Items

The Items page is where your team manages the actual records that represent physical inventory.

This is the page to use when you need to add new equipment, correct quantities, print labels, update conditions, or review stock history for one specific item.

What You Can Do On This Page

• add a new inventory item
• edit an existing item
• delete an item
• search by name or description
• filter by category, condition, or stock level
• open item details and stock history
• generate or preview a barcode
• print barcodes in bulk
• import and export inventory items
• adjust stock with an audit trail

The Main Table

The main table shows one row per inventory item and includes:

• item name
• description preview
• category
• barcode or barcode action
• quantity on hand
• unit cost
• condition
• location
• row actions

Low-stock and out-of-stock items are visually called out so they are easier to spot during busy operations.

Filters And Quick Views

The page supports:

• text search
• category filter
• condition filter
• stock filter

The stock filter can also be opened from overview links such as:

• low stock
• out of stock

That means staff can move from a dashboard alert straight into a filtered working list.

Adding A New Item

When you add an item, the page asks for the practical fields your team needs to maintain later.

Core fields include:

The app automatically generates a barcode after the item is created.

Barcode Behavior

Each item can hold a barcode and barcode format.

The interface supports barcode preview and download, and the module can print labels in bulk for selected items.

Barcode generation is useful when:

• you want faster checkout and return workflows
• your storage team labels shelves or boxes
• volunteers use a scanner instead of searching by name

Supported formats include general-purpose and retail-style formats such as CODE128, EAN, UPC, CODE39, MSI, ITF, and Codabar.

Bulk Label Printing

Bulk printing is built for real labeling work, not just one-off previews.

Staff can select multiple items and print labels in one run. The print workflow creates one label per item quantity.

Example:

• if an item has quantity 5, the print job produces 5 labels for that item

This is helpful when you are labeling multiple copies of the same supply or equipment piece.

Item Details And History

Each item has a details view that combines its current record with recent stock-adjustment history.

That history shows:

• adjustment date
• adjustment type
• quantity change
• who performed it
• notes

This makes it easier to answer questions such as:

• Who corrected this count?
• Was this a restock or a removal?
• Why did this item suddenly drop in quantity?

Adjusting Stock

The stock-adjustment dialog is for manual inventory corrections that are separate from checkouts and returns.

It supports:

• restocking
• write-off or removal
• correction
• audit-style notes

Important rules:

• quantity changes cannot be 0
• stock cannot go below 0
• removal requires a reason note
• the app records who made the change

This is the right tool for situations such as:

• a delivery arrived
• an item was counted incorrectly earlier
• something was thrown away
• an item was lost outside the checkout workflow

Import And Export

The Items page includes the shared import/export controls used elsewhere in the app.

Exports can turn the current filtered list into files suitable for reporting or offline review. Imports can create missing categories automatically during the process.

The import flow expects the practical columns your team would usually have in a spreadsheet, such as:

• Item Name
• Category
• Quantity
• Unit Cost
• Location
• Condition

Related help: /docs/operations/import-export

Condition Tracking

Every item can be marked with one of these conditions:

• good
• fair
• poor
• damaged

Condition matters because the overview and reports treat poor and damaged inventory as items needing attention.

Good Setup Habits

1. Use item names staff would naturally search for.
2. Keep location values consistent instead of inventing a new format each time.
3. Use categories before your item count grows too large.
4. Assign a ministry only when that ownership actually matters operationally.
5. Use stock adjustments for count corrections instead of editing quantity without context.

Common Questions

Should I edit quantity directly or use Adjust Stock?

Use Adjust Stock when you want a recorded audit trail. Direct editing is less useful when someone later needs to understand why the number changed.

What happens if an item has no category?

The item can still exist. It simply appears as uncategorized until you assign one.

Can I create items before labels are printed?

Yes. You can add items first and print or download barcodes afterward.