Inventory on browser

The Inventory feature allows you to verify the physical presence of items assigned to a location and update their location information in Trail.

Inventories can be found under Items → Inventory

Creating and carrying out inventories requires editor rights for inventories.

Topics:

  1. Inventory list
  2. Create new inventory
  3. Perform inventory
  4. Close an inventory
  5. Search for inventoried items in the item list
  6. Export an inventory to Excel

Inventory list

You can view ongoing and previously completed inventories as follows:

  1. Open Items → Inventory
  2. Search for inventories using the following filters:
    • Free text: Search by location name. Inventories are usually found using the sublocation name
    • Inventory status: Search for ongoing or closed inventories

Create new inventory

  1. Open Items → Inventory
  2. Click Create new inventory in the upper-right corner
  3. Fill in the following information:
    • Location: Search for the exact location where the inventory will be carried out
      • If a building has sublocations, inventories are carried out by sublocation. For example, School Road 2A / Storage
    • Include: Select whether the inventory should include all items or only marked items
      • Marked items are items that have a label printed or linked from Trail, or that have information entered in the My identifier -field
    • Description: Optionally enter a description or additional information. The description is shown in the inventory list

  1. Click Create
  2. The inventory page opens and displays all items assigned to the selected location.

Perform inventory

⭐ We recommend using a barcode scanner or RFID reader when carrying out inventories, as this makes scanning items significantly faster. Separate instructions are available for RFID inventories: Inventory with an RFID reader

  1. Click the Read barcode field
  2. Scan the QR codes or barcodes of the items in the location
  3. If an item's label cannot be scanned, find the item in the list and click Add
  4. The scanned item automatically changes to Found status
  5. To undo a scan, click Remove on the item row

Status Explanation
Missing The item belongs to the location but has not yet been scanned or found
Found The item assigned to the location has been found during the inventory
Misplaced The item is assigned to another location. When the inventory is completed, its location is automatically updated to the inventoried location
Broken The item has an open defect report

Special situations:

  1. The label is worn or damaged: Find the item in the list using its Trail ID and click Add, or enter the ID directly in the Read barcode field. Print a new label for the item at the same time
  2. The item cannot be found in the location: Try to locate all items with the Missing status before completing the inventory. An item may have been overlooked or lost

Close an inventory

Note: Once an inventory has been completed, its information can no longer be edited.

  1. Open the inventory
  2. Click Inventory is reade
  3. Confirm by clicking OK
  4. When the inventory is completed, location information is updated as follows:
Status What happens
Found The item remains in the location. The Last seen column is updated if it is enabled in the item list
Missing The item remains in the location. Missing items can be searched for separately in the item list
Misplaced The item's location is automatically updated to the inventoried location

Search for inventoried items in the item list

  1. Open Items → All items
  2. Open Advanced search
  3. Enter the search criteria:
    • Location: Select the location you want to review
    • Last seen at : Select whether you want to search for found or missing items
      • Date in both fields: Shows items that were seen during the selected date range
      • Date only in the first field: Shows items that have been seen after the selected date
      • Date only in the second field: Shows items that had not been seen by the selected date, for example items that remained in Missing status during the inventory

Export an inventory to Excel

  1. Open Items → Inventory
  2. Open the inventory you want to export
    1. Might be found with the state Closed
  3. Click Export list to Excel
  4. The file is exported to your device