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Module: FM-02 Inventory Management
Audience: Maintenance Technicians, Warehouse Staff, Facilities Staff
Last Updated: 2025-12-06

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Overview

The Inventory Management module helps you track materials, supplies, and parts used in maintenance operations. You can view stock levels, record material usage on work orders, and manage inventory transactions.

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Getting Started

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Accessing Inventory

  1. Navigate to Facilities → Inventory from the main menu
  2. The inventory dashboard shows:
    • Total items count
    • Low stock alerts
    • Total inventory value
    • Recent transactions

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Understanding the Inventory List

The inventory list displays all items with key information:
  • Item Number: Unique identifier (auto-generated)
  • Name: Item description
  • Category: Type of item (Plumbing, Electrical, HVAC, etc.)
  • Current Quantity: Stock on hand
  • Status: In Stock, Low Stock, or Out of Stock
Use filters to narrow down items by:
  • Category
  • Stock status
  • Location

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Recording Transactions

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Record Material Usage (Work Order)

When using materials on a work order:
  1. Open the inventory item or go to Actions → Record Usage
  2. Select the Work Order the materials are for
  3. Enter the Quantity used
  4. Optionally select the Location materials were taken from
  5. Add any Notes (optional)
  6. Click Record Usage
The system will:
  • Decrease the item quantity
  • Link the usage to the work order
  • Track the cost at time of use

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Record a Purchase

When receiving new inventory:
  1. Open the inventory item or go to Actions → Record Purchase
  2. Enter the Quantity received
  3. Enter the Unit Cost (purchase price per unit)
  4. Select the Location where items are stored
  5. Add Notes (PO number, vendor, etc.)
  6. Click Record Purchase
The system will:
  • Increase the item quantity
  • Update average cost calculation
  • Record the transaction for audit

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Transfer Inventory

To move inventory between locations:
  1. Open the inventory item or go to Actions → Transfer
  2. Select the From Location
  3. Select the To Location
  4. Enter the Quantity to transfer
  5. Add Notes (reason for transfer)
  6. Click Transfer

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Adjust Inventory

For physical count corrections:
  1. Open the inventory item or go to Actions → Adjust Quantity
  2. Choose to Add or Subtract quantity
  3. Enter the adjustment amount
  4. Enter a Reason (required for audit)
  5. Add any Notes
  6. Click Record Adjustment

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Understanding Stock Status

StatusMeaningAction
In StockQuantity above reorder pointNo action needed
Low StockQuantity below reorder pointConsider reordering
Out of StockQuantity is zeroUrgent reorder needed

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Low Stock Alerts

When an item falls below its reorder point:
  • A notification is generated
  • The item shows a warning indicator
  • The dashboard displays the alert count

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Mobile Usage

The inventory module is optimized for mobile devices:
  • Touch-friendly buttons for quick actions
  • Large tap targets for easy selection
  • Responsive layout adapts to screen size
  • Quick entry forms for fast transaction recording

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Tips for Mobile

  1. Use the search bar to quickly find items
  2. Tap an item row to view details
  3. Use the Actions menu for transactions
  4. Pull down to refresh the list

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Viewing Transaction History

To see all transactions for an item:
  1. Open the item detail page
  2. Scroll to Transaction History
  3. View chronological list of all transactions
Each transaction shows:
  • Date and time
  • Transaction type (Purchase, Usage, etc.)
  • Quantity change (+/-)
  • Unit cost at time of transaction
  • Reference (work order, notes)

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FAQ

Q: Can I undo a transaction?
A: Transactions are append-only for audit compliance. To correct an error, create an adjustment transaction. Q: How is average cost calculated?
A: Average cost is recalculated after each purchase based on total cost ÷ total quantity. Q: Can I use materials from any location?
A: Yes, but tracking the source location helps with inventory accuracy. Q: What if I try to use more than available?
A: The system prevents negative inventory and will show an error.

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Need Help?

Contact your Facilities Manager or system administrator for:
  • Adding new inventory items
  • Changing reorder points
  • Access permission issues