Purpose Statement
This article explains how supervisors and department administrators manage inventory replenishment and Inventory Requests across their organization using Inventory Management within the First Due Assets module.
Inventory Management provides a centralized location for reviewing outstanding restocks, fulfilling inventory shortages, processing submitted requests, and tracking inventory movement across apparatus, locations, and kits.
Using these workflows allows agencies to:
- Monitor inventory shortages across multiple assets from one location.
- Replenish inventory items identified through usage records or asset checklists.
- Review, modify, approve, and fulfill Inventory Requests.
- Allocate replacement inventory from available source locations.
- Track partial fulfillment and outstanding inventory needs.
- Maintain accurate inventory records and support operational readiness.
Background Information
Inventory Management provides supervisors and administrators with centralized oversight of inventory needs across their agency.
While personnel can record inventory usage, restock items, and submit requests directly from individual assets, Inventory Management allows authorized users to manage these activities globally.
There are two primary workflows within Inventory Management.
Global Restocks
Global Restocks represent outstanding inventory replenishment needs identified at the asset level.
These restock entries can originate when:
- A user records inventory usage without immediately replacing the consumed items.
- An asset checklist identifies inventory quantities below the configured minimum and the item is added to the Restock List.
- An inventory shortage is manually added to an asset's Restock List.
Restock entries that have not been completed at the asset level can be viewed and managed from the Global Restock list.
Supervisors can review the required inventory, select available source locations, stage replenishment quantities, and execute restocks.
Inventory Requests
Inventory Requests are submitted when supplies must be requested for fulfillment rather than immediately replenished from available inventory.
Common examples include:
- Supplies unavailable at an apparatus or station.
- Items that must be obtained from a central supply location.
- Specialty equipment or additional supplies not routinely stocked at an asset.
- Uniforms or other department-issued inventory items.
Requests are managed through an Inventory Request Board, allowing authorized personnel to review request details, modify inventory quantities, document decisions, and fulfill or close requests.
Required Permissions
Users must have appropriate permissions within the Assets/Inventory module, typically including:
- Inventory Management access (view and edit)
- Restock execution permissions
- Request management permissions (view, fulfill, deny, close)
- Asset and inventory visibility permissions across applicable locations
Video
Step-by-Step Guide
Access Inventory Management
1. Navigate to Inventory Management
- Navigate to Assets.
- Select Inventory Management.
- Open the appropriate section based on the task being performed:
- Global Restock to review and complete outstanding inventory replenishment.
- Requests to review, fulfill, or manage Inventory Requests.
Review and Execute Global Restocks
Use this workflow to replenish inventory shortages across apparatus, locations, and kits without accessing each asset individually.
1. Open the Global Restock List
- From Inventory Management, open Global Restock.
- Review the pending restock entries.
- Use the available search and filtering options to locate specific inventory items, inventory groups, or asset types.
- Identify the restock entry requiring fulfillment.
The Global Restock list consolidates outstanding restock needs that have not been completed at the asset level.
2. Review the Restock Details
- Locate the inventory item requiring replenishment.
- Select the Edit (Pencil) icon associated with the restock entry.
- Review the inventory information, including:
- Inventory item requiring replenishment.
- Destination asset and location where inventory is needed.
- Configured minimum quantity for the compartment, storage area, or pouch.
- Quantity required for restocking.
- Verify that the restock information matches the inventory shortage being addressed.
Important: Reviewing the configured minimum quantity and the required restock quantity helps ensure the correct amount of inventory is replenished.
Important Note:
Reviewing the configured minimum quantity and the required restock quantity helps ensure the correct amount of inventory is replenished.
3. Select the Inventory Source
- In the Restocked From field, select the source location or sub-location where replacement inventory will be obtained.
- Review the available source locations.
The selection displays compartments, pouches, and storage locations containing current stock of the selected inventory item.
- Select the appropriate source location.
- Confirm that the source contains the inventory needed to fulfill the restock.
