Accessories — User Guide

Module: Fixed Equipment
Audience: IT administrators, warehouse staff, operations managers
Version: 1.0.0
Last updated: 2026-07-22

Overview

Accessories is where you track quantity-based peripherals — mice, keyboards, cables, adapters, and similar items you issue in multiples rather than as individually tagged assets. Each accessory record has a total quantity, a minimum quantity warning level, and an available count that decreases when units are checked out to staff.

Use this screen for stock you hand out and expect back (or write off individually). For one-of-a-kind tagged equipment, use Assets instead.

Prerequisites

Setup before adding accessories:

1. Settings → Categories — create at least one category with type Accessory.
2. Settings → Manufacturers — optional vendor list for filtering.
3. Settings → Locations — optional default storage location.
4. Settings → Suppliers — optional purchase vendor.

Step-by-step: View and filter accessories

1. Go to Fixed Equipment → Accessories.
2. Use the filter dropdowns:
   • Manufacturer
   • Category
   • Location
3. Review the table columns: name, category, model number, manufacturer, location, total quantity, minimum quantity, available, and purchase cost.

Expected result: Active accessories with availability at a glance. Names and available counts appear in red when stock falls below the minimum quantity.

Step-by-step: Add an accessory

1. On the Accessories page, click Add.
2. Complete the form:
   • Accessory name (required)
   • Category (required — accessory-type category)
   • Supplier, Manufacturer, Location
   • Model number, Order number
   • Purchase cost, Purchase date
   • Quantity (required — total units on hand)
   • Minimum quantity — warning threshold for low stock
   • For sell + Selling price (optional commerce flag)
   • Upload image (optional)
3. Click Submit.

Expected result: The accessory appears in the list with available count equal to the quantity entered (no units checked out yet).

Step-by-step: Edit an accessory

1. In the list, open the row menu and click Edit.
2. Update fields. To reduce quantity, you cannot go below the number of units currently checked out.
3. Click Submit.

Tip: If you see a quantity error, open the accessory View page and check in outstanding units first.

Step-by-step: Check out an accessory (from list)

Assign one unit to a staff member directly from the main list.

Before you start: At least one unit must be available.

1. In the last column, click Check-out on the row.
2. Confirm the accessory name.
3. Select a Staff member.
4. Add Notes if needed.
5. Click Check-out.

Expected result: Available count decreases by one. The checkout is recorded on the accessory detail page.

Note: List check-out assigns to staff only. To review who has units, open View on the row.

Step-by-step: Open accessory details (checkout ledger)

1. In the list, click View on a row.
2. The detail page lists all units currently checked out: assignee, notes, checkout date.
3. To check out another unit, click Check-out in the page header (when units remain available).
4. To return a unit, click Check-in on a ledger row, set the check-in date and notes, and submit.

Expected result: Returned units increase the available count on the main list.

Step-by-step: Bulk upload

1. On the Accessories page, click Bulk upload.
2. Download the template, fill in rows, and upload the spreadsheet.

Validate that categories and manufacturers exist in Settings before importing.

Field reference

Common issues

Related features

• Locations — view accessories stored at a specific site
• Assets — individually tagged equipment with serials
• Consumables — quantity items consumed on checkout (not returned)
• Settings → Categories — define accessory categories