Inventory: equipment, loans and suppliers

The inventory module keeps what the organization owns (items), where it is (storage locations) and why it changed (movements). Balances are never typed in: each one is the sum of the entries and outputs you registered — so every ball that leaves has a reason, a person or a destination.

You find it under the Inventory menu and the Equipment inventory card on the organization dashboard.

Before you start

1. Create at least one storage location (e.g. “Sports department warehouse”). Optionally link it to a registered sports venue to reuse its address and map.
2. Register the items. Name, category (Balls, Uniforms, Nets/Goals, Awards, Training equipment, Electronics, Other — you can add your own), size, color and a minimum stock.
3. Register the first entry with the quantity you have today. Done: the dashboard starts showing balances and alerts.

Movement types

Type	What it does	Requires
Entry	Adds to the destination location	Destination; supplier, invoice/PO and price are optional
Output	Permanent withdrawal (distribution, consumption)	Source location
Transfer	Moves between two locations of the organization	Different source and destination
Adjustment	Inventory correction: positive adds, negative removes	One location
Loss	Misplacement or irreversible damage	Source location and a reason
Loan	Temporary withdrawal by a person	Source location and person; expected return date is optional
Return	Closes an open loan	The loan; goes back to the source location (or another one you pick)

Rules the system enforces on its own:

• Output, loss, loan and transfer never leave a negative balance.
• A location blocked for withdrawals accepts entries but refuses any output. Handy for the trophy room or equipment reserved for an event.
• A return only exists for a loan that is still open, and always for the full quantity lent.

Serialized items

Turn on Track by serial number for scoreboards, pumps, tablets and anything you need to trace one by one. Each unit gets a number, a condition (new, good, fair, damaged, written off) and its current location.

These items move one unit at a time: on entry you enter (or create) the serial number; on output you choose which unit leaves. A loss writes off the unit automatically.

Loans and overdue returns

The Loans screen lists what is out and with whom. Once the expected date passes, the loan shows as overdue — on the dashboard, in the list and in the report. The Return button registers the return in one click and lets you note the condition the item came back in.

Reports

Under Reports, four templates cover what municipalities and sports departments ask for in accountability:

• Inventory by location — balance and minimum stock of each item, with alert.
• Movements — everything that happened in a period, filtered by type.
• Loans by person — open and overdue, with days overdue.
• Entries by supplier — quantities and amounts received in the period.

All export to PDF, CSV, XLS, HTML or PNG.

Who can do what

Permission	Owner / Admin / Manager	Operator	Finance
View stock, items and suppliers	✓	✓	✓
Register movements and loans	✓	✓	–
Manage items, locations and suppliers	✓	–	–

Roles follow the same permission table as the other areas of the organization.