iiQ Resources - Adding, Transferring, and Adjusting Inventory

Inventory in the iiQ Resources product allows you to keep track of the availability of non-serialized, interchangeable, non-consumable, or consumable assets throughout the district and at each location as needed. Inventory is helpful for any Asset Types of “Generic” or “Consumables” inventory types and does not apply to any Serialized Resources being managed in iiQ Resources.

Users will need the following permissions to do the following:

The Inventory tab is available on the Asset Details page for non-serialized assets. The Inventory tab is not available for assets that are categorized as a Serialized Inventory Type by the Asset Type they are associated with since these assets are uniquely tracked as their own individual asset record in iiQ.
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When checking in and out, non-serialized Assets will update the inventory amounts automatically.

This Basketball is an example of a Generic inventory item since its Asset Type (Sporting Goods) is set to a Generic inventory type. Because of this, the end user can see an Inventory tab from its profile.

You will see three main information sections from the Inventory tab.

Total Available Inventory

This component will display two values. The first value included on the left will consist of all available inventory across all Locations that:

The second value included in this component will represent the total quantity of this Asset throughout the district that has been added to inventory, regardless if it is currently assigned or unassigned.

Availability by Location

This component will include a card for each location with an inventory of the user's viewing assets. For each Location, you will be able to see how many items are available to be assigned. Inventory quantities by room number will also be included below the total amount available at the location. Only Rooms where this Asset’s inventory is located will be listed.

Supply Flow (Inventory Log)

The Supply Flow section of this page serves as a running timeline of any inventory Additions, Adjustments, or Transfers. As these transactions are completed, the entry is added to the Supply Flow timeline along with the date the transaction was completed and the name of the User who performed the transaction.

From the Inventory tab, the user will be able to perform the following actions:

There are two methods of adding inventory for a Non-Serialized Asset in iiQ Resources:

Add inventory to a location that currently has no inventory. Select the "More" option in the top right corner of the Availability by Location section. Next, select Add Inventory. You will then be prompted to choose a location for the inventory. After selecting a location, you can optionally specify a specific room where the inventory will be located. Additionally, you must enter the quantity of inventory you are adding to the selected location.

You can also add Inventory to a particular Location by selecting the Add Inventory option from that Location’s menu. By choosing this option from the Location instead of the generic menu included on this page, the Location is pre-populated for the end user with the Location they selected the Add Inventory option from.

You can also optionally provide the Purchase Order Number of the Purchase Order used to purchase the inventory being added. You can also optionally select a Funding Source to indicate the specific budget, account, or fund used to purchase the inventory. Funding Sources must be defined in the Funding Sources page (Administration > Funding Sources) before they are available to be selected.

Once all required fields have been completed, you can add inventory by selecting the Add Inventory option.

Before:

After:

Immediately after adding inventory, the Inventory page will refresh and reflect the recently added inventory in 4 places:

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All transfers can be initiated from the Transfer Asset option in the menu on the Inventory tab of that Asset’s profile.

After selecting Transfer Inventory, the user will be presented with the modal pictured below:

In the From Location field, you will first want to select the Location from which they are transferring inventory. This field will only allow the user to select a Location and/or Room combination that currently has an inventory greater than 0. If the location has inventory at one location that has inventory in multiple rooms, the drop-down will show that location - room.

Users can also transfer Inventory to a particular Location by selecting the option to Transfer Inventory from that Location’s menu. By selecting this option from the Location instead of the generic menu included on this page, the Location is pre-populated for you with the Location they selected the Transfer Inventory option from.

After selecting the Location and/or Room from which inventory will be transferred, you should also select the To Location, or the Location to which inventory will be transferred.

After selecting a To Location, you can choose a specific Room at that location to transfer inventory. The To Location must be selected before a Room can be selected. You will only be able to choose from a list of Rooms at the selected Location.

After selecting a To Location, the left side of the modal will reflect the Total available inventory at both Locations.The numerical value for either location will reflect inventory within the selected Room only if a Room has been chosen for the From or To Location.

The first numerical value included on the left represents the total available quantity of inventory located in the Gym at Amethyst Elementary (From Location/Room). The second numerical value included on the left represents the total available quantity of inventory at the Amethyst High School Location (To Location).

