Inventory Tracking
Comprehensive asset and inventory management with real-time stock tracking, categorisation, storage management, and automated reorder alerts across your organisation.
Overview
Datar's Inventory Tracking module gives your organisation complete visibility into physical assets and consumables. Track stock levels in real time, manage storage locations, set reorder alerts, and process inventory requests through integrated approval workflows.
Real-time visibility
Instant access to stock levels, availability, and location data across your entire inventory. Search and filter by category, status, SKU, or storage location.
Automated alerts
Configurable reorder points trigger low-stock alerts before items run out. Threshold-based notifications ensure timely restocking and prevent disruptions.
Integrated requests
Employees request items directly from the inventory catalogue. Approved requests automatically reserve and deduct stock, keeping quantities accurate.
Browsing inventory
How to find the items you're looking for
When you open the Inventory page, you will see a list of all items available in your organisation. You can narrow down this list to find exactly what you need.
Searching: Use the search bar at the top of the page to look up items by name, SKU number, or description. Results appear instantly as you type.
Filtering: Use the filter options to narrow results by category, stock status, storage location, or price range. You can combine multiple filters at once.
Sorting: Click on any column header to sort items by name, quantity, price, or date added. Click again to reverse the order.
Each item displays a coloured status indicator so you can see its availability at a glance:
Status | Description |
|---|---|
In stock | The item has plenty of stock available and is well above the reorder point. |
Low stock | Stock has dropped below the reorder point. Consider placing a new order soon. |
Out of stock | No units are currently available. New stock needs to be ordered. |
Reserved | Stock is set aside for a pending request and is not available for general use. |
Adding new items
How to add a new item to the inventory system
To add a new item, click the Create item button on the Inventory page. You will be guided through entering the following details:
Step 1: Basic information — Enter the item name and a brief description. Choose a name that is easy for others to recognise and search for.
Step 2: SKU and identifiers — Assign a unique SKU (Stock Keeping Unit) number. This is a short code that helps identify the item quickly, for example "LAP-DEL-001" for a Dell laptop.
Step 3: Pricing — Enter the unit cost and, if applicable, the selling price. This helps with budgeting and reporting.
Step 4: Initial stock quantity — Enter how many units you currently have on hand. This becomes the starting count for tracking.
Step 5: Category and location — Select a category for the item (or create a new one) and choose where it is stored.
Organising items
Group items into categories and subcategories for easy navigation
Categories help you group similar items together so your inventory stays organised as it grows. You can create a hierarchy of categories to reflect how your organisation thinks about its items.
For example, you might organise items like this:
To create a new category, go to the Categories section in the Inventory page. Click Create category, give it a name, and optionally select a parent category to nest it under.
You can rearrange categories at any time by editing them and changing their parent. Items within a category will automatically appear when browsing that category or any of its parent categories.
When you browse by category, you will see all items in that category plus all items in its subcategories. For example, browsing "Electronics" would show laptops, desktops, monitors, keyboards, and mice.
Tracking stock levels
Monitor quantities, set alerts, and avoid running out of essential items
Every item in the system has a stock level that is updated automatically as items are added, requested, or reserved. You can see the current stock level on any item's detail page.
Available stock
The number of units that are currently available for use or distribution. This is the total quantity minus any reserved units.
Reserved stock
Units that have been set aside for pending requests. These items are spoken for but have not yet been physically distributed.
A reorder point is the minimum quantity you want to keep on hand for an item. When available stock drops to or below this number, the system flags the item as Low stock and you will see it highlighted in your inventory list.
To set a reorder point, open the item's detail page and enter a number in the Reorder point field. For example, if you always want at least 5 printer cartridges on hand, set the reorder point to 5.
