Purpose Statement

The Inventory by Location view in the Assets module allows inventory managers to quickly see every inventory item in their agency, organized by inventory group and listed across all locations. This replaces the legacy Inventory List and provides a clearer agency-wide picture of what inventory exists, where it is assigned, and what needs attention.

Background Information

Inventory Management helps Fire/EMS agencies maintain accurate, compliant inventory records for equipment and consumables (medical supplies, PPE, tools, etc.). The new Inventory by Location section replaces the legacy Inventory List (formerly referred to as Inventory Location) and improves visibility by grouping inventory first, then showing each item’s assigned location and levels across the entire agency.

Important notes about the change:

• The old Inventory Location section is the same as the former Inventory List.

• In Assets → Setup, this area is now called Inventory Type List.

• You can manage inventory locations and type lists under Assets → Setup → Inventory.
  

Common reasons to use Inventory by Location:

• Audit inventory across stations, apparatus, or storage areas

• Verify par/min levels across the agency

• Identify inventory that is expiring soon or over/under stock

• Bulk receive, update, or import inventory items

Prerequisites:

• Inventory groups and locations should already be configured in Assets Setup.

• Inventory items should exist in your system to view results.

Required Permissions

To access and use Inventory by Location, users typically need Inventory Management permissions within the Assets module. Depending on your agency’s permission model, this may include:

• Assets Module Access

• Inventory Management – View

• Inventory Management – Edit (required to modify items using the pencil icon)

• Inventory Actions – Receive/Update/Import (required to use the Actions menu)

• Saved Views – Create/Manage (required to create or clone saved views and share links)

If you can open Inventory Management but cannot edit items or use Actions, your role may be view-only. Contact your system admin to update your permissions.

Video

Step-by-Step Guide

1. Navigate to Inventory by Location

1. Click the First Due (FD) logo in the upper left to open the main menu.
   
2. Select Assets.
   
3. Click Inventory Management.
   
4. Choose Inventory by Location.
   

2. View inventory by group across the agency

1. Use the Inventory Group column to find any appropriate inventory items.
   
1. The page updates to show all items in that group and where they are assigned across your agency.
   

3. Edit an inventory item

1. Locate the item you want to update and click the Edit (pencil) icon.
   
2. Update any needed fields, such as:
   
1. Location
   
2. Expiration date
   
3. Quantity
   
4. Minimum level
   
5. Par level
   
3. Click Save.
   

4. Use Actions for bulk or intake tasks

1. Click Actions in the upper area of the list.
   
2. Choose the task you need:
   
1. Receive – Add newly received inventory from a vendor.
   
2. Update – Make bulk updates to inventory.
   
3. Import – Import items not currently listed in your inventory.
   

5. Add new inventory items

1. Select "+Inventory" in the upper left
   
2. Use the Inventory Name search bar to search for an existing piece of inventory from the inventory list
   
3. Input the following information
   
1. Location
   
2. Expiration date
   
3. Quantity
   
4. Minimum level
   
5. Par level
   

6. Filter your Inventory by Location view

1. Click Filter.
   
2. Select and apply the filters you want (e.g., location, item status, expiration window, etc.).
   
3. The list updates to show only matching results.
   

7. Use or create saved views

13. Click All Inventory by Location to open saved views.

14. Select Predefined Views to see all available saved views.

15. Click the ellipsis (⋯) to:

• Create a new saved view

• Clone the current view

• Create a shared, view-only link
  

Note: Cloning a saved view is most commonly used to change who can view or edit the cloned version.

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Best Practices

• Standardize groups and locations first. Clean setup makes this view far more useful.

• Review par/min levels routinely. Use Inventory by Location during monthly/quarterly checks to prevent shortages.

• Watch expiration dates. Filter by expiration window to catch soon-to-expire supplies early.

• Limit saved views to meaningful workflows. Too many saved views can make navigation harder.

• Use bulk actions for consistency. Receiving or updating in bulk reduces manual errors.

Troubleshooting & FAQs

Q: I don’t see Inventory by Location in Inventory Management.
A: Your role may not include Inventory Management permissions, or your agency may not have the Assets module enabled. Confirm with your system admin.

Q: I can view items but can’t edit them.
A: You likely have view-only permissions. Ask your admin for Inventory Management – Edit access.

Q: My inventory counts look wrong in this view.
A: Check that:

• Items were added under the correct inventory group.

• Locations are set correctly on each item.

• You are not filtering the view unintentionally.

Q: Where did the old Inventory Location / Inventory List setup go?
A: It’s now located under Assets → Setup → Inventory, and is labeled Inventory Type List.

Q: Can I share this list with someone who doesn’t manage inventory?
A: Yes. Use the ellipsis (⋯) in saved views to generate a shared, view-only link, if your permissions allow.