Purpose Statement

The Inventory by Location tab in Assets → Inventory Management provides an agency-wide view of inventory that has been placed throughout your organization.

Use Inventory by Location to manage existing inventory placements, including their:

• Current quantity on hand
• Minimum quantity requirements
• PAR levels
• Expiration dates
• Assigned locations

Background Information

Inventory Management helps Fire/EMS agencies maintain accurate inventory records for supplies and other inventory stored throughout the organization.

The Inventory by Location tab is designed for day-to-day inventory management without requiring users to access Assets Setup. It provides visibility into inventory placements across compartments, pouches, kits, and other configured locations.

There is an important distinction between creating an inventory item and creating an inventory placement:

• Inventory items are established in the Inventory List through Assets → Setup → Inventory.
• Inventory placements associate those existing inventory items with a location and allow quantities, minimum requirements, PAR levels, and expiration dates to be tracked.
• Selecting + Inventory from Inventory by Location creates a new placement of an existing inventory item. It does not add a new item to the Inventory List.

For example, if 2" Gauze Roll already exists in the Inventory List, a user can use Inventory by Location to place that item in a compartment on an apparatus and establish the appropriate quantity, minimum, PAR, and expiration date. If 2" Gauze Roll does not already exist in the Inventory List, it must first be configured through Setup before it can be placed using this workflow.

Common reasons to use Inventory by Location include:

• Review inventory throughout the agency.
• Check current quantities at specific locations.
• Adjust minimum and PAR levels for existing placements.
• Review or update expiration dates.
• Add an existing inventory item to an additional compartment, pouch, kit, or other location.
• Update multiple existing placements at once.
• Filter inventory to focus on specific operational needs.

Prerequisites

• Inventory items must already exist in the agency's Inventory List before they can be added to a location through Inventory by Location.
• Appropriate inventory locations should already be configured.
• Users must have the appropriate access to Inventory Management for the actions they need to perform.

Required Permissions

The permissions required depend on what the user needs to accomplish within Inventory Management.

• Inventory Management – Read: Required to access and view inventory records.
• Inventory Management – Update: Required to edit existing inventory placements and their inventory values.
• Inventory Management – Create: Required to add an existing inventory item to a new location from Inventory by Location.
• Modify Inventory Expiration Date: Required when the user needs to modify an inventory item's expiration date.
• Inventory List Saved Views: Appropriate Read, Update, Create, or Delete permissions are required based on how the user needs to interact with saved views.
• Receive Inventory: Required to use the Receive Inventory workflow.
• Import Inventory: Required to use the Import Inventory workflow.
• Setup Inventory Processes: Required to access Inventory Setup and create or configure inventory items.

Video

Step-by-Step Guide

1. Navigate to Inventory by Location

• Click the First Due (FD) logo in the upper-left corner to open the main menu.
• Select Assets.
• Click Inventory Management.
• Select the Inventory by Location tab.

The page displays inventory that has already been placed throughout the organization. Each row represents an inventory placement and its associated inventory information.

2. Review inventory placements

• Locate the inventory you want to review.
• Review the available information for the item and its placement, including its location and applicable inventory levels.
• Use the list to determine whether you need to edit an individual placement, add an existing inventory item to another location, or update multiple placements.

Because the same inventory item can be placed in multiple locations, you may see the same inventory name more than once. Each placement can have its own inventory values.

4. Add an existing inventory item to a new location

Use + Inventory when an inventory item already exists in your agency's Inventory List but needs to be placed in another compartment, pouch, kit, or other available inventory location.

• Click + Inventory.
• Use Inventory Name to search for and select the existing inventory item you want to place.
• Search for the appropriate Location for the new placement.
• Enter the applicable inventory information, including:
  • Expiration Date
  • Quantity
  • Minimum level
  • PAR level
• Save the inventory placement.

The existing inventory item is now associated with the selected location and can be managed from Inventory by Location.

5. Relocate an existing inventory placement

A placement's Location cannot be edited after it has been created. If inventory was placed in the wrong location or needs to be relocated, remove the existing placement and create a new one.

• Locate the inventory placement at its current location.
• Review the placement's existing inventory information before deleting it.
  • Delete the existing placement from Inventory by Location.
  • Select multiple items in the left hand column and select the Trash Can next to the Actions button.
• Confirm the delete action.
• Click + Inventory.
• Follow all workflow steps as laid out in Step 4 above.

Before deleting the original placement, note any values you need to carry over to the new placement, including Quantity, Min, Par, and Expiration Date.

6. Update multiple inventory placements

Use the bulk update workflow when the same inventory value needs to be changed across multiple existing placements.

• Select the inventory placements you want to update.
• Click Actions and select the applicable update option.
• Confirm the selected inventory placements in the Bulk Update window.
• Under Fields to edit, select the field you want to change. Available bulk-edit fields include:
  • Quantity
  • Min
  • Par
• Enter the new value for the selected field.
• Complete the update to apply the change to the selected inventory placements with matching fields.

7. Use other available Inventory Management actions

The Actions menu may provide additional workflows for deleting inventory placements in bulk, receiving new inventory quantities, or importing existing inventory placements.

