This article explains how to record inventory types and items on the Inventory Management screen. Users with the INVENTORY_MANAGER permission do this.
Before you start
The branches the items belong to must exist; Branch is required.
If you have many items, bulk upload from Excel is faster.
Step by step: add an inventory type
In the left menu, go to People > Assets.
Click Add Inventory Type at the top right.
Type the name in Inventory Type (e.g. Laptop) and click Save.
Types appear in the Inventory Types list on the left; use Search type to find one. From a type's ⋮ menu you can use Add Inventory, Edit and Delete. A type that contains items cannot be deleted.
Step by step: add an item
Click Add Inventory.
In the Inventory Information window, fill in the required fields: Inventory Type, Brand, Model and Branch.
Fill in the optional fields: Purchase Date, Purchase Price, Warranty End Date, VAT %, Purchased Company, Serial Number and Inventory Description.
Optionally upload an Inventory Photo and a Warranty Certificate or Invoice. Each field accepts one file.
Click Save.
After saving, the Inventory QR Code window opens; you can download the QR code and stick it on the item as a label. You can also reach the QR code later from the item's Detail window. Scanning the code opens the item's detail for users with the Inventory Module Management permission; anyone else sees the no permission page.
Step by step: bulk add via Excel
On the Inventory Management screen, open the Actions menu at the top right.
Choose Bulk Add Inventory Type or Bulk Add Inventory.
Download the sample template under Download the Template. Fill it in without changing column names or their order; required fields are marked in the template.
Under Upload Your File, choose the completed Excel file and click Continue. The system matches the columns and shows a preview; if needed, correct the matching in the Map Columns step.
Check the records in the preview, correct cells in the table if needed and click Upload.
Result
The item is added to the list as Idle and is ready to be assigned. The list shows the Brand, Model, Inventory Type, Serial Number, Status and Assigned To columns. The status tabs above the list (All, Assigned, Available and so on) show the counts of the selected type; the single search box looks in the brand, model, serial number and assigned person; sort by any column with Sort or by clicking its header. To get the list as Excel, click Download list at the top right: the file follows the current tab, type and search; a notice in the bottom right corner shows while it is prepared and when it is ready, and you get it with Download. Earlier lists are in Actions > My lists (Downloading a list as Excel and My lists). These actions send no email or notification.
From a row's ⋮ menu you can use Make Inventory Assignment, Detail, Edit and Delete. Edit and Delete are hidden while the item is assigned to an employee.
Common problems
Symptom: "This serial number exists in the selected asset type." warning.
Cause: Another item of the same type has the same serial number.
Solution: Check the serial number; do not add the same item twice.
Symptom: The inventory type cannot be deleted.
Cause: The type has items.
Solution: Move the items to another type or delete them first.