4. Allocate the Restock Quantity
- Enter the quantity to be replenished from the selected source.
- If the inventory item has multiple expiration dates, review the available entries and allocate quantities accordingly.
- When necessary, allocate quantities from multiple source locations to fulfill the required restock.
- Confirm that the selected quantities and source locations are correct.
Tip:
When multiple inventory batches are available, review expiration dates and follow your agency's inventory rotation procedures before selecting supplies.
5. Save the Staged Restock
- Review the inventory item, destination, source location, and quantity.
- Click Save.
The restock is now staged and ready for execution.
Warning:
Saving a restock does not complete the inventory transfer. The restock must be executed before the inventory quantities are updated.
6. Execute the Global Restock
- Locate the staged restock entry.
- Select the Execute (Play) button.
- Review the confirmation prompt.
- Confirm the action to execute the restock.
The system completes the inventory transfer according to the selected source locations and quantities.
7. Verify the Completed Restock
- Confirm that the restock action completed successfully.
- Review the inventory information as needed.
- If an error is identified immediately, use Revert before navigating away or performing another action.
Review and Manage Inventory Requests
Use this workflow to review requests submitted by personnel, verify inventory availability, and prepare requests for fulfillment.
1. Open the Inventory Request List
- Navigate to Assets > Inventory Management.
- Select Requests.
- Review the submitted Inventory Requests.
- Locate the request requiring review or action.
The Requests section allows authorized users to review existing requests and submit new requests on behalf of personnel or for additional inventory needs.
2. Understand the Available Request Actions
Each Inventory Request includes action icons for managing the request.
| Icon | Action | Description |
|---|---|---|
| Play | Execute | Opens the fulfillment process once the request has been approved and inventory has been assigned |
| Pencil | Edit | Opens the request for review and modification |
| Eye | View | Displays request details |
| Printer | Generates a PDF that can be printed or saved locally | |
| Archive | Archive | Archives the request as a historical record |
| Trash Can | Delete | Deletes the Inventory Request and its associated record |
Important Note:
The Execute (Play) button becomes available after the request has been reviewed, the necessary inventory approved, and the request saved.
3. Open the Request for Review
- Locate the request in the Requests list.
- Select the Eye icon in the Actions column to view the request.
- Review the information to confirm that the request is accurate.
- Use the Edit (Pencil) action when changes are necessary.
The Inventory Request workflow contains several tabs used to review and manage the request.
4. Review the Information Tab
- Open the Information tab.
- Verify the request details, including:
- Request Type.
- Request Board.
- Summary notes.
- Request destination, such as an asset or user.
- Confirm that the request information accurately identifies the intended inventory need.
Tip:
Creating custom status options of Denied or Not Approved in Inventory Request Board setup allows for the tracking of specific denied statuses. Agency administrators can also follow step 4 of editing and managing inventory requests and utilize comments to track denied status.
See the article Managing Inventory Request Boards to learn more.
5. Review the Inventory Tab
- Select the Inventory tab.
- Review the requested inventory items.
- Verify the requested quantities and destinations.
- Confirm inventory availability.
- Modify fulfillment quantities when necessary.
- Add or remove inventory items as appropriate.
Changes to requested inventory should reflect the actual items and quantities being approved for fulfillment.
6. Review Comments and History
- Select the Comments tab.
- Review any information entered by the submitting user.
- Add comments or notes when clarification, communication, or documentation is needed.
- Select the History tab.
- Review the request submission details and available log entries.
The Comments and History tabs help provide context for decisions made throughout the request process.
7. Save the Reviewed Request
- Confirm that the request information is accurate.
- Verify the inventory items and quantities approved for fulfillment.
- Save the request.
Once the required inventory has been approved and the request saved, the Execute (Play) button becomes available.
Fulfill an Inventory Request
Use this workflow when an Inventory Request has been reviewed, the necessary inventory approved, and supplies are ready for fulfillment.
1. Open the Fulfillment Workflow
- Navigate to Assets > Inventory Management > Requests.
