Inventory

Here you'll learn how to keep a list of the team's things: towers, feeders, cameras, radios, tools and whatever else the team owns or borrows.

Switched on per team

The inventory is a new feature that is switched on team by team. If there is no Inventory tile on the home screen it is not on for your team yet.

What is the inventory?

The inventory is the team's list of things. For each item you can see:

• What it is and how many you have
• Who has it right now
• Where it is, either a marker on the map (a tower, the cabin) or free text such as "at the mechanic"
• When it was bought and what it cost
• What it is worth today
• Who owns it: the team, a member or someone else
• Which expense (receipt) it was bought on
• Status: available, in use, lent out, missing, out of order or disposed

At the top of the list you see totals: how many items and units the team has, the combined purchase value and the current value. Missing and disposed items are left out of the values.

Add an item

1. Tap Inventory on the home screen
2. Tap New item
3. Enter the item's name and pick a category
4. Fill in the quantity. Values are per unit, so a box of twelve reflective vests is entered as quantity 12 with the value of one vest
5. Fill in what you know about purchase date, purchase value and current value. Everything except name and category is optional
6. Tap Create

Who has it and where is it?

• Tick Someone has the item right now and pick a member, a contact, or type a name
• Pick a Map location if the item stands at a marker, for example a tower
• Type a Location (free text) for anything else, for example "in the trailer" or "at the mechanic"

You can give both a map marker and a free text.

See what is at a marker

Tap a marker on the map. Under the marker's details you see inventory items here, listing every item placed at that marker. From there you can also add an item at that spot.

Link to an expense

If the team has already registered the purchase under Expenses, an administrator or the treasurer can open the expense and tap Add to inventory. Name, purchase date, value and the receipt are filled in for you. The item then links to the expense, and the expense shows which items were bought on it. A receipt can be added only once: as soon as an item is linked to the expense, the button goes away.

Change the status

When something is lent out, breaks or goes missing, open the item, tap Edit and change the status. Disposed items stay in the list so the history is kept, but no longer count toward the value.

Export the list

Tap Excel or PDF at the top of the list. The file holds the export date, every detail of every item, and the totals. The Excel file suits bookkeeping and audits, the PDF printing or sending to the board.

Who may do what

Every member sees the list and may add items. Whoever added an item may edit and delete it. Administrators and the treasurer may edit and delete every item. Read-only members see the list but cannot change it. Guest roles do not see the inventory.