Purpose Statement

This article explains how supervisors and EMS/department administrators manage inventory from a global level using Inventory Management. It covers both Global Restocks (system-generated replenishment tasks) and Inventory Requests (user-submitted requests for items), enabling efficient oversight, fulfillment, and inventory control across the organization.

Background Information

Inventory Management provides a centralized view for handling inventory needs across apparatus, locations, and kits.

• Restocks are automatically generated when:
  • A user documents inventory usage without completing a restock
  • A checklist identifies an item below its minimum threshold
    These restocks appear in the Global Restock list if not completed at the asset level.
• Requests are manually submitted by users when:
  • An item is unavailable at their location
  • The agency does not stock the item locally
  • Additional or specialty items (e.g., uniforms) are needed
    Requests follow a structured Request Board workflow and are managed centrally in Inventory Management.

This article focuses on how supervisors and admins fulfill and manage both workflows globally.

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

Accessing Inventory Management

• Navigate to Inventory Management from the Assets module.

Managing Global Restocks

1. View Global Restock List

• Open the Global Restock view within Inventory Management.
• Review all pending restocks aggregated from apparatus, locations, and kits.
• Use search and filters to locate specific items, inventory groups, or asset types.

2. Fulfill a Restock

• Select the edit (pencil) icon on a restock entry.
• In the Restocked From field, choose the location or sub-location where inventory will be pulled.
  • This will show all compartments, pouches, and storages that have current stock of this specific inventory item.
• Enter the quantity to restock.
  • If inventory has multiple expiration dates, allocate quantities accordingly.
• Click Save to stage the restock.

3. Execute a Restock

• After saving, select the execute (play) button to complete the restock.
• Confirm the action; inventory will be transferred accordingly.
• Use Revert if needed before navigating away or performing another action.

Managing Inventory Requests

1. View Request List

• Navigate to the Requests section within Inventory Management.
• Submit a new request on behalf of someone or for new inventory items.
• Review submitted requests, including item details, quantities, and assigned workflows.

2. Actions Available per Inventory Request

Several actions exist to perform specific functions for an inventory request:

• Play - Execute the request
  • Illuminates once a request is approved and inventory is assigned
• Pencil - Review and modify request details
  • Must be completed first before the Play button illuminates
• Trash Can - deletes an inventory request and it's associated record
• Eye - view the details of an inventory request
• Printer - generate a PDF to print or save locally
• Paper Box - archives an inventory request, saving it as a historical record

3. Review and Modify Requests

• Select the Eye in the Actions column to open an inventory request.
• This will show the inventory request workflow to begin verifying the request is accurate and items are in-stock or need to be ordered.

Information Tab

• Verify request information:
  • Request type 
  • Request board 
  • Summary notes 
  • Request destination (asset or user)

Inventory Tab

• Verify requested items and quantities; adjust fulfillment quantities if needed
• Review inventory destination
• Add or remove inventory

Comments Tab 

• Review submitting user comments
• Add notes or comments for tracking

History Tab 

• View request submission details and log items

4. Fulfill a Request

• Once all inventory quantities have been approved and the request saved, the Execute (Play) button will illuminate.
• Select the execute (play) button on the request.
• For each item:
  • Choose the restock location/sub-location (compartment, storage, pouch, etc.)
  • Restock location can be input globally or per individual inventory item
  • Confirm or adjust the quantity to fulfill
  • Optionally apply a single location to all items using Apply to All
• If inventory is limited:
  • Adjust quantities to reflect partial fulfillment
• Select:
  • Fulfill (to process and continue workflow), or
  • Fulfill & Complete (to process and immediately close the request)

5. Close or Deny a Request

• Open the request in edit mode.
• Remove inventory items that cannot be fulfilled using the Trash can next to each piece under the Inventory Tab (if necessary).
  • Complete the prompt to remove the inventory item.
  • This will remove them from the record if archived.
• Add in comments or notes about why request was denied.
• Save changes to finalize.
• Perform the following action to close or remove the denied request:
  • Paper Box - archives the request and all requested items
  • Trash Can - deletes the request entirely from the system (not recommended)

Best Practices

• Regularly monitor the Global Restock list to prevent shortages at the asset level
• Use filters and saved views to prioritize critical or overdue restocks
• Validate inventory availability before fulfilling requests to avoid partial completions
• Close requests promptly after fulfillment to ensure inventory updates are applied
• Encourage users to restock at the asset level when possible to reduce global workload
• Use comments for audit trails and communication between teams

Troubleshooting & FAQs

Q: Why isn’t inventory updating after fulfillment?
A: Ensure the restock was executed or the request was fully closed. Inventory does not transfer until completion.

Q: Can I partially fulfill a request?
A: Yes. Adjust quantities during fulfillment. Remaining items require a new request or continued fulfillment later.

Q: What happens if I don’t execute a restock after saving?
A: The restock remains staged and will not update inventory until executed.

Q: Can I pull inventory from multiple locations?
A: Yes. You can allocate quantities across multiple sublocations if needed.

Q: Should incomplete requests remain open?
A: It is recommended to close them and submit a new request for outstanding items to ensure proper tracking.