- Locate the approved Inventory Request.
- Select the Execute (Play) button.
The fulfillment workflow will open.
2. Select the Inventory Source Locations
- Review the inventory items included in the request.
- Select the source location or sub-location from which inventory will be obtained.
- Choose the appropriate compartment, storage area, pouch, or other available inventory source.
- Confirm that the selected location contains the required inventory.
Source locations can be assigned globally or individually for each inventory item.
3. Apply a Source Location to Multiple Items
When multiple requested items will be fulfilled from the same source location:
- Select the desired inventory source.
- Use Apply to All to assign that location to the applicable inventory items.
- Review the resulting source assignments.
- Modify individual items when a different source location is needed.
Review each item after using Apply to All to ensure the selected source location is appropriate for every inventory item.
4. Confirm Fulfillment Quantities
- Review the requested quantity for each inventory item.
- Confirm the quantity available for fulfillment.
- Adjust quantities when the full amount is unavailable.
- Verify the inventory source and fulfillment quantity for each item.
Requests may be partially fulfilled when available inventory is insufficient to satisfy the entire request.
Important Note:
Inventory items can be partially fulfilled during the request process. Selecting a quantity that is less than the requested amount will generate a confirmation warning indicating a partial quantity.
5. Select the Appropriate Fulfillment Action
After reviewing the source locations and quantities, select the appropriate completion option.
| Action | Result |
|---|---|
| Fulfill | Processes the fulfillment and continues the request workflow |
| Fulfill & Complete | Processes fulfillment and immediately completes/closes the request |
Important Note:
Inventory transfers are finalized when the request is closed. Requests that have been fulfilled but remain open may not yet reflect the completed inventory transfer.
6. Verify Request Completion
- Confirm that the appropriate fulfillment action was completed.
- Review the request status.
- Verify that the request has been closed when fulfillment is complete.
- Confirm that the expected inventory changes have been applied.
If a request remains open, review whether additional workflow actions are required.
Manage Partially Fulfilled Requests
Use this workflow when an Inventory Request cannot be fulfilled in its entirety.
1. Review Available Inventory
- Open the request's fulfillment workflow.
- Review the available inventory for each requested item.
- Identify items or quantities that cannot be supplied.
2. Adjust Fulfillment Quantities
- Enter the quantity available for fulfillment.
- Confirm the source location for each item.
- Review the difference between the requested and available quantities.
3. Determine How to Handle Outstanding Inventory
- Determine whether the available inventory should be fulfilled immediately.
- Use Fulfill when the request must continue through the workflow.
- Use Fulfill & Complete when the request is ready to be closed.
- Document any outstanding inventory needs in the request comments.
Deny, Close, or Archive an Inventory Request
Use this workflow when an Inventory Request will not be fulfilled or must be removed from the active request workflow.
1. Open the Request for Editing
- Navigate to Assets > Inventory Management > Requests.
- Locate the request requiring action.
- Select the Edit (Pencil) icon.
2. Review the Requested Inventory
- Open the Inventory tab.
- Review the inventory items included in the request.
- If necessary, select the Trash Can icon next to an item that cannot be fulfilled.
- Complete the confirmation prompt to remove the inventory item.
Warning:
Removing an inventory item from the request also removes it from the request record if the request is subsequently archived. Consider your agency's record-keeping requirements before removing items.
3. Document the Denial or Closure Reason
- Open the Comments tab.
- Enter an explanation for the decision.
- Include relevant information about unavailable inventory, duplicate requests, or other reasons for denial.
- Save the request.
Tip:
Agency administrators can configure custom request statuses such as Denied or Not Approved in Inventory Request Board setup to improve tracking and reporting of denied requests.
See the article Managing Inventory Request Boards to learn more.
4. Archive or Delete the Request
After documenting the decision, select the appropriate action.
Option A: Archive the Request
- Locate the request in the Requests list.
- Select the Archive (Paper Box) icon.
- Complete the archive action.
