Purpose Statement
This article explains how end users can manage inventory items during daily operations using the Inventory Usage and Restock feature within Assets. This workflow allows personnel performing checks, audits, or operational tasks to:
Record inventory usage
Restock items when replacements are available
Add items to a restock list
Submit inventory requests when items cannot be immediately restocked
Using this process ensures inventory levels remain accurate and helps agencies maintain operational readiness across apparatus compartments, location storage areas, and kits.
Background Information
Inventory items assigned to apparatus compartments, location storage areas, and kit pouches can be tracked directly from the asset overview. When items are used during incidents, training, or routine operations, personnel can log the usage and determine whether the item has been restocked.
If the item cannot be restocked immediately, it can be automatically added to a Restock List or submitted as an Inventory Request for fulfillment.
Additionally, inventory items can be automatically added to a Restock List during asset checklists if the quantity falls below configured minimum values. This ensures shortages identified during inspections are captured and addressed.
This article covers three connected workflows:
Recording Inventory Usage
Restocking Inventory Items
Submitting Inventory Requests
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
Record Inventory Usage
Navigate to Assets.
Select the appropriate Asset Overview for the asset type:
Apparatus Overview
Location Overview
Kit Overview
Select the asset where the inventory item was used.
Click Inventory Usage and Restock.
Select the Usage tab.
Enter an Incident Number if applicable (this is not a requirement).
In the Inventory field, begin typing the item name and select it from the list.
Important Note:
Only inventory items assigned to that specific asset will appear.
Select the Location where the item was used (compartment, storage, or pouch).
Enter the Quantity Used.
If the item was immediately replaced, select Yes under Restocked.
Select the Location Restocked From.
Enter the Quantity Restocked.
If the item was not restocked, select No.
Add to Restock List will automatically be enabled.
This ensures the item appears on the restock list for future replenishment.
Select Add Items or use the Barcode Scanning feature to add additional inventory items.
Click Save.
Restock Inventory Items
Inventory items that have been added to the Restock List can be replenished using one of the following methods depending on how the shortage was identified.
Restock Option 1: Restocking After Completing a Checklist
This option is commonly used when performing routine apparatus, location, or kit checklists where inventory levels are reviewed.
Navigate to Assets.
Select the appropriate Asset Overview.
Start the appropriate Checklist for the apparatus, location, or kit (if applicable).
Complete the checklist and enter the inventory quantities for each item.
If a quantity entered is below the configured minimum, the system will prompt the user to Add to Restock List.
After completing the checklist, click Inventory Usage and Restock.
Locate the inventory item that was added to the Restock List.
In the Restock From field, select the source location where the replacement inventory will be pulled from.
Info:
Selecting the check box next to the desired inventory item will activate the Restock button in the options bar. This will bring up the same workflow as below.
Select the Eye icon to view available quantities at the source location.
If a default inventory location is listed in Setup, this will display automatically.
Users can still change this location if necessary.
Enter the quantity to be restocked.
If needed, multiple source locations can be selected to fulfill the total restock quantity.
Once the requested quantity has been allocated from the source location(s), the Restock button will activate.
Click Restock to complete the process.
Restock Option 2: Manually Adding Items to the Restock List
This option is used when inventory shortages are identified outside of a checklist, such as during audits or operational use.
Navigate to Assets.
Select the appropriate Asset Overview.
Click Inventory Usage and Restock.
Select Add to List if the item is not already listed.
Begin typing the Inventory Item name and select it from the results.
Select the Location Needed (compartment, storage, or pouch).
The compartment/storage/pouch names will appear for the selected asset.
Enter the Quantity Needed.
Click Save or Add Item to add more inventory items to this manual Restock.
Complete the Restock workflow above to perform the Restock of this manually added item.
Warning:
Inventory items with different expiration dates will appear as separate entries.
Tip:
Inventory items may also be automatically added to the Restock List during a Checklist if the quantity is below the configured minimum value.
Submit an Inventory Request from an Asset
If items cannot be restocked locally, users can submit an inventory request directly from the asset.
Navigate to Assets.
Select the appropriate Checks View.
Select the Apparatus, Location, or Kit.
Open Inventory Usage and Restock.
Select the inventory item from the restock list.
Important Note:
The Request button will only activate once a single inventory item is selected, at least. Users can submit an Inventory Request for multiple items, if necessary.
Click Request.
This will bring users to the Inventory Request board workflow.
Complete the required fields on the Request form.
Info:
The following fields make up the Info section of the inventory request:
Board Name - leave as is, this is predetermined in Assets Setup
Submitted By - should default to the logged in user, otherwise input submitting user's name
Request For - locked for editing as this was generated from that asset's overview page
Request Type - selected the desired request type, should default to the appropriate one
ETA - supervisor function unless this is a time sensitive request
Status - DO NOT CHANGE
Request To - leave as is, this is predetermined in Assets Setup
Summary - Input a narrative about why this item is needed for this asset
Attachments - upload or snap a photo, if necessary
Select Inventory in the top menu bar.
The requested inventory item, location needed, and quantity should pre-populate from the item selected on that asset's overview.
Select the Checkmark to approve the inventory item needed.
Add Inventory allows users to add other items to this request, whether manually or with the barcode scanner.
Click on Comments to leave any notes for the approving supervisor.
Click Save.
If a request already exists for the same inventory item and location, the system will display a warning. Selecting Continue will create a new request separate from the existing one.
Once submitted:
The item will show a link to the request order.
The item will remain on the restock list until the request is closed.
Submit an Inventory Request from Inventory Management
Depending on permissions, users may also create requests directly from the Inventory Management section.
Navigate to Assets.
Select Inventory Management.
Click Requests.
Select Inventory Request.
Follow the steps above from submitting a Request from a specific asset as they are the same.
In the Inventory field, begin typing the item name and select it from the results.
Select the Location Needed (compartments, storages, or pouches will display for the selected apparatus).
Enter the Quantity Needed and select the checkmark.
To add additional items, select + Add Inventory and repeat the process.
If needed, open the Comments tab and enter additional notes.
Click Save.
The inventory request will now be submitted and awaiting fulfillment.
Best Practices
Record inventory usage immediately after an incident or training event to maintain accurate counts.
Use the Restock option during usage logging whenever items are replaced immediately.
Allow Add to Restock List to remain enabled if replacement items are not available.
Perform regular inventory checks to identify shortages early.
Use inventory requests when supplies must come from another location or supply manager.
Review expiration dates when restocking items with multiple batches.
Troubleshooting & FAQs
Why can't I find the inventory item when recording usage?
Only inventory items assigned to that specific asset will appear in the list.
Why is the Request button disabled?
The Request option only activates when one inventory item is selected from the restock list.
Why am I seeing multiple quantities of the same item during restock?
Items with different expiration dates are stored separately and will appear as individual entries.
Can restock items be added automatically during inspections?
Yes. If a checklist identifies that an item falls below its configured minimum quantity, it can automatically be added to the Restock List.
Can I undo a restock action?
Yes, but only while you remain on the asset overview screen immediately after completing the restock.