Managing Inventories

Learn how to create, track, and manage inventory items with complete visibility of their lifecycle, status, and transactions.

Overview​

The Inventories feature provides a robust system for managing your organization's inventory items. It enables you to:

• Track materials across different locations
• Maintain accurate stock levels with transaction history
• Monitor item status and availability
• Manage batch and serial number tracking
• Record important dates and ownership information

Key Features​

• Complete Inventory Tracking: Create and monitor inventory entries with detailed information about materials, locations, and quantities
• Status Management: Track item availability and condition using customizable status types
• Transaction History: Maintain a complete audit trail of all inventory changes and movements
• Batch/Serial Tracking: Support for both batch and individual item tracking with unique identifiers
• Flexible Ownership: Assign and transfer ownership of inventory items
• Barcode Integration: Generate and manage barcodes for efficient inventory handling

Creating an Inventory Entry​

1. Access inventories:

   • Click "Inventory" on the landing page
   
   • Select "Inventory" from the sidebar menu
   

2. Create new inventory:

   • Click "Create Inventory"
   

3. Fill in inventory details:

   

   Required Fields​

   Field	Input Type	Description
   Material	Search dropdown	Select the material to add - links to the material master data with specifications
   Location	Search dropdown	Choose storage location - determines where the inventory physically resides
   Status	Search dropdown	Current item status (Available/Unavailable) - controls whether items can be used/transferred
   Owner	Search dropdown	Assign ownership - determines who has control and responsibility for the inventory
   Quantity	Manual input	Amount of material - triggers a transaction record for audit trail
   Barcode Type	Search dropdown	Type of barcode used - supports various formats for tracking and identification
   Barcode Value	Manual input/Generate	Unique identifier - can be manually entered or automatically generated

   

   Optional Fields​

   Field	Input Type	Description
   Vendor Material	Search dropdown	Link to supplier's material code for cross-reference
   Batch Number	Manual input	For batch-tracked materials - enables traceability of production lots
   Serial Number	Manual input	For serialized items - enables tracking of individual units
   Expiry Date	Manual input	Date when the material becomes invalid for use
   Manufactured At	Manual input	Production date - important for quality and warranty tracking
   Best Before Date	Manual input	Recommended usage date - for materials with degrading quality
   Order Log ID	Search dropdown	Links inventory to its originating purchase or transfer order

4. Complete the entry:

   • Click "+ Add" to enter more inventories
   
   • Click "Submit" to save current entry
   

Your new inventory entry will appear in the main inventory list:

Best Practices​

Data Entry​

• Always verify material and location information before creating inventory entries
• Use consistent naming conventions for batch and serial numbers
• Include detailed notes when making manual quantity adjustments
• Double-check barcode values to ensure accuracy

Status Management​

• Choose appropriate status types that reflect the actual state of inventory
• Update status promptly when inventory condition or availability changes
• Use status notes to explain any special conditions or restrictions

Tracking and Traceability​

• Enter batch/serial numbers immediately when receiving tracked materials
• Record all relevant dates (expiry, manufacture, best before) for time-sensitive items
• Link inventory to source documents (purchase orders, transfer orders) when available

Inventory Maintenance​

• Regularly review and update inventory records
• Perform physical counts to verify system quantities
• Monitor expiry dates and take action on aging inventory
• Keep location assignments current and accurate