Inventory

Inventory

Inventory Sharing: we are actively developing v2 and due to some internal restrictions the sharing functionality on Inventory will be available during SEP 2021 [Gold feature].

Inventory



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!

How to Access the 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 fulfill the mandatory ones, identified by an asterisk. Click "Submit" to complete the registration.

Here below you may see the specific Inventory fields and their functionality:

  1. Name: you can enter your inventory item (i.e. name)

  2. Boat: select the boat for the specific inventory item entered

  3. Type: select the type of the inventory among Equipment, Tools, Spares, Consumables, Food

  4. Packaging: select the packaging of the inventory item among Bottle, Box, Bulk, Tin-can

  5. Linked inventory: select any other inventory item linked with the one you are entering (e.g. a fuel-filter linked with an engine and a generator). Upon selecting the first linked inventory, a second linked inventory line appears so that you may link a specific item with as many other items needed, like the fuel-filter example above

  6. Acquisition date: select the date you have purchased the specific inventory item entered

  7. 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)

    1. Pre-alert: what good will it be to be notified only when something has already expired? Furthermore to the expiration date, you may define here the lead time, in days, you wish to get an early alert notification.

  8. 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)

  9. Task: should you wish to also create a corresponding Task to the inventory item entered, click the “Create task” button

    1. Task name: the name of the task to be created (advice: make it short and descriptive since it will appear on many lists, reports, alerts, etc)

    2. Due date: the deadline for performing the entered task

  10. Location: the exact place where the entered inventory item is located

    1. Sub-location: for better granularity, a sub-location may also be defined to be more precise (e.g. location can be aft-cabin and sub-location can be a specific locker of that cabin)

  11. Merchandise / Supplier & Vendor

    1. Unit: select the measuring unit of the entered inventory item. This can be Pieces, Weight or Volume

    2. Price: enter the unit price and currency

    3. Quantity: enter the quantity of the specific inventory item

    4. Price total: you may here see/confirm the total value of the specific inventory, meaning the Price x Quantity. This is an auto-calculation field, thus non-user-editable

    5. Maker: enter the manufacturer of the specific inventory item

    6. 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)

    7. Model: the model of the specific inventory item

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

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

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

    11. 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)

  12. Metrics

    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

    6. Consumption: for electrical/electronic inventory items, enter the power consumption

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

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! It might 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

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 were you may edit and change any of the Inventory properties. Also, changes can be made directly in the Inventory table-view by clicking on the respective fields: Name, Acquisition Date, Expiration Date, Notes. Any changes are automatically saved.


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