Inventory

What this is for

Twenty-six weekends a year, the same cases go on the same truck. And every
year somebody opens case 7 in a ballroom in another state and finds the
extension cords aren’t in it.

This is the list. Numbered cases, what’s supposed to be in each one, how
many, and what condition it’s in. Print a code for each case, stick it on,
and anybody with a phone can see the packing list — or run the check —
standing at the truck.

The main page

The Inventory page has a switch at the top with two views:

• Cases — one row per numbered case
• Items — every single item you own, in one long list

The Items view has quick filters worth knowing: Low stock,
Damaged/missing, and Unassigned. Those three answer most of the
questions you’ll actually have.

Creating a case

Filling in the packing list

Once the case exists, you’re on its own page. The card in the middle is
called Manifest — that’s just the list of what belongs in the case.

Under the table there’s a short strip to add an item: Item,
Container, Pack, On hand.

• Item — the name.
• Container — an optional sub-grouping inside the case. If you’ve got
  a small bin inside case 7 that holds all the cables, name it and every
  cable goes under it. Anything you don’t put in a container shows as
  Loose in case.
• Pack — how many belong in the case when it’s fully stocked.
• On hand — how many are actually there right now.

The Repl column (short for reorder threshold) is the number that
triggers a warning. Set it to 2 on gaff tape and Herding Cats will start
telling you to buy more once you’re down to two.

You can drag items up and down, move an item to another case, or pull it
out of the case entirely.

Items that aren’t in a case yet

There’s a card called Unassigned items for gear that hasn’t been packed
anywhere. Add something there with the Add item button on the main
Inventory page, and drag it onto a case whenever it gets packed.

What needs attention: the Replenishment page

Click Replenishment at the top of the Inventory page. The description
tells you what it is: Restock, repair, and replace — assembled live from
every case’s manifest, so nothing dies in a binder.

You don’t build this list. It builds itself, from three signals:

The Need column tells you how many to buy to get back to a full pack.

For each row you can:

• Resolve it — for a restock, it sets the count back to a full pack;
  for a repair or replace, it sets the condition back to good.
• Create task — puts it on somebody’s to-do list. Once created the
  button reads Task open.
• Log repair — starts a costed repair record. Once logged it reads
  In shop.

When everything’s fine the page says so: Nothing needs attention. —
Every count is at or above its threshold, and nothing is marked damaged or
missing. The cases are show-ready.

Repairs: the Maintenance page

The maintenance log is the costed history behind the repair queue — what
broke, who fixed it, what it cost.

Entries move through Open → In progress → Resolved. When you
click Resolve it asks for the Final cost — this is the number the
history keeps — and how it was fixed.

If your company has the Finance add-on, the three-dot menu on a maintenance
row offers Create repair bill. It drafts a vendor bill for you, coded
to repairs and maintenance, which you then approve and pay under
Payables.

The count history: Stock movements

Every change to a count is written down, in date order, on the
Movements page. Purchases, sales, load-outs, shrinkage — everything.

The important rule is printed on the page: movements can’t be edited. If
you record something wrong, you fix it by recording the opposite movement,
not by rubbing out the first one. That way the history stays honest.

To record one by hand, click Record movement, pick the Item, the
Kind (Purchase, Sale, Transfer, Adjustment, Load-out, Load-in,
Shrinkage, Return), a positive Quantity, and the date it happened. The
kind decides whether it adds or subtracts. There’s a preview showing what
the count will become.

Importing a packing list you already have

If your cases are already listed in a document somewhere, you don’t have to
retype them.

What it’s all worth

The Finance button at the top of the Inventory page opens a short menu
with two exports: Export asset register (.xlsx) and
Export asset register (.csv).

The Excel file has three sheets:

• Asset register — every piece of gear with its serial number, what it
  cost, what it would cost to replace, and its value today. The page notes
  it doubles as the insurance schedule.
• Stock value — what your stock is worth right now.
• All items — everything, cases and loose gear alike.

To fill in those numbers, click the money icon on any item to open
Cost & finance. It asks one useful question first —
What kind of thing is this? — with three answers:

• Durable asset — Gear that lasts years — cases, processors, staging.
• Consumable — Supplies that get used up and rebought — tape, bags,
  batteries.
• Resale merch — Stock you sell on — shirts, pins, programs.

Everything in that box is optional. Fill in what you know.

Where to go next

• Load-outs and QR labels — the codes on the cases
  and what a phone actually shows when you scan one