> ## 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 - User Guide

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

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

***

## 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.

***

## Getting Started

### 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

### 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

***

## Recording Transactions

### 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

### 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

### 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**

### 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**

***

## Understanding Stock Status

| Status           | Meaning                      | Action                |
| ---------------- | ---------------------------- | --------------------- |
| **In Stock**     | Quantity above reorder point | No action needed      |
| **Low Stock**    | Quantity below reorder point | Consider reordering   |
| **Out of Stock** | Quantity is zero             | Urgent reorder needed |

### 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

***

## 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

### 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

***

## 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)

***

## 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.

***

## Need Help?

Contact your Facilities Manager or system administrator for:

* Adding new inventory items
* Changing reorder points
* Access permission issues