Managing Items

Learn how to create, edit, and manage inventory items in Invenicum

Overview

Items (also called assets or inventory items) are the core objects you track in Invenicum. Each item belongs to an asset type and can have custom fields, images, location tracking, and more.

Creating Items

Manual Creation

1. Navigate to Asset Type

   From the sidebar, select your container, then click on Asset Types and choose the type you want to add items to.

2. Click Create New

   Click the Create Asset button in the asset list view.

3. Fill Required Fields

   Complete the main data section:

   • Name (required): The item’s display name
   • Description: Detailed information about the item
   • Location: Select where the item is stored
4. Add Stock Information

   In the Stock & Codification section:

   • Barcode: Unique identifier (can be scanned)
   • Quantity: Current stock amount
   • Minimum Stock: Alert threshold for low inventory
5. Add Custom Fields

   Fill in the specifications defined in your asset type (e.g., model number, purchase date, warranty info).

6. Add Images

   Upload photos in the Gallery section. You can add multiple images per item.

7. Save

   Click the floating Save button to create the item.

Pro Tip: For serialized items (like laptops), quantity is automatically set to 1. For non-serialized items (like cables), you can track larger quantities.

AI-Powered Creation

If AI is enabled in your workspace, you can use Magic AI to auto-fill item data from a product URL.

1. Click Magic AI Button

   On the item creation screen, click the AI Magic banner at the top.

2. Enter Product URL

   Paste a link to an online product page (e.g., Amazon, manufacturer website).

3. Wait for Extraction

   The AI will analyze the page and extract:

   • Product name and description
   • Images
   • Specifications matching your custom fields
   • Barcode/UPC if available
4. Review and Save

   Highlighted fields show what was auto-filled. Review the data and click Save.

Extracted fields will be highlighted for 3 seconds so you can easily see what was auto-populated.

Bulk Importing Items

For adding many items at once, use the CSV import feature.

1. Access Import Screen

   From the asset list, click Import CSV in the toolbar.

2. Select CSV File

   Click Choose File and select a CSV file with semicolon (;) delimiters.

3. Map Columns

   Match your CSV columns to item fields:

   • Name mapping is required
   • Map other columns to description or custom fields
   • Unmapped columns are ignored
4. Start Import

   Click Start Import to create all items. The system will skip rows with missing names.

The import tool automatically tries to match column headers by name. If your CSV has a “Name” column, it will auto-map to the Name field.

Editing Items

1. Open Item Details

   Click on any item in the asset list to view its details.

2. Click Edit

   In the detail view, click the Edit button in the top-right.

3. Modify Fields

   Update any field including:

   • Basic information (name, description)
   • Location
   • Stock levels
   • Custom field values
   • Images (add/remove)
4. Save Changes

   Click the Save button to apply your edits.

Deleting Items

1. Open Item Details

   Navigate to the item you want to delete.

2. Click Delete

   In the item detail screen, click the Delete button.

3. Confirm Deletion

   Confirm the action in the dialog. This action cannot be undone.

Warning: Deleting an item permanently removes it and all associated data including images and history. Consider setting quantity to 0 instead if you want to keep records.

Working with Images

Adding Images

1. In the Gallery section, click Add Image
2. Select one or multiple image files from your device
3. Images are uploaded as base64 data and stored with the item

Managing Images

• Reorder: Images are displayed in the order they were added
• Remove: Click the X button on any image to delete it
• View: Click an image to see it full-size

Images are stored efficiently as base64. For best performance, use images under 2MB each.

Custom Fields

Custom fields are defined at the asset type level and appear in the Specifications section.

Field Types

• Text: Free-form text input
• Number: Numeric values
• Price: Monetary values (automatically converted to base currency)
• Date: Date picker
• Boolean: True/false toggle
• Dropdown: Select from predefined options (data lists)

Working with Dropdowns

Dropdown fields pull options from Data Lists:

1. Select a value from the dropdown menu
2. Options are loaded dynamically from the container’s data lists
3. If no options appear, check that the data list is properly configured

Search and Filter

Global Search

Use the search bar at the top of the asset list to find items by:

• Name
• Description
• Location name
• Custom field values

Column Filters

Click the filter icon in any column header to filter by specific values:

• Text fields: Partial match (contains)
• Number fields: Exact match, or use operators:
  • >10 - Greater than 10
  • <5 - Less than 5
  • >=20 - Greater than or equal to 20
  • 10-20 - Range between 10 and 20

Location Filter

Filter items by storage location using the location selector.

Counter Filter

For custom field counting:

1. Click Count Filter

   In the asset list toolbar, click the count filter icon.

2. Select Field and Value

   Choose a custom field and enter a specific value to count.

3. View Results

   The list filters to show only matching items, with a count displayed.

View Modes

List View

The default table view showing:

• All columns including custom fields
• Sortable headers
• In-line filtering
• Pagination controls

Grid View

Switch to grid view for a visual card-based layout:

• Click the grid icon in the toolbar
• Shows item images and key information
• Better for visual browsing

Gallery Mode

Click the gallery icon to open a full-screen 3D cylindrical gallery:

• Navigate with arrow keys or mouse
• Immersive viewing experience
• Press X or ESC to exit

Best Practices

Consistent Naming: Use a consistent naming convention for easier searching (e.g., “Laptop - Dell XPS 15 - Serial123”).

Add Images Early: Upload photos when you first add items. It’s harder to remember to do it later.

Use Barcodes: Even if you don’t have a scanner, barcodes are great unique identifiers that prevent duplicates.

Set Minimum Stock: Configure min stock levels so you get alerts when supplies run low.

Location Matters: Always assign items to specific locations. This makes physical inventory checks much faster.

Common Questions

Can I change an item’s asset type after creation?

No, the asset type is fixed when you create an item. To move an item to a different type, you’ll need to delete and recreate it, or duplicate it to the new type.

What happens if I change custom fields in the asset type?

• New fields: Will appear empty on existing items
• Deleted fields: Data is preserved but no longer displayed
• Renamed fields: Data is preserved under the old field ID

How do I handle items with serial numbers?

For serialized asset types, each item represents a single physical object. Use the barcode or a custom “Serial Number” field to store the unique identifier.

Can I export my items to Excel?

Yes! Use the Reports feature to generate Excel exports of your inventory. See the Reports guide for details.

Related Topics

• Asset Types - Learn how to define custom fields
• Locations - Set up storage locations
• Loans - Track items you’ve lent out