Consumables

Consumable items are spare parts or accessories that do not need to be tracked individually, but rather by quantity. They are added in a model level. Unlike stock models, consumables are not returned to stock—their total quantity decreases as they are used.

Examples of consumable items: disposable respirators, batteries, ballet shoes, replacement lamps.

Activating consumables

Consumable items can be activated or deactivated from: Admin > General Settings > Models

If you need help with settings, please contact Trail Support: support@trail.fi

Viewing Consumables

All consumable models can be found under: Items > Consumables. At the top right corner of the page, you’ll find icons that allow you to:

  • Adjust which columns are displayed in the list view
  • Open the catalog view

Consumables' own view

From the consumables' own view, you can find information related to a specific model. In this view, you can for example:

  • Check from which locations or departments the item is in stock.
    • Visibility may vary depending on which departments the user has access to.
  • Add / Write-off / Transfer stock.
    • Transferring means that the stock is moved from one location to another, for example.
  • Add attachments (e.g. images or instructions).
  • Display manufacturer barcodes.
    • If this section is not visible, you can enable it under Administration > General Settings > Identifiers.
    • The barcode is an identifier provided by the manufacturer and can be used in searches.

Creating a new consumable model

Creating a model or updating its quantity requires Editor access to Items.

  1. Go to Items > Consumables
  2. First, check that the model doesn’t already exist.
  3. Click Create consumable model.
  4. Fill in the model details as follows:
Field Description
Category Select the appropriate group (required).
Type Choose the correct item type (required).
Manufacturer Enter the manufacturer’s name.
Model name Give the consumable item a clear and descriptive name (required).
Renewal price Approximate cost of replacing the item.
Estimated lifespan How long the item is typically used.
Stock type Select Consumable (required).
Alert threshold Notification limit that can trigger an alert when quantity falls below it.
Reservable Can stock be taken into use as part of a reservation.
Spare part Select Yes if the item is a spare part.
Description Free text field for additional details.
  1. Click Save Changes.

Adding quantity to an existing model

Stock per Location / Department section shows where the model currently exists by location and department.

  1. Click Add.
  2. Fill in the fields:
    • Change: number of units to add.
    • Department: which department the quantity belongs to. If left blank, the quantity is visible to all departments.
    • Location: where the quantity is physically stored—either a specific site or device.
  3. Click Save Changes.

Linking a consumable's stock to item card

Consumable's quantity can be assigned to item card when the item is physically part of that item, for example, a vehicle. To make this possible, ensure that the item card allows adding contents.

  1. Open the consumable
  2. Click Add
  3. Fill in the following fields:
    • Quantity
    • Department
    • Under Location > Item, select the relevant item.
  4. Click Save.

The item will now appear on both the item card and the consumable's own page.


Deleting a consumable

If a consumable's quantity was added incorrectly, or if you want to manually remove used quantities:

  1. Open the consumable
  2. Select Write-off and fill in:
    • Quantity, department, and location from which the items are removed.
    • Reason: Broken, Lamp replacement, Lost, or Stolen.
  3. Click Save

Deleting an entire consumable model

A model cannot be deleted if it still has a remaining quantity in any location or department.

Once all quantities have been removed, a Delete button appears in the top-right corner of the model card.

After deletion, the model can still be found later using an advanced search in the model list.

⭐ Tips

  • Use consumable items for equipment or materials that do not require individual tracking.
  • Set alert thresholds for critical consumables to prevent stockouts. For detailed instructions on creating alerts, see: Notifications.

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