Stockrooms Explained

HOW TO LOCATE THE STOCKROOMS PAGE

To access the Stockrooms page, simply click on the Stockrooms link in the Left Menu.

INVENTORY RULES EXPLAINED

On the Stockrooms page, you’ll find Inventory Rules records, not Location Records or Config Records. This design choice stems from the fact that a single Config can be associated with multiple Stockrooms, and one Location can house various Items (Configs / Catalog items). Additionally, Inventory Rules come with their unique values, such as Inventory Manager (linked to a User) or Min and Max values. These values can vary across different locations for the same item.

Min and Max values play a crucial role in establishing threshold limits. For instance, a specific Stockroom location shouldn’t have more than 20 units of Hard Disk: 32TB Studio Raid 4 (Glyph) | DS1819 in stock but should always maintain at least 5. To achieve this, an Inventory Manager would set Max=20 and Min=5.

STOCKROOMS CARDS: ASSETS vs CONSUMABLES

At the bottom of each Stockroom Card, you’ll find an icon or icons indicating the presence of Assets or Consumables associated with an Inventory Rule.

The Box Icon denotes Assets, and the counter represents the number of Assets with an In-Stock status. Here’s how it works: when an Asset record with a Status=In-Stock is assigned to a Stockroom location, the counter of the corresponding Inventory Rule increases by one. If the Asset’s status changes to anything other than In-Stock, or if the location changes to a non-Stockroom, the Inventory Rule’s counter decreases by one. In simple terms, an Asset needs to have an In-Stock Status and be assigned to this Stockroom to be counted in the Inventory Rule.

The Plus and Minus Icons with a counter represent Consumables. The Inventory Rules for Consumables derive their quantity count from the Consumable itself, specifically from the Consumable’s In-Stock field. As long as a Consumable is located in this Stockroom and is linked to a Config with any status except Retired, the Inventory Rule pulls the available quantity from the Consumable’s In-Stock field.

IMAGES & HOW TO OPEN INVENTORY RULE’S DETAIL CARD

Images on cards are sourced from the assigned Config. If you want to use a custom image, you can upload it in the Detail Card of the Inventory Rule. To access the Detail Card, switch the view from Cards to the Spreadsheet. Click the 4 White Boxes button to see all available Page Views.

You’ll then see the same Spreadsheet Page View that is set as the default on most other pages, complete with Import/Export and other options.

Click anywhere on the record’s row to open the Detail Card, where you can update the Image or any other value.

INVENTORY RULES’ AUTOMATION IN DETAIL

The system handles the creation and deletion of Inventory Rules automatically. Here’s the detailed list of all the automation rules in action.

INVENTORY RULES’ AUTOMATION: ASSETS

1. If Location’s Stockroom field value changes to No, the system deletes all Inventory Rules that are assigned to this Location record.
2. If Location’s Stockroom field value changes to Yes, the system creates Inventory Rules by looking up “In-Stock” Assets that are assigned to this Location. Assets that have no Config or a Config with the Retired Status are ignored.
3. If an Asset’s Location changes to a Location where Stockroom field value is Yes, and an Asset’s Status is In-Stock and Config’s Status is not Retired.
4. If an Asset’s Config changes to a Config with a Status not equal to Retired and this Asset has a Location that has Stockroom field value Yes then the system creates an Inventory Rule.
5. If Asset’s Status changes to In-Stock and assigned Location’s Stockroom field value is Yes and the Asset’s Config doesn’t have the Retired Status then the system creates an Inventory Rule.

INVENTORY RULES’ AUTOMATION: CONSUMABLES

1. If Location’s Stockroom field value changes to No, the system deletes all Inventory Rules.
2. If Location’s Stockroom field value changes to Yes, the system creates Inventory Rules. Consumables that have no Config or a Config with the Retired Status are ignored.
3. If a Consumable’s Location changes to a Location where Stockroom field value is Yes and this Consumable has a Config with a Status not equal to Retired then the system creates an Inventory Rule.
4. If a Consumable’s Config changes to a Config with a Status not equal to Retired and this Consumable has a Location that has Stockroom field value Yes then the system creates an Inventory Rule.

INVENTORY RULES’ AUTOMATION: ASSETS & CONSUMABLES

1. If a Config gets deleted, the system deletes all assigned Inventory Rules.
2. If Config’s Status changes to Retired, the system deletes all Inventory Rules.