Adding Inventory

This guide explains how to add new items to the inventory system and maintain accurate item records.

Creating New Items

Step 1: Start Item Creation

1. Navigate to Items in sidebar
2. Click ”+ New Item”
3. Or use Quick Add from dashboard

Step 2: Basic Information

Field	Required	Description
Item Name	Yes	Descriptive name
SKU/Code	No	Internal reference
Category	Yes	Item type
Subcategory	No	More specific type
Description	No	Detailed description

Step 3: Specifications

Field	Description
Brand	Manufacturer
Model	Model number
Color	Item color
Size/Dimensions	Physical size
Material	What it’s made of

Step 4: Financial Information

Field	Description
Purchase Price	Cost per unit
Currency	Price currency
Supplier	Where purchased
Purchase Date	When acquired

Step 5: Location

Field	Description
Property	Which property
Location	Specific area
Zone	Sub-area

Step 6: Stock Information

Field	Description
Initial Quantity	Starting count
Unit	Each, box, set, etc.
Minimum Stock	Low stock threshold
Maximum Stock	Storage limit

Step 7: Condition

Field	Description
Condition	Current state
Warranty End	If applicable
Notes	Condition details

Step 8: Photos

1. Click “Add Photos”
2. Upload or take photos
3. Set primary photo
4. Add captions

Step 9: Save

Review all information and click “Save Item”.

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Bulk Import

Importing Multiple Items

1. Go to Items → Import
2. Download template (Excel)
3. Fill in item data
4. Upload completed file
5. Review preview
6. Confirm import

Template Fields

Column	Required	Description
Name	Yes	Item name
Category	Yes	Category name
Quantity	Yes	Initial count
Property	Yes	Property name
Location	No	Location name
Brand	No	Brand name
Model	No	Model number
Condition	No	Condition status
Price	No	Unit price

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Item Types

Equipment

Long-lasting items requiring tracking:

• Appliances
• Electronics
• Furniture
• Tools

Settings:

• Track serial numbers
• Warranty information
• Maintenance schedules

Consumables

Items that get used up:

• Cleaning supplies
• Toiletries
• Kitchen supplies
• Office supplies

Settings:

• Track quantities
• Reorder points
• Expiration dates

Linens

Fabric items:

• Towels
• Sheets
• Blankets
• Pillows

Settings:

• Track sets
• Condition monitoring
• Replacement cycles

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Managing Items

Editing Items

1. Open item detail page
2. Click “Edit”
3. Modify fields
4. Save changes

Copying Items

To create similar items:

1. Open existing item
2. Click “Duplicate”
3. Modify as needed
4. Save as new item

Archiving Items

For retired items:

1. Open item
2. Click “Archive”
3. Enter reason
4. Confirm

Archived items hidden but data preserved.

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Photos

Photo Requirements

Requirement	Specification
Format	JPG, PNG
Minimum Size	800x600 pixels
Maximum Size	10 MB
Recommended	Multiple angles

Photo Tips

• Good lighting
• Clear focus
• Show condition
• Include context
• Capture labels/tags

Managing Photos

• Drag to reorder
• Set as primary
• Add captions
• Delete unused

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Categories

Standard Categories

Category	Description
Equipment	Durable goods
Consumables	Used-up items
Linens	Fabric items
Electronics	Tech equipment
Furniture	Furnishings
Kitchen	Cooking items
Bathroom	Bath supplies
Outdoor	Exterior items
Safety	Safety equipment
Decor	Decorative items

Custom Categories

Admin can add categories:

1. Go to Settings → Categories
2. Click ”+ Add Category”
3. Enter name and description
4. Save

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Best Practices

Naming Conventions

Use consistent names:

• [Brand] [Type] [Size/Color]
• Example: “Samsung TV 55-inch”

Categorization

• Use most specific category
• Be consistent
• Review periodically

Documentation

• Add complete details
• Upload photos
• Note special info
• Update when changes

Initial Counts

• Physical count
• Verify condition
• Note any issues
• Document accurately