Add Base Inventory Record

All apparatus, equipment, and inventory should be entered as individual records. If a piece of equipment is stored on apparatus and you need to track the testing or maintenance of the equipment, enter the equipment as an individual record then associate the equipment with the apparatus (which should be a separate record) by using the inventory ID of the apparatus in the Link To Inventory ID field.

  1. From the File menu, select the Apparatus, Equipment, and Inventory option, then the Apparatus, Equipment, and Inventory Master Records option.

  2. (If the Inventory form with the last modified record is opened) Press New (or Ctrl + N) to add a new record.

  3. (If a blank Inventory form is opened) Enter a new record.

  4. (If the Query form is displayed) Press Cancel to add a new record.

  5. Type a Description.

    Add enough information to this field so that you can determine a particular piece of equipment from a list based on the information entered in this field.

    Example: Describe the item, followed by the item’s dimensions. A hose description might look like this: Hose, 4”, 100’.

  6. Type an Inventory ID, or if auto-generate IDs is enabled in Administrative Options, press Tab to let the program assign an ID.

    Inventory ID is used throughout the system to identify specific piece of inventory.

  7. (Optional) Type a Linked to Inventory ID to link one piece of equipment with another.

    Example: A portable pump that is always stored on a particular attack vehicle. The Linked to Inventory ID field of the portable pump record should contain the attack vehicle’s Inventory ID.

    Tip: Right-click and select from a list of valid IDs, or type the equipment ID of the apparatus that this item is on.

  8. (Optional) Type a Unit to ensure that equipment usage in incidents can be tracked for the inventory record.

    When a responding unit is added to an incident, the apparatus usage records of the apparatus associated with the unit is automatically updated.

  9. (Optional) Type or lookup the Staff ID for the member responsible for this apparatus or equipment if necessary.

    Example: The staff member the item was issued to.

  10. (Optional) Type or look up a Location code.

    Location can be generic or specific to a specific apparatus. The location code is also used in generic equipment records.  

    Tip: When adding location codes specific to a piece of apparatus, make sure that the locations are displayed in the order of a walk around the apparatus, so when you print the Apparatus Inventory Checklist report for the equipment record, you can efficiently check the inventory items as you walk around the vehicle.  

  11. (Optional) Type or look up a Vendor code to associate a specific vendor with the apparatus and equipment.

  12. Type or lookup Inventory Class code that best describes the inventory record.

  13. (Optional) Specify purchasing/replacement information.

    Annual Repl Cost is the annual amount set aside to replace apparatus/equipment.

    Date Received is the date you took possession of the item.

    Hr/Unit Cost is the amount to run equipment (or unit cost for inventory items).

    Placed in Service is the date you put the item into service.

  14. Check appropriate Miscellaneous attributes.

    1. Check Generic Equipment to identify the equipment record as generic.

      Information on generic equipment is available in About Generic Equipment.

    2. Check Out of Service to identify the equipment as out of service.
    3. Check Hide Equipment in Lookups to mark this equipment as hidden. Queries that display equipment records can be modified so they exclude equipment marked as hidden.
    4. Specify the Quantity Unit indicating the unit of measure associated with the inventory (for example, ‘Quarts’). This value is displayed after Quantity fields in usage detail records.
    5. Last Meter Reading fields and Last Maintenance/Test fields are displayed for reference purposes.
  15. Add specifications.

    The information added varies based on the specification type.

  16. Press Save, then save and close inventory record.

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