Inventory: Manage inventory

The Charms inventory system is designed to keep track of equipment brands, serial numbers, purchase dates, service information, assignment information, and more.

What do you want to do?

Add a new inventory item

You can add new items under existing inventory categories manually, or by using an import template. This process walks you though adding the item manually. For information on importing inventory items, see Import inventory. 

Prerequisite: The inventory category is set up.

  1. On the Main Sections menu, click Inventory, and then click New Item.
  2. Select your Category. If you are adding more items under the same category, select Set Default. This eliminates the need to select the category when you enter the next items.

  1. Fill in the required fields.
    1. Enter a Description of the item.  Or, click the question mark to select a description from the depreciation list (See Note below).
    2. Enter the Brand name.
    3. For District/ID Number, enter an identifier for the district. This can be alphanumeric.

NOTE: Each inventory item must have a unique District/ID Number. Failure to assign a unique number for each item will cause issues when you assign/return items. We recommend you use something like JKT-1001

  1. Fill in any additional fields. Keep in mind the more information you enter, the more robust your inventory is.
  2. When finished, click "Enter New Item"

NOTE: If you are interested in having Charms track equipment depreciation, when adding your item, for the description field, select one of the depreciation list options. Then, be sure to enter information in the  Date Purchased,  Year Purchased,  Quality, and  Amount Paid fields. When this information is entered, Charms uses the Conn-Selmer depreciation schedules to display a current depreciation value, along with the time schedule used for the calculation. This is seen in the  Depreciable Inventory Report. 

View or modify an inventory item

There is a lot of inventory information you can view and modify. In addition to general information, you can view and modify the assignment, as well as purchase, service, loan, and vendor information. The View Modify/Inventory Items page is separated into sections. You can quickly access any section by clicking the section's link.

  1. On the Main Sections menu, click Inventory, and then click View/Modify.
  2. Locate the item using one of these options:
    1. Place your cursor in the Barcode field and scan the barcode.
    2. Type the barcode in the Barcode field and click "Show"

  • c. Type the serial number in the Serial field and click "Show"

d. Select the Inventory Category and then select the Item.

  1. View the inventory information and if necessary, update the applicable fields.
  2. When finished, in the Sections area, click "Update Item

Delete an inventory item

You cannot delete inventory items that are assigned.

  1. On the Main Sections menu, click Inventory, and then click View/Modify.
  2. Locate the item using one of these options:
    1. Place your cursor in the Barcode field and scan the barcode.

    2. