Purpose Statement

This article explains how to record inventory usage, restock inventory items, manage restock lists, and submit inventory requests within the First Due Assets module.

The Inventory Usage and Restock feature allows personnel to track supplies used during incidents, training, and daily operations while ensuring depleted inventory is identified and replenished.

Using these workflows helps agencies:

• Maintain accurate inventory quantities across apparatus, locations, and kits.
• Document inventory usage and immediate replenishment.
• Identify shortages during routine asset checks and inspections.
• Track inventory items requiring restocking.
• Submit inventory requests when supplies are unavailable locally.
• Support operational readiness by maintaining appropriate inventory levels.

Background Information

Inventory items assigned to apparatus compartments, location storage areas, and kit pouches can be managed directly from their associated asset overview.

As inventory is consumed during incidents, training, or routine operations, personnel can document the quantity used and indicate whether replacement inventory was immediately available.

When inventory cannot be replaced, the item can be added to a Restock List, allowing personnel to track outstanding shortages until replenishment is completed.

Inventory shortages can be identified in three ways:

1. Inventory Usage: An item is consumed during operations and is not immediately replaced.

2. Asset Checklists: An inventory quantity entered during a checklist falls below the configured minimum, prompting the user to add the item to the Restock List.

3. Manual Restock Entry: A user identifies a shortage outside of a checklist or usage record and manually adds the item to the Restock List.

Once an item appears on the Restock List, personnel can replenish it using inventory from an available source location or submit an Inventory Request for fulfillment.

Understanding the Inventory Workflows

Required Permissions

Permissions may vary by agency configuration, but users typically need access to:

• Assets Module

• Asset Checks (Apparatus, Locations, or Kits)

• Inventory Usage and Restock

• Inventory Requests (if submitting requests)

Contact your system administrator if these options are not visible.

Video

Step-by-Step Guide

Workflow 1: Record Inventory Usage

Use this workflow to document inventory consumed during an incident, training activity, or routine operation. Users can also indicate whether the consumed inventory was immediately replaced.

1. Navigate to the Asset Overview

• Navigate to Assets.
• Select the appropriate asset overview:
  • Apparatus Overview
  • Location Overview
  • Kit Overview
• Select the asset where the inventory item was used.

2. Open Inventory Usage and Restock

• Select Inventory Usage and Restock.
• Select the Usage tab.

3. Enter the Inventory Usage Details

• Enter an Incident Number, if applicable. This field is optional.
• In the Inventory field, begin typing the inventory item name.
• Select the appropriate item from the available results.
• Select the Location where the item was used, such as a compartment, storage area, or pouch.
• Enter the Quantity Used.

Only inventory items assigned to the selected asset will appear in the Inventory selection list.

4. Indicate Whether the Inventory Was Restocked

Select the appropriate option based on whether replacement inventory was available.

Option A: The Inventory Was Immediately Restocked

• Under Restocked, select Yes.
• Select the Location Restocked From.
• Enter the Quantity Restocked.

Use this option when replacement supplies are available and have been used to replenish the inventory.

• If the item was immediately replaced, select Yes under Restocked.

• Select the Location Restocked From.

• Enter the Quantity Restocked.

Option B: The Inventory Was Not Restocked

• Under Restocked, select No.
• The Add to Restock List option will automatically be enabled.
• Leave this option enabled to track the inventory shortage for future replenishment.

Step 5: Add Additional Items and Save

To record additional inventory usage, select Add Items or use the Barcode Scanning feature.

• Complete the usage details for each additional item.
• Review the entries for accuracy.
• Click Save.

Inventory usage is now recorded. Items that were not immediately replenished and were added to the Restock List can be addressed using the workflows below.

Workflow 2: Add Inventory to the Restock List

Inventory can be added to the Restock List through an asset checklist or by manually entering an item.

Option A: Add Inventory Through an Asset Checklist

Use this method when inventory shortages are identified during routine apparatus, location, or kit checks.

1. Open the Applicable Asset Checklist

• Navigate to Assets.
• Select the appropriate Asset Overview.
• Select the apparatus, location, or kit being checked.
• Start the applicable Checklist.

2. Record Inventory Quantities

Complete the checklist according to the agency's established process.

• Enter the current inventory quantities for the items being checked.
• If an entered quantity falls below the configured minimum, the system will prompt the user to Add to Restock List.
• Complete the checklist.

Use this option to identify the inventory item for replenishment.

3. Access the Restock List

• Open Inventory Usage and Restock for the asset.
• Locate the inventory item on the Restock List.
• Continue to Workflow 3: Restock Inventory Items when replacement inventory is available.

Option B: Manually Add Inventory to the Restock List

Use this method when a shortage is identified outside of an asset checklist or inventory usage entry.

1. Open Inventory Usage and Restock

• Navigate to Assets.
• Select the appropriate Asset Overview.
• Open the applicable asset.
• Select Inventory Usage and Restock.
• Click Add to List.

2. Enter the Inventory Item Details

• In the Inventory Item field, begin typing the item name.
• Select the appropriate inventory item from the results.
• Select the Location Needed, such as a compartment, storage area, or pouch.
• Enter the Quantity Needed.

The available destination locations correspond to the selected asset.

3. Save the Restock List Entry

• Review the selected item, destination, and quantity.
• Click Add Item to include additional inventory items, if needed.
• Click Save.

The inventory item is now available on the Restock List for replenishment.

Workflow 3: Restock Inventory Items

Use this workflow to replenish inventory items that have been added to the Restock List, whether through inventory usage, an asset checklist, or manual entry.

1. Locate the Inventory Item

• Navigate to Assets.
• Open the applicable Asset Overview.
• Select the asset requiring replenishment.
• Open Inventory Usage and Restock.
• Locate the item on the Restock List.

2. Select the Item for Restocking

• Locate the item requiring replenishment.
• Select the checkbox next to the inventory item.
• Select Restock from the options bar to open the restock workflow.

Alternatively, the restock workflow can be accessed using the available restock controls for the listed item.

3. Select the Inventory Source

• In the Restock From field, select the source location where the replacement inventory will be taken from.
• Select the Eye icon to view the available inventory quantities at that source location.
• Confirm the selected source contains the appropriate inventory item and quantity.

4. Enter the Restock Quantity

• Enter the quantity being replenished from the selected source.
• If one source does not contain enough inventory, select additional source locations as needed.
• Allocate the necessary quantities across the selected sources.

Multiple source locations can be used to fulfill the total restock quantity.

5. Complete the Restock

• Review the selected source locations and quantities.
• Once the required quantity has been allocated, the Restock button will activate.
• Click Restock to complete the action.

Workflow 4: Submit an Inventory Request from an Asset

Use this workflow when inventory cannot be replenished from available local supplies and a request must be submitted for fulfillment.

1. Open the Asset's Restock List

• Navigate to Assets.
• Select the appropriate Checks View for the asset.
• Select the Apparatus, Location, or Kit.
• Open Inventory Usage and Restock.
• Select the inventory item or items requiring fulfillment.

2. Create the Inventory Request

• Select the checkbox next to at least one inventory item.
• Click Request.

The system will open the Inventory Request board workflow.

3. Complete the Request Information

Review and complete the fields in the Info section of the Inventory Request form.

4. Review the Requested Inventory

• Select Inventory from the top menu bar.
• Review the inventory item, location needed, and quantity.

These fields should automatically populate from the selected asset's Restock List.

• Confirm that the requested information is correct.
• Select the Checkmark to approve the inventory item within the request form.
• To include additional items, select Add Inventory and enter or scan the additional inventory.

5. Add Comments and Submit

• Select the Comments tab.
• Enter any additional information that may assist the approving supervisor or fulfillment personnel.
• Review the completed request.
• Click Save.

6. Review Any Duplicate Request Warning

If a request already exists for the same inventory item and location, the system will display a warning.

Before proceeding:

• Review the warning to determine whether another request may already exist.
• Confirm whether a separate request is necessary.
• Select Continue only if an additional request should be created.

Selecting Continue creates a new request separate from the existing request.

7. Track the Submitted Request

Once the request has been submitted:

• The inventory item will display a link to the associated request order.
• The item will remain on the Restock List until the request is closed.

Workflow 5: Submit an Inventory Request from Inventory Management

Users with the appropriate permissions can also submit inventory requests directly from Inventory Management without initiating the request from an asset's Restock List.

1. Navigate to Inventory Requests

• Navigate to Assets.
• Select Inventory Management.
• Click Requests.
• Select Inventory Request.

2. Complete the Request Information

• Complete the required information in the Info section.
• Verify the request board, submitting user, request type, and recipient.
• Enter a descriptive Summary explaining why the inventory is needed.
• Add attachments when necessary.

Refer to the request field descriptions in Workflow 4 for guidance.

3. Add the Requested Inventory

• Open the Inventory section.
• In the Inventory field, begin typing the item name.
• Select the appropriate inventory item from the results.
• Select the Location Needed.
• Enter the Quantity Needed.
• Select the Checkmark to approve the inventory entry within the form.

4. Add Additional Inventory Items

• Select + Add Inventory.
• Search for and select the next inventory item.
• Enter the destination and quantity needed.
• Select the Checkmark.
• Repeat as necessary.

5. Add Comments and Save

• Open the Comments tab if additional information is needed.
• Enter any notes for the approving supervisor or fulfillment personnel.
• Review the request for accuracy.
• Click Save.

The Inventory Request is now submitted and awaiting fulfillment.

Best Practices

Record Inventory Usage as Soon as Possible

Document inventory consumption promptly after incidents, training activities, or routine operations.

• Enter accurate quantities to maintain reliable inventory records.
• Include the incident number when the inventory usage is associated with a specific incident.
• Confirm the correct asset and inventory location before saving.
• Avoid delaying usage entries, which can make it more difficult to reconcile actual inventory quantities.

Record Immediate Restocking Accurately

When replacement supplies are available, use the Restocked option during inventory usage entry.

• Select the actual location from which replacement supplies were obtained.
• Enter the quantity physically replenished.
• Confirm that the replacement inventory matches the item being used.
• Do not mark an item as restocked unless replenishment has occurred.

Use the Restock List to Track Outstanding Shortages

The Restock List provides a central location for identifying inventory that requires replenishment.

• Keep Add to Restock List enabled when an item cannot be immediately replaced.
• Review the Restock List following asset checks and operational activities.
• Avoid creating unnecessary duplicate restock entries.
• Address shortages promptly, particularly for supplies essential to operational readiness.

Maintain Appropriate Minimum Inventory Quantities

Configured minimum quantities help identify shortages during asset checks.

• Review minimum quantities to ensure they reflect operational requirements.
• Consider the expected use of supplies when establishing minimum levels.
• Reevaluate minimum quantities when equipment assignments or operational needs change.
• Ensure personnel understand how checklist quantities affect restock prompts.

Verify Inventory Sources Before Restocking

Before completing a restock, confirm that replacement supplies are available at the selected source location.

• Use the Eye icon to review available quantities.
• Confirm the correct source location, particularly when a default location populates automatically.
• Use multiple source locations when necessary to fulfill a restock quantity.
• Verify the quantities allocated from each source before selecting Restock.

Review Expiration Dates and Inventory Batches

Inventory items with different expiration dates may appear as separate entries.

• Review expiration dates when selecting replacement inventory.
• Follow agency policies for rotating and issuing supplies.
• Where applicable, prioritize inventory with earlier expiration dates, provided it remains appropriate for use.
• Avoid combining or overlooking separate inventory entries representing different expiration dates.

Provide Clear Information in Inventory Requests

Detailed requests help supervisors and supply personnel understand what is needed.

• Use a descriptive Summary explaining the purpose of the request.
• Confirm the correct destination and quantity.
• Include relevant comments when additional context is needed.
• Add supporting photos when they help explain the request.
• Identify time-sensitive needs in the request information according to agency procedures.

Prevent Duplicate Inventory Requests

Before submitting a new request, determine whether the same inventory item has already been requested for the same location.