Every change to an item's stock level is recorded automatically. You can view the full history on the item's detail page, including:
Stock added (e.g., new delivery received)
Stock deducted (e.g., request fulfilled)
Stock reserved (e.g., pending request approved)
Adjustment made (e.g., manual correction after an audit)
Stock movements
Understand how stock flows in and out of your inventory
Every change to your inventory is recorded as a stock movement. The system automatically tracks inbound movements (new stock arriving) and outbound movements (stock being issued or reserved), creating a complete audit trail.
Inbound movements
Stock increases from new deliveries, returns, or manual adjustments. Each inbound movement records the quantity, source, and the user who received the goods.
Outbound movements
Stock decreases from fulfilled requests, reservations, or disposals. Each outbound movement records the quantity, recipient, and approval reference.
Open any item and navigate to its movement history to see a chronological log of every stock change. Each entry includes:
Date and time — When the movement occurred.
Type — Received, Issued, Reserved, Adjusted, or Disposed.
Quantity — How many units were affected.
User — Who initiated or approved the movement.
Reference — Link to the related request or purchase order.
Requesting items
How to request supplies or equipment from inventory
If you need supplies or equipment from the inventory, you can submit a request directly from the item's page. Here is how it works:
Step 1: Find the item — Browse or search for the item you need in the Inventory page.
Step 2: Click "Request" — Open the item and click the Request button. Enter the quantity you need and add any notes (for example, "Needed for the new hire starting Monday").
Step 3: Submit your request — Your request is sent to the appropriate approver. The requested quantity is temporarily reserved so it is not given to someone else in the meantime.
Step 4: Receive your items — Once approved, the stock is officially deducted and you will be notified that your items are ready for pickup or delivery.
Managing storage locations
Track where items are physically stored
Storage locations help you track the physical whereabouts of your inventory. Each location can represent a building, room, shelf, or any area where items are kept.
Locations
Broad areas such as a warehouse, office building, or storage room. For example: "Main Warehouse", "Floor 3 Storage Room".
Slots
Specific spots within a location, such as a shelf, bin, or cabinet. For example: "Shelf A-3", "Cabinet 12".
To create a new location, go to the Locations section of the Inventory page. Click Create location and enter a name and optional description. You can then add slots within that location.
When adding or editing an item, you can assign it to a specific location and slot. This makes it easy for anyone to find the physical item when they need it.
Business Outcomes
Measurable improvements to how your organisation manages physical assets
Reduced stockouts
Automated reorder alerts and real-time visibility ensure essential items are restocked before they run out, preventing operational disruptions.
Cost control
Accurate stock data prevents over-ordering and waste. Movement history and cost tracking support informed purchasing decisions and budget management.
Complete audit trail
Every stock movement is recorded with who, what, when, and why. Immutable movement logs support compliance requirements and internal audits.
Self-service requests
Employees browse the catalogue and request items directly. Integrated approval workflows replace manual email-based coordination.
Location tracking
Know exactly where every item is stored across your organisation. Hierarchical locations and slots make physical retrieval fast and reliable.
Data-driven decisions
Stock history and consumption patterns inform procurement planning. Trend data helps optimise reorder quantities and storage allocation.
Quick reference
Common questions answered at a glance
Status | Description |
|---|---|
In stock | Plenty of units available, well above the reorder point. |
Low stock | Available quantity is at or below the reorder point. Reordering is recommended. |
Out of stock | No units currently available. A purchase order may be needed. |
Reserved | Units are held for a pending request and are not available for general use. |
Discontinued | This item is no longer being stocked or reordered. |
Statuses update automatically based on movements, receipts, and reorder thresholds set by your inventory team.
You can still submit a request for out-of-stock items, but it will not be fulfilled until new stock arrives. Your request will be placed in a queue and processed once the item is restocked. If you need the item urgently, contact your manager about placing a purchase order through the Procurement module. Urgent requests can be flagged in the request notes.
When new stock is added for an item you have a pending request for, you will receive a notification. You can also check the item's stock history to see recent additions. If notifications are disabled, check the Requests page for status updates.
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