Once the For Location and To Location details have been selected, the Quantity of inventory items being transferred must be defined. The value entered in the Quantity field must be a positive numerical value greater than 0 and also less than the total amount of available inventory at the From Location/Room.

Once a numerical value has been entered for Quantity, the left side of the modal will update to reflect:

The new value that appears next to the current quantity of available inventory for each Location will reflect the updated total of available Inventory at each Location after the Inventory Transfer has been completed.

After the Inventory transfer of 25 items has been completed, the new Total Available Inventory quantity for Amethyst Elementary School Gym will be 75. The new available inventory at Amethyst High School will be 25.

You can additionally enter a Reason for Transfer. After completing the required fields and selecting Transfer Inventory, the user should notice the Inventory tab refresh to reflect the recent inventory transfer.

The following areas are updated to reflect changes made by an Inventory transfer:

If you need to adjust inventory quantities at any location for any reason, you can easily add or deduct inventory. Simply select the "Adjust Inventory" option in the generic menu on the Inventory page, or access it from the Availability by Location section on an individual location’s card. Selecting the option from a Location’s card pre-populates the Location for the Inventory adjustment. If the Adjust Inventory option from the generic menu is included on the Inventory tab, a Location must be selected.

Selecting Adjust Inventory from a Location’s card pre-populates the Location in the modal pictured below using the Location that Adjust Inventory was selected from.

Once a Location has been selected or populated, you can optionally select a Room that exists at that Location to adjust inventory for.

Next, update the New Quantity field with the new quantity at that location, and the card on the left will reflect the change.

After the new quantity has been entered, you are required to define a reason for the adjustment by either selecting Adjustment or Lost/Stolen. The option chosen for this field will later be included in the Supply Flow entry for the inventory adjustment.

In addition to selecting a reason for adjustment, you are also required to enter some additional notes in the Additional Comments field. Any notes logged in this field will be visible to users in the Supply Flow entry for the adjustment after it is completed.

After entering all required fields, select the Adjust Inventory option to complete the adjustment.

Immediately after adjusting inventory, the Inventory page will refresh and reflect the recently adjusted inventory in 4 places:

If you need to remove quantities at any location, you can select the "Remove Inventory" option in the generic menu on the Inventory page. Removing inventory should only impact the Available and the Total inventory. Removed inventory is reflected in inventory reports and related metrics. For instance, if 10 items are marked as “Lost,” those quantities will appear in the Lost inventory reports for the corresponding location and room. This information will also be displayed in the Supply Flow for that Asset.

In the Remove Inventory pop-up, you can enter the number of items to remove (for example, 12). The card on the left will automatically update to display the new total number of items (1416). You can set up the asset statuses in the "Status of Removed Assets" dropdown by going to the Admin > Asset Statuses page.

After selecting Remove Inventory, the Total available and Total inventory (all locations) fields will show adjusted numbers. The Supply Flow section will also show the inventory removal record.

Users can specify the minimum inventory quantity threshold for each designated Location. This allows for better stock level management, ensuring that inventory does not fall below a predefined amount at any given site.

To adjust the threshold, go to the Details of the Generic or Consumable asset and select the Inventory tab. Then, choose Location Edit Settings under the ellipses dropdown for a specific location.

You can enter a threshold quantity amount in the Minimum Quantity field. This field is required.

Suppose you cannot “Adjust Inventory Settings” when entering the Minimum Quantity. In that case, they will get a warning in Red: “You do not have permission to manage inventory for this location.”

Users can specify the minimum inventory quantity threshold for each designated Location. This allows for better stock level management, ensuring inventory does not fall below a predefined amount at any site.

To adjust the threshold, go to the Details of the Generic or Consumable asset and select the Inventory tab. Then, choose Location Edit Settings under the ellipses dropdown for a specific location.

You can enter a threshold quantity amount in the Minimum Quantity field. This field is required.

Suppose you cannot “Adjust Inventory Settings” when entering the Minimum Quantity. In that case, they will get a warning in Red: “You do not have permission to manage inventory for this location.”