OverviewThe Inventory Module allows managers and maintenance staff to track the usage levels of inventory items, record the specs and purchasing information for these items, and even generate emails when items need to be reordered. This module directly integrates with the maintenance module allowing you to track item usage in relation to specific repairs. If you are using the Inventory Module for the first time, be sure to first visit Setting Up Inventory at Your Building. |
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Setting Up Inventory at Your Building (For First-Time Inventory Users!)
Using the Inventory Module does require some initial setup, but once you have everything set up correctly, it can be a very easy way to manage your building’s inventory. To set up the Inventory module, follow these steps:
Creating/Editing Inventory Categories
Before you can actually track inventory items, you must create inventory categories. If you are using the Inventory Module for the first time, you need to create at least one inventory category before you can begin adding your items. In order to create a new inventory category, click on the Maintenance tab, select Inventory, then Inventory Categories - View/Edit. You can then select Add New Category, name your category (i.e. “Lighting” or “Air Conditioning Filter”) and save your category. If you simply need to edit the name of an existing category, you may click on the category name, rather than the Add New Category button.
Adding/Editing Inventory Items and Setting Email Alerts
Go the the Maintenance tab, select Inventory, then Inventory Items - View/Edit, and then click the Create New Item button. Although the form may look overwhelming, the only fields you are required to fill out are the item’s name and an appropriate category (i.e. you might create an item called “60 Watt Bulbs” and place it in the “Light Bulbs” category). You may choose to include a description of the item, manufacturer information, purchasing information, etc. You should specify the minimum on-hand desired quantity for this item; do you never want to have fewer than 50 spare light bulbs on hand, for instance? You may also select to be notified when your on-hand quantity drops below the desired amount, or you can be notified on a specified date, regardless of how many of these items are in your inventory at that time.
If you need to edit an existing inventory item, click Maintenance, Inventory, then Inventory Items - View/Edit and simply use the search panel to look up the item you wish to edit by name; you may select an appropriate category to help refine your search. This will open on the information about on inventory item you searched for. You can make changes directly on that page and make sure to hit Save.
Posting an Inventory Transaction
In order to post an addition or deduction to your inventory, go to the Maintenance tab and select Inventory, then Post an Inventory Transaction . You will first need to select which item you are posting a transaction for; typically, you’ll be doing this if you made a purchase, but you may also be setting up your inventory for the first time, in which case you’ll need to input how many of each item you currently have in stock. You can then select if you are adding or deducting from inventory and the quantity you are adding/deducting. The date stamp will automatically be today’s date unless you manually backdate your transaction. You may also choose to include a description, such as where you purchased these items or why you are deducting a large amount from your inventory at one time. When you save, you’ll be taken to the inventory item page for the item you just updated -- you can confirm here that your on-hand quantity is correct, and then simply save.
Deducting Items from Inventory While Completing a Work Order
If you are unsure of how to access a maintenance request in order to comment about the work you are doing or to change the status of the request, please first see how to enter and search work requests.
When you click on a specific work order, you will notice in the top left hand box that there is an “Update Inventory” link. When you select this button, you will be able to choose which item you used (you can filter by category if needed), and then you may input the quantity you are deducting from your inventory. The description of this transaction will reference the maintenance request number by default, but you may always input additional comments if needed. When performing this transaction, you will also be shown your current on-hand quantity and minimum desired quantity for reference. When you save your transaction, you will be returned to the page of your work order; your inventory transaction(s) will be documented in the Activity Log section of the page and will be date and time stamped.
Viewing Inventory Reports
When you go the the Maintenance tab and select Inventory, you will see that two kinds of reports are available to you -- the Inventory Levels Report and the Inventory Transaction Report.
The Levels Report will allow you to select one Inventory Category at a time and view how many of each item you currently have on hand, what your desired minimum quantity is for each item, and the percentage of usage over the past 12 months. You can also choose to view all items, or only items for which you are below the desired minimum quantity. This report is interactive, and you can click onto any row to view the Inventory Item page for the item you select.
The Transaction Report allows you to select any date range and either all categories/items or just a specific category/item. When you search, you can see your starting balance for the time period you chose, the date and quantity of each deduction, and your ending balance for the selected item(s).
