Consumables — User Guide

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

Overview

Consumables is where you track quantity-based supplies — toner, paper, cables, and similar items issued in multiples. Each consumable 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 may or may not expect back. For peripherals you routinely loan and return, use Accessories. For parts installed inside tagged equipment, use Components.

Prerequisites

Setup before adding consumables:

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

Step-by-step: View and filter consumables

1. Go to Fixed Equipment → Consumables.
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 consumables with availability at a glance. Names and available counts appear in red when stock falls below the minimum quantity.

Step-by-step: Add a consumable

1. On the Consumables page, click Add.
2. Complete the form:
   • Consumable name (required)
   • Category (required — consumable-type category)
   • Manufacturer, Location
   • Model number, Item 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 consumable appears in the list with available count equal to the quantity entered.

Step-by-step: Edit a consumable

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 consumable View page and check in outstanding units first.

Step-by-step: Check out a consumable (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 consumable 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 consumable detail page.

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

Step-by-step: Open consumable 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 Consumables 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 consumables stored at a specific site
• Accessories — loaned peripherals expected back
• Components — parts installed into parent assets
• Settings → Categories — define consumable categories