> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# FM Inventory Management - Administrator Guide

> Module: FM-02 Inventory Management Audience: Facilities Managers, Org Admins, FM Administrators Last Updated: 2025-12-06

**Module:** FM-02 Inventory Management\
**Audience:** Facilities Managers, Org Admins, FM Administrators\
**Last Updated:** 2025-12-06

***

## Overview

This guide covers administrative tasks for the Inventory Management module, including setup, configuration, and ongoing management.

***

## Initial Setup

### 1. Create Inventory Locations

Before adding items, set up storage locations:

1. Navigate to **Facilities → Inventory → Locations**
2. Click **Add Location**
3. Enter:
   * **Location Name**: Descriptive name (e.g., "Main Warehouse", "Building A Storage")
   * **Location Type**: Warehouse, Site Storage, Vehicle, or Other
   * **Site** (optional): Link to a specific site
   * **Description** (optional): Additional details
4. Click **Save**

**Best Practices:**

* Create locations that match physical storage areas
* Use consistent naming conventions
* Assign locations to sites when applicable

### 2. Create Inventory Items

To add inventory items:

1. Navigate to **Facilities → Inventory**
2. Click **Add Item**
3. Enter required fields:
   * **Item Name**: Clear, descriptive name
   * **Category**: Select appropriate category
   * **Unit of Measure**: How the item is counted
4. Enter optional fields:
   * **SKU**: Stock keeping unit or barcode
   * **Description**: Detailed description
   * **Site**: Primary site for the item
   * **Default Location**: Where items are typically stored
5. Set stock management:
   * **Reorder Point**: Quantity that triggers low stock alert
   * **Reorder Quantity**: Standard order size
   * **Unit Cost**: Current cost per unit
6. Click **Add Item**

***

## Reorder Point Management

### Setting Reorder Points

Reorder points determine when low stock alerts are triggered:

1. **Calculate based on usage**: Review historical usage rates
2. **Consider lead time**: How long does reordering take?
3. **Add safety stock**: Buffer for unexpected demand

**Formula:**

```
Reorder Point = (Daily Usage × Lead Time Days) + Safety Stock
```

**Example:**

* Daily usage: 2 units
* Lead time: 5 days
* Safety stock: 5 units
* Reorder point: (2 × 5) + 5 = **15 units**

### Bulk Updates

To update reorder points for multiple items:

1. Export item list (CSV)
2. Modify reorder\_point values
3. Import updated file (coming soon)

***

## Location Management

### Location Types

| Type             | Use Case                  | Example                  |
| ---------------- | ------------------------- | ------------------------ |
| **Warehouse**    | Central storage facility  | Main Distribution Center |
| **Site Storage** | On-site storage room      | Building A Supply Closet |
| **Vehicle**      | Service vehicle inventory | Truck #101               |
| **Other**        | Miscellaneous locations   | Contractor Laydown Area  |

### Managing Locations

**Deactivating a Location:**

1. Ensure no items have quantity at that location
2. Transfer any remaining inventory
3. Navigate to location settings
4. Click **Deactivate**

**Note:** Deactivated locations are hidden but preserved for historical records.

***

## Inventory Categories

The system supports these categories:

| Category          | Icon | Common Items                      |
| ----------------- | ---- | --------------------------------- |
| Plumbing          | 🔧   | Pipes, fittings, valves, seals    |
| Electrical        | ⚡    | Wire, outlets, switches, bulbs    |
| HVAC              | ❄️   | Filters, refrigerant, thermostats |
| Cleaning Supplies | 🧹   | Cleaners, mops, trash bags        |
| Tools             | 🔨   | Hand tools, power tools           |
| Safety Equipment  | ⛑️   | PPE, fire extinguishers           |
| General           | 📦   | Miscellaneous items               |

***

## Module Settings

Configure inventory settings at **Facilities → Settings → Inventory**:

### Default Settings

* **Default Reorder Point**: Applied to new items without specific value
* **Auto-Create PO**: Automatically create purchase orders at reorder point
* **Low Stock Notification Recipients**: Users who receive alerts

### Cost Tracking

* **Cost Method**: Average cost (default) or last purchase cost
* **Currency**: Organization currency setting

***

## Reporting

### Available Reports

1. **Inventory Value Report**
   * Total value by category
   * Total value by location
   * Trend over time

2. **Low Stock Report**
   * Items below reorder point
   * Days until stockout (estimated)
   * Recommended order quantities

3. **Usage Analysis**
   * Most used items (by quantity)
   * Highest cost items (by total value)
   * Usage by work order type

4. **Transaction History**
   * All transactions by date range
   * Filterable by type, item, user

### Exporting Data

Reports can be exported as:

* CSV (spreadsheet)
* PDF (printable)

***

## Integration with Other Modules

### Work Orders (FM-01)

* Material usage links to work orders
* Work order costs include material costs
* Technicians record usage from work order screen

### Purchase Orders (FA-04) - Future

* Low stock can trigger PO creation
* Receipts can link to purchase orders
* Cost reconciliation with invoices

### Vendors (FM-03) - Future

* Preferred vendor per item
* Vendor performance tracking
* Automatic vendor selection for POs

***

## Security & Access Control

### Role-Based Permissions

| Role               | View | Record Transactions | Manage Items | Configure Settings |
| ------------------ | ---- | ------------------- | ------------ | ------------------ |
| Platform Admin     | ✅    | ✅                   | ✅            | ✅                  |
| Org Admin          | ✅    | ✅                   | ✅            | ✅                  |
| FM Admin           | ✅    | ✅                   | ✅            | ✅                  |
| Facilities Manager | ✅    | ✅                   | ✅            | ❌                  |
| Staff              | ✅    | ✅                   | ❌            | ❌                  |
| View Only          | ✅    | ❌                   | ❌            | ❌                  |

### Audit Trail

All transactions are:

* Append-only (cannot be modified or deleted)
* Timestamped
* Associated with user who performed action
* Include reference to work orders, POs, etc.

***

## Troubleshooting

### Common Issues

**Item shows wrong quantity**

1. Review transaction history
2. Perform physical count
3. Create adjustment transaction with explanation

**Low stock alert not triggering**

1. Verify reorder point is set
2. Check notification settings
3. Ensure user has notification permissions

**Cannot deactivate item**

1. Check if item has pending transactions
2. Verify quantity is zero
3. Transfer any remaining stock first

### Data Quality

**Periodic Reviews:**

* Monthly: Compare physical counts to system
* Quarterly: Review reorder points based on usage
* Annually: Audit inactive items

***

## Best Practices

1. **Consistent Naming**: Use standard naming conventions
2. **Accurate Categories**: Choose the most specific category
3. **Regular Counts**: Perform periodic physical inventory
4. **Document Adjustments**: Always include reasons for adjustments
5. **Review Alerts**: Respond promptly to low stock alerts
6. **Train Staff**: Ensure all users know proper procedures

***

## Need Help?

* **Technical Issues**: Contact system administrator
* **Process Questions**: Contact Facilities Manager
* **Feature Requests**: Submit through feedback system