Archiving retains the request as a historical record.
Option B: Delete Single Requests
Only requests in Open or Active status are available for delete workflows.
- Locate the request.
- Select the Trash Can icon.
- Complete the deletion confirmation.
Option C: Delete Requests in Bulk
- Locate the request.
- Select the bulk actions checkbox on the far left of the request table.
- Select the Bulk Trash Can icon.
- Complete the deletion confirmation.
Deleting removes the Inventory Request and its associated record.
Warning:
Deleting requests is not recommended when historical documentation is required. Archiving is generally the preferred option for preserving records.
Best Practices
Monitor Global Restocks Regularly
Review the Global Restock list consistently to identify outstanding inventory shortages across the organization.
- Prioritize inventory needed for operational readiness.
- Use available search and filtering options to locate specific items or asset types.
- Review outstanding restocks before they become prolonged shortages.
- Coordinate with personnel responsible for apparatus, locations, and kits to confirm replenishment needs.
Verify Inventory Availability Before Staging Restocks
Confirm that replacement inventory is available before selecting source locations and allocating quantities.
- Review available stock at each source location.
- Confirm that the selected inventory item matches the item requiring replenishment.
- Verify quantities before saving the staged restock.
- Use multiple source locations when necessary to meet the required quantity.
Execute Staged Restocks Promptly
Saving a Global Restock does not complete the inventory transfer.
- Execute staged restocks after reviewing the inventory details.
- Avoid leaving staged restocks incomplete.
- Confirm that execution has completed before considering the shortage resolved.
- Use Revert immediately if an error is identified and the option remains available.
Review Inventory Expiration Dates
When inventory items have multiple expiration dates, verify the appropriate batch before allocating supplies.
- Follow agency procedures for inventory rotation.
- Review expiration dates before assigning replacement stock.
- Avoid selecting expired inventory for operational use.
- Verify that quantities are allocated to the intended inventory entries.
Establish a Consistent Request Review Process
Use a consistent review procedure for submitted Inventory Requests.
- Verify the request destination and purpose.
- Review requested items and quantities.
- Confirm inventory availability before approving fulfillment.
- Use comments to document clarifications or changes.
- Review request history when additional context is needed.
Use Request Statuses Consistently
Request statuses help agencies understand where requests are in the approval and fulfillment process.
- Establish clear agency procedures for reviewing, approving, fulfilling, and closing requests.
- Consider configuring custom statuses such as Denied or Not Approved.
- Document denial reasons in the request comments.
- Avoid leaving completed requests in an active workflow unnecessarily.
Manage Partial Fulfillment Carefully
Partial fulfillment can be necessary when inventory availability is limited.
- Confirm the quantity actually available for fulfillment.
- Document any remaining inventory needs.
- Determine whether the request should remain open or be completed according to agency procedures.
- If a new request is needed, ensure the remaining quantity is accurately documented to avoid duplicate fulfillment.
Verify Inventory Transfers After Completion
Inventory accuracy depends on completing the appropriate workflow.
- Execute staged Global Restocks.
- Complete or close Inventory Requests when fulfillment is finished.
- Verify that the expected inventory quantities have been updated.
- Investigate discrepancies promptly.
Preserve Inventory Request History
Request records can provide valuable documentation for inventory oversight and accountability.
- Use comments to explain fulfillment decisions.
- Review the History tab when investigating request activity.
- Archive requests when historical records should be retained.
- Avoid deleting requests unless removal is appropriate under agency procedures.
- Consider the impact of removing individual inventory items from a request before archiving it.
Encourage Asset-Level Inventory Management
Personnel should record usage and complete immediate restocks at the asset level whenever possible.
This helps reduce outstanding Global Restock entries and allows supervisors to focus on shortages requiring centralized inventory management.
Troubleshooting & FAQs
Why isn't a Global Restock updating inventory quantities after I click Save?
Saving a Global Restock stages the replenishment but does not execute the inventory transfer.
