The use of inventory management software allows you to automate the creation of Kardex, reduce human errors, and speed up decision-making based on precise data.

The Kardex is an essential tool for any business that wants to efficiently manage its inventory. Its main function is to record every movement of goods to ensure that there is always a precise knowledge of the quantities available, thus improving warehouse management and facilitating decision-making. Using a digital system to manage the Kardex can make a significant difference in the operational efficiency of your business.