InvenTrack

Items & Inventory

Tracking Modes

InvenTrack supports four different tracking modes for different types of assets:

📦 Bulk Mode

For consumables and supplies tracked by quantity

  • Track total quantity at locations
  • Set minimum/maximum levels
  • Automatic reorder alerts

🏷️ Unit Mode

For individual assets with RFID tags

  • Unique RFID per item
  • Individual tracking history
  • Asset assignment

📡 Sensor Mode

For IoT devices reporting data

  • Real-time sensor readings
  • Threshold monitoring
  • Data logging

📷 Camera Mode

For visual monitoring systems

  • Motion detection
  • AI object recognition
  • Security alerts

Categories & Item Types

Setting Up Categories

Categories help organize your inventory into logical groups:

  1. Navigate to Settings → Categories
  2. Click "New Category"
  3. Enter category details:
    • Name: e.g., "Office Supplies", "IT Equipment"
    • Description: Brief description of items in this category
    • Color: Visual identifier for quick recognition
  4. Save the category

Creating Item Types

Item types define templates for similar items:

  1. Go to Settings → Item Types
  2. Click "New Item Type"
  3. Configure the item type:
    • Name: e.g., "Laptop", "Printer Cartridge"
    • Category: Select parent category
    • Tracking Mode: Choose bulk, unit, sensor, or camera
    • Default Values: Set common properties
    • Custom Fields: Add type-specific fields

Item Creation Wizard

The Item Creation Wizard guides you through adding new inventory items:

Step-by-Step Creation Process

Step 1: Basic Information

  • Enter item name and description
  • Select category and item type
  • Choose tracking mode
  • Upload item image (optional)

Step 2: Tracking Details

  • Bulk: Set quantity and unit of measure
  • Unit: Assign RFID tag or generate new
  • Sensor: Configure sensor type and thresholds
  • Camera: Set camera ID and detection zones

Step 3: Location & Assignment

  • Select primary location
  • Assign to user or department (optional)
  • Set access permissions

Step 4: Stock Settings

  • Set minimum stock level for alerts
  • Configure reorder point and quantity
  • Add supplier information

Step 5: Review & Create

  • Review all entered information
  • Make any necessary corrections
  • Click "Create Item" to finish

Tip: Use duplicate to create copies of items in the future.

Stock Alerts

Configuring Stock Alerts

Set up automatic alerts for inventory levels:

Alert Type Trigger
Low Stock Below minimum
Out of Stock Zero quantity
Overstock Above maximum
Expiry Near expiry

Managing Alerts

  • View all active alerts in Inventory → Stock Alerts
  • Acknowledge alerts to clear them from the dashboard
  • Set alert preferences in your user profile
  • Configure alert escalation for critical items

Bulk Operations

Bulk Import

  1. Prepare your CSV file with required columns:
    • name, description, category, item_type
    • quantity, location, rfid_tag (if applicable)
  2. Go to Inventory → Import
  3. Upload your CSV file
  4. Map columns to system fields
  5. Review and confirm import

Bulk Updates

  1. Select items using checkboxes in the inventory list
  2. Click "Bulk Actions" dropdown
  3. Choose action:
    • Update location
    • Change category
    • Adjust quantities
    • Export to CSV
    • Mark for disposal
  4. Confirm the bulk operation

Warning: Bulk operations cannot be undone. Always export a backup before making large changes.

← Previous: Locations Next: Audit Functions →