Purpose Statement
This article provides a complete guide for managing existing inventory items, including editing and deleting items, performing bulk updates, reviewing inventory details, and tailoring the Inventory List to quickly locate and organize records.
Background Information
Once inventory items are created, ongoing management is essential to maintain accurate records, support operational readiness, and ensure inventory information remains current.
The Inventory List provides tools for searching, filtering, sorting, customizing views, performing bulk actions, and managing individual inventory items.
Important Note:
This article focuses on managing existing inventory items. For instructions on creating new inventory items, refer to Creating New Inventory Items. For importing inventory items, refer to the applicable inventory import article.
Required Permissions
The following permissions are required to complete the primary inventory management workflows described in this article:
- Assets - Bulk Update Inventory Types
- Modify Inventory Expiration Date
- Setup Inventory Processes
Depending on the user's intended inventory workflows, the following additional permissions may also be assigned:
- Inventory List Saved Views - Read, Update, Create, Delete
- Import Inventory
- Receive Inventory
- Setup Inventory Group
- Setup Inventory Packaging
Important Note:
Additional permissions should be assigned based on the inventory management tasks the user is responsible for completing. If an option described in this article is unavailable, contact your system administrator to verify the user's assigned permissions.
Video
Step-by-Step Guide
Filter and Manage the Inventory List
1. Navigate to the Inventory List
- From the Assets Module, select the First Due logo in the upper-left corner.
- Select Setup.
- Select Inventory.
- Select Inventory List.
2. Use and Manage Views
- Select the All Inventories dropdown to access available custom or saved views.
- Favorite a view to mark it for quick access.
- Pin a view to make it the default view displayed when you access the Inventory List.
- Select the ellipsis (•••) to access view management options, such as creating a custom view or cloning the current view.
Important Note:
For complete instructions on configuring custom views, see Assets: Creating Custom List Views.
3. Reorganize and Sort the Inventory List
- Drag and drop columns to temporarily reorganize the Inventory List.
- Select a column header to apply a sort order.
- Continue selecting the column header to cycle through the available sort options. Selecting it a third time returns the column to its original sort state.
Important Note:
Changes made by manually reorganizing or sorting columns are temporary. Refreshing the page or navigating away from the Inventory List returns the list to its configured view.
4. Search Inventory Items
- Select the Search (magnifying glass icon).
- Enter a keyword associated with the inventory item.
- Review the matching inventory items. Search results may include matches based on the item name or group association.
5. Filter Inventory Items
- Select the Filter icon.
- Apply one or more applicable filters to narrow the Inventory List.
- Use the Pin option within the filters to keep the filters visible while maintaining access to the available action buttons.
- Adjust or remove filters as needed.
6. Download the Current List View as a CSV
- Apply applicable filters or select a custom list view to narrow the list to the desired inventory records and details.
- Scroll to the bottom of the Inventory List.
- Select the Download button.
- The current list view downloads as a CSV file, allowing the exported data to be used as a quasi ad-hoc report.
Tip:
Before downloading, it is recommended to filter the Inventory List or create and select a custom list view. The CSV reflects the current list view, so configuring the list first helps ensure the export contains the specific inventory details needed.
Edit Inventory Items
1. Open an Inventory Item
- Locate the inventory item you want to manage.
- Select the Edit (pencil icon) in the Actions column.
2. Edit Item Details
Review and update the applicable item information, including:
- Group association
- Name
- Barcode
- Current price per unit
- Packaging
- Description
3. Configure Inventory Tracking
- Enable or disable the applicable inventory tracking metrics:
- Quantity
- Minimum
- Par
- Expiration Date
- Configure additional tracking options as applicable, such as:
- Notifications when inventory falls below minimum
- Requiring an expiration date within a checklist
Important Note:
Enabling or disabling inventory tracking metrics determines which information is displayed for the item in applicable tables, compartments, and checklists.
4. Review Inventory Details
Review the item's current inventory information, which may include:
- Number of placements
- Total units
- Total value
- Soonest expiration date
5. Manage Orders and Receiving
- Review orders associated with the inventory item as needed.
- Select Receive when applicable to receive additional inventory.
- Update the vendor when needed.
6. Manage Attachments
- Review existing attachments associated with the inventory item.
- Upload new attachments as needed.
7. Save the Inventory Item
- Review your changes for accuracy.
- Select Save to save the updated inventory item.
Bulk Update Inventory Items
1. Select Inventory Items
From the Inventory List, select the checkboxes next to the inventory items you want to modify.
Select Bulk Update to begin the Bulk Update workflow.
Important Note:
See the article Receiving Inventory Items to learn more about the Receive workflow.
