Asset & Inventory Management Overview
The Asset Management module is designed to help clubs and organisations track, monitor, and maintain visibility over all physical items and stock under their control. This includes consumables, equipment, venue assets, tools, and any materials regularly used or distributed as part of club operations.
This system consists of three core areas:
- Inventory: Manage a complete list of assets and consumables.
- Stock Movements: Log additions and removals from inventory.
- Inventory Logs: Maintain a full audit trail of changes.
1. Inventory
The Inventory section allows administrators to create and manage a list of assets or stock items, along with their associated quantities and values.
Each item contains:
- Name: The name or description of the asset.
- Quantity: The current stock level or unit count.
- Price per Unit: The value of a single unit.
- Total Price: Automatically calculated as Quantity × Price per Unit.
This view provides a clear overview of what the organisation owns, how much is available, and the approximate financial value of each item.
Creating Inventory Items
To create an inventory item, navigate to the Assets section and choose Create Asset / Consumable. You will be prompted to enter the name, quantity, and unit price. The total price is automatically calculated and shown but cannot be edited directly.
Each asset is associated with the currently logged-in user for accountability and tracking.
2. Stock Movements
The Stock Movements section is used to track changes in inventory levels. This includes the addition of new stock or removal of items due to use, distribution, damage, or disposal.
When logging a stock movement, you must select:
- Inventory Item: The item being adjusted.
- Quantity: The number of units added or removed.
- Movement Type: Either "Add" or "Remove".
- Note: A reason or explanation for the change.
The system will automatically update the quantity of the item in the main Inventory list. Movements are tracked by user and date, giving a clear audit trail of activity.
This is particularly useful for:
- Logging restocks of consumables
- Tracking loaned or returned items
- Adjusting quantities after physical audits
3. Inventory Logs
The Logs section maintains a full history of every change made to any inventory record. This includes:
- Who made the change
- What field was changed
- The previous and new values
- When the change occurred
This ensures full transparency and allows administrators to review past activity, correct errors, and maintain accountability.
Logs are automatically generated behind the scenes and are not editable or manually created. This provides a secure and accurate audit trail.
Pricing & Currency
All pricing within the Inventory and Stock Movement systems uses the tenant's configured currency, ensuring consistency across all financial records. Prices are formatted automatically and displayed alongside each value.
Access Control
This module can be restricted to specific roles such as equipment_manager, treasurer, or admin. Only authorised users should be allowed to add or adjust stock, ensuring the integrity of inventory data.
Summary
The Asset and Inventory Management module gives clubs a reliable system for managing physical items, tracking changes in stock levels, and maintaining accurate historical records. Whether you're managing tackle, tools, event equipment, or general consumables, this system ensures everything is documented, valued, and accounted for.
Used in combination with the Invoicing system, it provides a robust financial and operational overview for club administrators and committee members.