Items

Items is the item master and the stock-on-hand screen of the Inventory module. An item is anything you keep on shelves: goods, spare parts (gaskets, valves, manlid seals), consumables, and tools or equipment that go out with a job and come back. Each item lives in a folder, and the folder is its storage location: a hall, a rack, a shelf, a bin, a van. From this screen you add items, change their stock, move them between locations and print QR and barcode labels for them.

The quantity you see is book stock: the result of every recorded change. It never changes on its own and is never typed over. Every change, from this screen, a stock count, a pick list, a purchase order, the scanner or the AI assistant, is written as one line in a single inventory ledger. Each line holds the signed change and the level after it. That ledger is the item's History and the source of every inventory report.

Where to find it: Workspace → Logistics → Inventory → Items. It only appears when the Inventory module is switched on in Warehouse settings. A role set to "Does not see → Inventory" under Roles → Warehouse does not see it at all.

Who can use it

Permissions are set per role under Roles → Warehouse. Each broad permission includes the finer ones below it, and a role can also be given a finer one on its own.

Where it sits in the operation

The item master holds what an item is: name, SKU, barcode, unit of measure, value of one, minimum, reorder quantity, usual supplier and whether it is a tool. The folder tree holds where it is. The ledger holds what happened to it. Every other Inventory screen writes to the same ledger, so an item's History shows the purchase order receipt, the pick, the count correction and the move one under the other.

What you see

The top of the page shows the value of the whole stock, for example "€ 18,240 · value of 312 items". The value is quantity × Value of one for every item. At the top right are Folders and Add an item, if your role may edit items.

Filters above the list:

• Tabs: All, Low stock (with a count of items below their minimum) and Tools.
• A folder picker: All folders or one folder. Choosing a folder includes every folder inside it.
• Labels: prints labels for the folder chosen (with its subfolders), or for everything when All folders is chosen.

Row buttons: open the item, Update quantity, edit and delete, depending on your permissions. The list can be printed and exported to Excel.

Several items at once. Select rows to get the selection menu. There you can delete the selected items, or use Batch update to move them all to one folder and/or set the same Minimum. Leave a field on "Keep as it is" to leave what each item has now. You see for example "12 of 12 updated."

The item's card

The card shows the photo, the item's own code (WI- and a number), SKU, folder, the quantity, the minimum (with a Low stock badge when below), the value (with the value of one per unit), barcode, tags, linked item, custom fields, the note, and the History of its last 12 ledger lines. Each History line shows the kind, the change and the level after it (for example "+40 → 44"), or the target folder for a move, with date, user (or the source, such as SCAN or MCP) and the reason or note. Buttons: Print label, Edit item and Update quantity.

Set up folders and custom fields

1. Click Folders. The window lists all folders as full paths.
2. Type a folder name (for example "Rack 3"), choose where it sits (At the top or inside another folder), and click Add a folder. Folders can be nested as deep as you need: hall, then aisle or rack, then shelf, then bin.
3. Under Custom fields, add extra details every item can have, like a colour, a serial number, a lot number or a warranty date. Type the name, choose Text, Number, Date or Choice (with the choices separated by commas), and click Add a field.
4. To delete a folder or a field, use the bin icon next to it. A folder can only go when neither it nor any folder inside it still holds items.

Add an item

1. Click Add an item.
2. Type the Name and choose the Folder (or leave "No folder").
3. Type the Quantity: how many you have now. This opening balance is only asked for a new item and is written as a Created line in the ledger. After that, stock changes only through Update quantity, counts, pick lists and purchase orders.
4. Optional: the Unit (pcs, kg, L, box…), the Value of one and the SKU.
5. Optional: Minimum (below this you get a low-stock alert), Reorder quantity and Usual supplier (from the Providers App). These three drive Order what is low in Purchase orders.
6. Optional: the Barcode already on the product (EAN, UPC or the supplier's code). Every item also gets its own QR label with its WI- code.
7. Optional: a Linked item from the workspace's Items list (the one used on invoices), Tags (separated by commas), your custom fields, a Photo (on a phone you can take it with the camera) and a Note.
8. Tick This is a tool or equipment for things that are checked out to a job and checked back in (pumps, hoses, torque wrenches, gas detectors).
9. Click Save the item. The photo is uploaded right after the item is saved.

Editing an item works the same way, without the Quantity field. If you change the Folder while editing, the change is written to the ledger as a Moved line.

Change the stock

1. Click Update quantity on the row or the card. The form shows the item and how many there are Now.
2. Choose what happened. Ordinary items show four choices; tools show six, with Checked out first.
   • Received: add stock, a delivery came in.
   • Taken out: take stock out: used, sold or thrown away.
   • Moved: put it in another folder (choose To folder). Leave the quantity empty to move all of it. If you move only part, that part joins the same item (same name and SKU) in the other folder, or becomes a new copy of the item there.
   • Corrected: type the New quantity, how many there really are; the difference is recorded.
   • For tools also Checked out (the tool goes out with a Job) and Checked in (the tool is back from the job).
3. Type the quantity. Optional: a Reason (suggested: Damaged, Lost, Found, Used, or type your own) and a Note.
4. Click Record it. You see for example "Gloves size 9 received." The row in the list updates in place.