• Review duplicate request warnings carefully.
• Avoid selecting Continue unless an additional request is necessary.
• Use the existing request link to review outstanding requests when available.
• Coordinate with the responsible supervisor or supply personnel if request status is unclear.

Verify Completed Restock Actions

Restock corrections are time-sensitive.

• Review the inventory item, source location, and quantity before completing the restock.
• Confirm that the intended physical replenishment has occurred.
• Address errors immediately while the available undo option can still be used.
• Follow agency procedures for reconciling inventory discrepancies discovered later.

Troubleshooting & FAQs

Why can't I find an inventory item when recording usage?

Only inventory items assigned to the selected asset will appear in the Inventory selection list.

Confirm that you opened the correct apparatus, location, or kit and that the inventory item is assigned to that asset. If the item is missing, contact your administrator to review the inventory assignment.

Why isn't an inventory item being added to the Restock List during a checklist?

The documented checklist workflow prompts users to add inventory to the Restock List when the entered quantity falls below the configured minimum.

Verify that the item's minimum quantity has been configured and that the entered quantity is below that minimum. If the expected prompt does not appear, contact your administrator to review the configuration.

Why is the Restock button disabled?

The Restock button activates once the required restock quantity has been allocated from the selected source location or locations.

Confirm that a source location has been selected and that the required quantity has been allocated.

Why can't I replenish the entire quantity from one source location?

The selected source may not contain enough available inventory to fulfill the required quantity.

Use the Eye icon to review available quantities. If necessary, select additional source locations to fulfill the total quantity.

Why does the same inventory item appear multiple times when restocking?

Inventory items with different expiration dates are displayed as separate entries.

Review each entry carefully to select the appropriate inventory and expiration date.

Why is the Request button disabled?

At least one inventory item must be selected from the Restock List before the Request button becomes available.

Select the checkbox next to the item or items requiring fulfillment, then click Request.

Can I submit one Inventory Request for multiple items?

Yes. Multiple inventory items can be included in a single Inventory Request.

Select the applicable items from the Restock List before clicking Request, or use Add Inventory to include additional items on the request form.

Why are some Inventory Request fields already populated?

When an Inventory Request is initiated from an asset, the system populates certain information using the selected asset and the configuration established in Assets Setup.

Fields such as Board Name, Request For, and Request To may already contain values. Review the fields before submitting the request and follow the documented instructions for any fields that should remain unchanged.

Why can't I edit the Request For field?

When an Inventory Request is created from an asset's overview, the Request For field is locked because the request is associated with that asset.

Verify that the correct asset was selected before creating the request.

Why am I receiving a duplicate Inventory Request warning?

The system has identified an existing request for the same inventory item and location.

Review the existing request before proceeding. Selecting Continue will create a separate request, which may result in duplicate requests for the same supplies.

Why is an inventory item still on the Restock List after submitting a request?

Submitting an Inventory Request does not immediately remove the item from the Restock List.

According to the documented workflow, the item remains on the Restock List until the associated request is closed. A link to the request order is available for tracking.

Can I undo a completed restock?

Yes, but only while you remain on the asset overview screen immediately after completing the restock.

Review your restock details carefully before completing the action. If an error is discovered after leaving the screen, contact your administrator or follow your agency's inventory correction procedures.

What should I do if Inventory Usage and Restock or Inventory Requests is unavailable?

Access may depend on the user's assigned permissions and the agency's configuration.

Contact your First Due administrator to confirm access to the applicable Assets, Inventory Usage and Restock, or Inventory Requests features.

Can I submit an Inventory Request without using an asset's Restock List?

Yes. Users with the appropriate permissions can create requests directly from Assets > Inventory Management > Requests > Inventory Request.

This method allows users to enter the requested inventory, destination, and quantity directly.

What is the difference between adding an item to the Restock List and submitting an Inventory Request?

Adding an item to the Restock List identifies a shortage requiring replenishment.

Submitting an Inventory Request creates a request for supplies to be fulfilled through the agency's inventory request process.

Use the Restock List to track items needing replacement and an Inventory Request when supplies must be requested for fulfillment.