See the article Bulk Importing Inventory Items to learn more about the Import CSV workflow.
2. Review the Selected Inventory Items
Review the inventory items displayed in the Bulk Update workflow and confirm that all selected items should be updated together.
If an item should not be included, remove it from the selection before proceeding.
3. Select Inventory Fields to Update
Open the Select Fields dropdown to view the fields available for Bulk Update.
You can:
- Select individual inventory fields.
- Search for a specific field.
- Use Select All to select all available fields.
The number of available fields may vary based on the selected inventory items and available inventory configuration.
4. Review Current Inventory Values
As fields are selected, they are added to the table alongside the selected inventory items.
Review the current values displayed for each selected field. This allows you to compare the existing inventory item configurations before making changes.
5. Continue to the Bulk Update Form
After selecting and reviewing the fields you want to modify, select Next.
The Bulk Update form displays the selected fields so you can enter the new values.
Warning:
Values entered through Bulk Update are applied to all inventory items selected for that update. If inventory items require different configurations or values, update them in separate Bulk Update workflows or edit the items individually.
6. Enter the New Inventory Values
Enter or select the new value for each inventory field you want to change.
Only make changes that should apply to every inventory item included in the Bulk Update.
7. Change the Inventory Items Being Updated (Optional)
If you determine that the selected inventory items should not receive the same changes, cancel or return from the Bulk Update workflow as applicable.
Adjust the selected items in the Inventory List, then begin a new Bulk Update with only the inventory items that should receive the same changes.
8. Reset the Bulk Update (Optional)
Select Reset if you need to clear the values entered in the Bulk Update form.
10. Save the Inventory Changes
Review the entered values for accuracy.
Select Save to apply the changes to all inventory items included in the Bulk Update.
Delete Inventory Items
1. Delete a Single Inventory Item
- Locate the inventory item in the Inventory List.
- Select the Delete (trash icon) in the Actions column.
- Confirm the deletion.
2. Bulk Delete Multiple Inventory Items
- Select the checkboxes next to the inventory items you want to delete.
- Select the Trash (delete) icon that becomes available for the selected items.
- Confirm the deletion.
Best Practices
- Use saved and pinned views to quickly access the inventory information most relevant to your workflow.
- Use searches and filters to narrow large inventory lists before performing actions.
- Create or modify a custom view when column or sorting changes need to persist between sessions.
- Before using Bulk Update, verify that every selected inventory item should receive the same changes.
- Review the current field values shown in the Bulk Update workflow before proceeding to the update step.
- Use individual editing when inventory items require different values or configurations.
- Use caution when deleting inventory items because deletion also removes associated placements and quantities.
- Configure tracking metrics based on the information your agency needs to monitor within compartments and checklists.
- Before downloading the Inventory List as a CSV file, apply filters or select a custom list view so the export includes only the inventory records and details needed.
- Use CSV downloads as a quasi ad-hoc reporting option when you need to review, sort, analyze, or share a specific set of Inventory List data outside the system.
Troubleshooting & FAQs
Why did the same value get applied to multiple inventory items after a Bulk Update?
Bulk Update applies the entered changes to all inventory items selected for the update. If items require different values, perform separate updates for those items.
Why don't I see the field I want to change when starting a Bulk Update?
Open the Select Fields dropdown and search the available fields. Only selected fields are displayed for review and updating.
Why did my column arrangement or sorting reset?
Manual column reorganization and sorting are temporary. Refreshing the page or navigating away returns the Inventory List to its configured view. Use a custom view when you need a specific configuration to persist.
How can I make a specific Inventory List view open by default?
Pin the desired saved view. The pinned view will be displayed when you access the Inventory List.
Why don't I see certain tracking information for an inventory item?
Review the item's inventory tracking metrics. Options such as Quantity, Minimum, Par, and Expiration Date determine which information is displayed in applicable tables, compartments, and checklists.
Why does my downloaded CSV include more inventory items or details than I need?
The CSV reflects the current Inventory List view. Before selecting Download, apply filters or select a custom list view that contains the specific records and details you want to export.
Can I use the Inventory List download as a report?
Yes. The downloaded CSV can serve as a quasi ad-hoc report based on the current Inventory List view. Configure the list with the appropriate filters or custom view before downloading to produce a more targeted dataset.
Can deleted inventory items be recovered?
No. Deleting an inventory item is permanent and removes its associated placements and quantities.
Why can't I see an edit, delete, Bulk Update, saved view, import, or receive option?
Your assigned role may not have the required permission for that action. Contact your system administrator to verify the user's assigned permissions.