Print labels

1. For one item: open it and click Print label.
2. For a location: choose the folder in the folder picker and click Labels. With All folders chosen you get labels for everything.
3. A PDF opens with labels on an A4 sheet, 3 across and 8 down (70 × 37 mm each).
4. Stick the label on the shelf position, the bin or the tool itself, so it can be scanned under Scan.

Controls and exceptions

• No negative stock. Taking out or checking out more than you have is refused: "There are only 4 pcs of Gloves size 9." Correct the stock first if the shelf really holds more.
• Unique barcodes. "This barcode is already on WI-12." Each barcode belongs to one item. SKUs are not checked for uniqueness.
• Tools need a job. Checking out without a job: "Choose the job it goes out with." Only open jobs are offered.
• Moves. "It is already in that folder." A quantity equal to or above the stock moves the whole item.
• Quantities. Received, Taken out, Checked out and Checked in need a quantity above zero: "Type a quantity above zero." Corrected accepts 0 (the shelf is empty) but not a negative number.
• Names and folders. "Type a name." "A folder cannot go inside itself." "There are still 12 items in this folder or the folders inside it." (a folder must be empty before you delete it).
• No double booking. Each Update quantity form carries a one-time key. If the same form is sent twice (a double tap, a dropped connection), the change is recorded once and the second answer is "This was already recorded."
• Low-stock alert. When an item drops below its minimum, a notification goes once to administrators and to staff whose role has Gate in and out, move units, fill and empty tanks, the tank or service-order permissions, or Move stock, pick lists and jobs: "Gloves size 9 is low: 4 left, minimum 10." It is sent again only after the item has been back at or above its minimum.
• Deleting an item moves it to the trash and writes a Deleted line; its History is kept. You can undo right after, which writes a Restored line.
• Batch update is not a stock move. Moving items to another folder with Batch update changes their folder directly; it does not write a Moved line in History. Use Update quantity → Moved, or edit the item, when the location change must appear in the ledger.
• When the shelf and the book disagree, do not fix it by receiving or taking out. Use Corrected with a reason for a single item, or a stock count for a location, so the difference is visible as a correction in Reports → Transactions.
• Valuation. Value is quantity × the item's Value of one. Receiving a purchase order records the order price on the ledger line but does not change the item's value of one; there is no average-cost or landed-cost calculation. Update the value of one yourself when prices change.

For the manager

• Daily: the Low stock tab and its count. Turn it into orders with Order what is low in Purchase orders.
• Weekly: Reports → Transactions filtered on corrections, with their reasons (Damaged, Lost, Found). Frequent corrections on one item or folder point at shrinkage, wrong units of measure or unrecorded issues.
• Weekly: the Tools tab next to Jobs: which tools are out, and with which job.
• Monthly: the stock value at the top of this screen, the Inventory summary per folder, and the monthly snapshot, which keeps the whole inventory as it was on the first day of each month (the last 13 months).
• Master data quality: every item you reorder should have a minimum, a reorder quantity and a usual supplier; every item you scan should have a label. The Low stock tab is only as good as the minimums.
• AI Reports: "Inventory items (Warehouse)" (quantity, stock value, items below minimum, tools) and "Inventory movements (Warehouse)" (quantities and values in and out, per kind and per source) are available under All business data. The AI assistant can also look up stock and record changes for users who have the matching permission.

Glossary

Item master

The fixed data of an item: name, SKU, barcode, unit, value of one, minimum, reorder quantity, supplier, tool flag.

Folder

A storage location. Folders nest, so a path like Hall 1 / Rack 3 / Shelf B is a full location.

Book stock

The quantity the system holds: the level after the last ledger line.

Ledger

The append-only list of every stock change, one line per change, with the signed change and the level after it.

WI- code

The item's own code (WI-12), printed as a QR on its label and read first by the scanner.

SKU

Your own article code. Not required to be unique.

Barcode

The code already on the product (EAN, UPC, supplier code). Unique per item.

Minimum

The reorder point: below it the item is Low stock and an alert is sent.

Reorder quantity

The quantity Order what is low puts on a purchase order. Without it, enough is ordered to reach the minimum again.

Tool

An item that is checked out to a job and checked back in, instead of being consumed.

Split

Moving part of an item's stock to another folder: the moved part becomes its own item record there.

Opening balance

The quantity typed when an item is created, recorded as a Created line.

Related screens

• Stock counts: recount a location and correct it in one go.
• Pick lists: take items from the shelves.
• Purchase orders: order and receive stock.
• Jobs: tools checked out and back.
• Reports: summary, low stock, transactions, snapshots.
• Scan: labels and barcodes on a phone.
• Warehouse settings: switching the Inventory module on.
• All screens