Inventory - Catalogue your equipment, tools, consumables, set-up Maintenance and more!

Inventory (v2.13.0 - APR 2023)

Inventory - Catalogue your equipment, tools, consumables, etc.

TheBoatApp includes an Inventory module for the full cataloguing of your equipment, spares, tools, safety gear, medical supplies & gear, consumables, food provisions, etc. Not simply what you have onboard or on a shore warehouse, but also where exactly you have it (location), when you got it, how much you paid for it, when it expires, minimum quantities needed on board and much more! Also, receive notification alerts for inventory items approaching their expiration date (e.g. fire extinguishers, food, etc) or dropping below the predefined minimum threshold, and make sure to renew/replenish them in time! Last but not least, setup preventive Maintenance based on calendar and/or usage recurrence, along with any respective Tasks.

How to Access Inventory

To access Inventory, log in to TheBoatApp, then you may select "Inventory" from the left side menu.

How to Register Inventory

Select "Inventory" from the left side menu and then click "+Add Item". You are now on the Inventory registration screen that appears on the right. Start filling up the data of the Inventory item you are adding. You may skip some of these fields but make sure to fulfil the mandatory ones, identified by an asterisk.


Here below you may see the General inventory fields and their functionality:

  1. Name: how you wish to identify this inventory-item. Better use something descriptive since this name will appear on various lists and reports later on

  2. Boat: the boat in which the respective inventory item belongs

  3. Type: defines whether the inventory item is an Asset (e.g. equipment, tools) or Consumable (e.g. spares, food)

  4. Quantity

    1. In-stock: the quantity of the specific inventory item you already have in stock and measuring-units (i.e. pieces, weight, volume)

    2. Minimum: the minimum quantity you need to maintain in stock. Alert will be issued when you will reach this level

      1. Reminder: do you need some additional safety buffer prior to reaching the minimum quantity? Set here a reminder to be also notified X units prior to reaching the minimum quantity

  5. Value

    1. Unit price: calculation based on your latest purchase of this item (price/QTY)

    2. Value in-stock: calculation of the value of your existing quantity, based on the latest purchase unit-price (unit-price x QTY in-stock)

  6. Category: refer to Categories & Customisation tutorial

  7. Packaging: the packaging of the inventory item (i.e. bottle, box, bulk, tin-can)

  8. Linked inventory: does this inventory item relate with another inventory item? If so, configure it here. You may link a specific inventory item with as many other inventory items needed (e.g. link a fuel-filter with an engine plus a generator for a spare applicable for both)

  9. Acquisition date: the date you have purchased the specific inventory item

  10. Warranty expiration: does this inventory item come with a warranty? If so, book the expiration date for you to know so

    1. Reminder: warranty expiration reminder can assist you to recall in time to make a check and raise any warranty claim if necessary

  11. Expiration date: in case the inventory item entered has an expiration date, make sure to register it here. This is crucial for you to know (see it in your tables, reports, dashboard, etc) and be notified (alerted), when inventory items expire (spares, consumables, food, etc). Do not add any lead-time for you to be notified in advance. We got this covered for you and you will be additionally notified X days/weeks/months before this Expiration Date, based on what you configure on the “Pre-alert” field. Of course, you will still be notified on this Expiration date too

    1. Reminder: what good will it be to get notified only when something has already expired? Furthermore to the expiration date, you may define here the lead time you wish to get an early alert notification. This can assist you to use/consume in time items approaching their expiration date and schedule to replenish your stock as needed

  12. Location: refer to Locations & Sub-locations

  13. Notes: anything that might be helpful for you to identify an item, preventive/corrective maintenance info (e.g. procedure), etc. This field is searchable and thus traceable when you are searching for a specific word/number/name contained here (e.g. a name of a technician, some details about a spare part, compatible parts, etc)

  14. Task: should you wish to also create a corresponding Task to the inventory item entered, click the “Create task” button. Refer to the Tasks tutorial for more details

  15. Files: attach documents (e.g. manuals, brochures, certificates, etc), photos/videos and any other files relevant to the respective inventory item


Here below you may see the Costs related fields and their functionality:

  1. Amount & Currency: the cost (amount paid). The respective currency is automatically selected based on the user’s General Settings, however you may select manually another currency if needed for just this cost booking.

  2. Date: the date this cost occurred (e.g. receipt/invoice date)

  3. Quantity: the newly purchased quantity

  4. VAT/GST rate: the percentage of applicable Value Added Tax (VAT) or Goods & Services Tax (GST). The respective tax amount is calculated and displayed automatically below this field

    1. VAT/GST incl./excl.: select whether the VAT/GST is included in the amount entered above or not

  5. Type: select whether the cost refers to goods (i.e. tangible items) or services (e.g. paying a diver for bottom scraping works)


For the the Maintenance related fields and their functionality refer to Maintenance tutorial.


Here below you may see the Metrics related fields and their functionality:

  1. Width: enter the width of the specific inventory item
  2. Height: enter the height of the specific inventory item
  3. Depth: enter the depth of the specific inventory item
  4. Weight: enter the weight of the specific inventory item
  5. Voltage: for electrical/electronic inventory items, enter the operating voltage. This in conjunction with the consumption below and your batteries data can provide you autonomy figures (battery operating hours), full-load currents (Amperes), etc.
  6. Consumption: for electrical/electronic inventory items, enter the power consumption. This in conjunction with the voltage above and your batteries data can provide you autonomy figures (battery operating hours), full-load currents (Amperes), etc.

Merchandise Supplier & Vendor

Here below you may see the Merchandise Supplier & Vendor related fields and their functionality:

  1. Maker: enter the manufacturer of the specific inventory item
  1. Specs/Info URL: enter the online source (web-page) where you may retrieve the technical specification or general information about the specific inventory item (Advice: if provided by the manufacturer, better use their support page for the specific inventory item, from where you may retrieve specs, part No., operation and/or maintenance manuals, etc)

  2. Model: the model of the specific inventory item

  3. Part number: the part number of the specific inventory item

  4. Serial number: the serial number of the specific inventory item

  5. Supplier: the store from where you have bought the specific inventory item

  6. Supplier contact: enter necessary info on who you may contact to assist you regarding the specific inventory item (Advice: you may enter here a sales/tech person’s name and telephone number, a support URL, etc)

In short, you are strongly advised to include as much info as you can, including uploading any files related to the specific inventory item such as photo(s), manual(s), even video(s) about the proper/improper operation, maintenance (e.g. a filter replacement), etc. Also, please pay special attention to the dates fields. Putting the right info can assist you enormously by sending an Alert to you and your designated contacts before it might be too late! [Gold feature] It may look a bit of extra work for you now but it will come handy for both you and your appointed contacts (e.g. family, skipper, technician, marina-staff, etc) to have access to this needed spare part product/serial numbers, especially on a hard-evidenced photo, when you'll need it! In short, know in advance, in full, and plan accordingly!

How to Manage Inventory

Edit Inventory

On the main Inventory screen, on the Inventory list-view table, hover the mouse cursor on an Inventory name. “Details” appears on its right side and by selecting it you access the edit Inventory screen where you may edit and change any of the Inventory properties.

Delete Inventory

After selecting the inventory details and access the edit Inventory screen (see above), click the trash-bin icon on the top-right-corner. A pop-up window will appear requesting you to confirm that you indeed wish to delete the specific record. Confirm to permanently delete the record.

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