Locate the staged restock and select the Execute (Play) button. Confirm the execution to complete the transfer.
Why can't I find a specific inventory item in the Global Restock list?
The Global Restock list contains outstanding replenishment needs that have not been completed at the asset level.
Verify that the item was added to the Restock List and has not already been replenished. Review the available filters and search criteria to ensure the item is not being excluded.
Why isn't a source location available when restocking an item?
The documented source selection displays locations and sub-locations with current stock of the selected inventory item.
Verify that the item is available at the expected source location. If the inventory should be present but is not listed, contact your administrator or inventory manager to review the inventory records.
Can I use multiple inventory source locations to complete a Global Restock?
Yes. Quantities can be allocated across multiple available source locations when necessary.
Confirm the quantity being taken from each source before saving and executing the restock.
Why does the same inventory item appear with multiple expiration dates?
Inventory with different expiration dates may appear as separate entries.
Review the expiration dates and allocate quantities from the appropriate inventory entries according to agency procedures.
Can I undo a completed Global Restock?
The documented workflow includes a Revert option immediately after executing a Global Restock.
Use Revert before navigating away or performing another action. If the option is no longer available, follow your agency's inventory correction procedures.
Why is the Execute (Play) button disabled for an Inventory Request?
The Execute button becomes available after the request has been reviewed, the necessary inventory approved, and the request saved.
Open the request using the Edit action, verify the inventory information and quantities, and save the request. If the button remains unavailable, confirm the required permissions with your administrator.
What is the difference between Fulfill and Fulfill & Complete?
Fulfill processes the fulfillment and continues the request workflow.
Fulfill & Complete processes fulfillment and immediately completes/closes the request.
Select the option that matches the request's current fulfillment status and your agency's procedures.
Why isn't inventory updating after an Inventory Request has been fulfilled?
Inventory transfers are finalized when the request is closed.
Verify that the request has completed the necessary fulfillment and closure steps. A request that remains open may not yet reflect the completed transfer.
Can an Inventory Request be partially fulfilled?
Yes. During fulfillment, users can adjust quantities to reflect the inventory currently available.
Document outstanding quantities and follow agency procedures to determine whether the request should continue through the workflow or be completed with a new request submitted for the remaining items.
Should partially fulfilled Inventory Requests remain open?
The original documented procedure recommends closing incomplete requests and submitting a new request for outstanding inventory to maintain clear tracking.
However, the fulfillment workflow also provides a Fulfill option that allows the request to continue. Agencies should establish a consistent procedure for handling remaining quantities.
What does Apply to All do during request fulfillment?
Apply to All allows users to apply a selected inventory source location to multiple items within the fulfillment workflow.
Review the source assignments after using this option to ensure each item is being fulfilled from an appropriate location.
Can I change the quantity being fulfilled?
Yes. The fulfillment workflow allows quantities to be adjusted.
Verify the requested quantity and the quantity available before completing fulfillment.
How can I document why an Inventory Request was denied?
Open the request in edit mode and enter the reason in the Comments tab.
Agency administrators can also configure custom statuses such as Denied or Not Approved in the Inventory Request Board setup to support consistent tracking.
What happens when an inventory item is removed from a request?
Removing an item using the Trash Can icon in the Inventory tab removes it from the request record.
If the request is archived, the removed item will not remain part of that archived request record. Consider whether the item should remain documented before removing it.
What is the difference between archiving and deleting an Inventory Request?
Archiving preserves the request as a historical record.
Deleting removes the Inventory Request and its associated record.
Archiving is generally preferred when request history should be retained.
Can I print an Inventory Request?
Yes. Select the Printer icon from the request's available actions to generate a PDF that can be printed or saved locally.
Can supervisors create Inventory Requests on behalf of other personnel?
Yes. The Requests section supports creating new requests on behalf of personnel or for additional inventory needs, subject to the user's assigned permissions.
Why can't I access Global Restocks or manage Inventory Requests?
Access depends on the permissions assigned to your role permissions.