Select the action appropriate for the inventory task you need to complete and follow the prompts provided in the workflow.

8. Search and filter Inventory by Location

Inventory by Location provides both keyword search and filters to help you quickly locate specific inventory placements.

Keyword search

Use keyword search when you know the inventory item you are looking for and want to quickly narrow the list.

• Click the magnifying glass next to the Filter button.
• Enter a keyword for the inventory item you want to locate.
• Review the matching inventory placements displayed in the list.
• Clear the search when you are ready to return to the full list.

Filters

Use filters when you need to narrow the list using specific inventory criteria rather than searching for an individual item.

• Click Filter.
• Select the applicable filter criteria.
• Pin the Filter panel to view available list actions.
• Apply the filters.
• Review the matching inventory placements.

Filters can be useful when focusing on a particular location, inventory group, expiration range, or other available criteria.

9. Use or create custom list views

Custom list views allow users to save commonly used list configurations for easier access.

• Open the current list view drop down list.
• Favorite a view using the Star icon.
  • Marking a list view as Favorite will create a Favorite Views folder in the drop down list.
  • Multiple list views can be marked as Favorite.
• Pin a view using the Pin icon.
  • The pin will automatically land the logged in user on that list view every time when accessing Inventory by Location.
• Select the ellipsis to create, edit, or clone a custom view.
• Configure the view for the inventory information you need to monitor.
• Save the view as appropriate.

Best Practices

• Identify your intent before making changes. Determine whether you need to edit an existing placement, add an existing item to another location, relocate an item, or create a brand-new inventory item.
• Remember that items and placements are different. Inventory items are configured through Setup. Inventory by Location manages where those existing items are placed and their operational inventory values.
• Verify the location before editing. The same inventory item may have multiple placements throughout the organization.
• Choose the location carefully when creating a placement. Locations cannot be edited after the placement is created. An incorrect location requires the placement to be deleted and recreated.
• Record values before relocating inventory. Note the existing Quantity, Min, Par, and Expiration Date before deleting a placement if those values need to carry over.
• Maintain Quantity, Min, and Par intentionally. Quantity represents the amount currently on hand, while Min and Par establish stocking requirements for that placement.
• Review expiration dates routinely. Accurate expiration information helps agencies identify supplies requiring attention.
• Review selections before using Mass Update. Bulk changes apply to multiple existing placements and should only be used when the same value is appropriate for all selected records.
• Use filters and custom views for recurring workflows. Focused views can make routine inventory reviews more efficient.

Troubleshooting & FAQs

I clicked + Inventory, but I cannot find the inventory item I want to add.

The + Inventory workflow only searches inventory items that already exist in the agency's Inventory List. If the item has not been configured, it must first be created through Assets → Setup → Inventory by a user with the Setup Inventory Processes permission. Once the item exists, return to Inventory by Location to create its placement.

Does + Inventory create a new inventory item?

No. + Inventory creates a new placement for an existing inventory item. It does not create the underlying inventory item in the agency's Inventory List.

What is the difference between an inventory item and an inventory placement?

An inventory item is the underlying item configured in your agency's Inventory List. An inventory placement represents that item at a specific location and contains the applicable Quantity, Min, Par, and Expiration Date information.

Why can't I edit the Inventory Name?

The Inventory Name cannot be changed from Inventory by Location. Inventory item configuration is managed through Assets → Setup → Inventory and requires the appropriate Setup Inventory Processes access.

Why can't I change the Location when editing inventory?

The Location of an existing inventory placement cannot be changed. To relocate the inventory, delete the existing placement and use + Inventory to create a new placement for the same inventory item at the correct location.

Why do I see the same inventory item more than once?

The same inventory item can be placed in multiple locations. Each row can represent a separate placement and may have different Quantity, Min, Par, and Expiration Date values.

Can I update the quantity for one existing placement?

Yes. Locate the correct placement, click the Edit (pencil) icon, update Quantity, and click Save.

Can I update several inventory placements at once?

Yes. Select the applicable placements and use the bulk update workflow. Mass Update supports Quantity, Min, and Par for existing placements.

Can Mass Update create inventory items or new placements?

No. Mass Update only modifies supported values for selected existing placements. Use + Inventory to create a placement for an existing inventory item. Use Assets → Setup → Inventory to create the underlying inventory item.

Why can I create an inventory placement but not create a new inventory item?

These functions use different permissions. Inventory Management – Create allows a user to create a new placement using an inventory item that already exists. Creating or configuring the underlying inventory item through Setup requires Setup Inventory Processes access.

I can view Inventory by Location but cannot edit inventory.

Confirm that your assigned permissions include the appropriate Inventory Management access for the action you are attempting. Contact your agency administrator if your role needs to be updated.

Why can't I update an expiration date?

Updating expiration dates requires the Modify Inventory Expiration Date permission. Contact your agency administrator if you need this capability.

My inventory count or stocking level does not look correct.

Confirm that you are reviewing the correct inventory placement and location. Because the same inventory item can be placed in multiple locations, verify the appropriate row before making changes. Also check for active filters that may be limiting the records displayed.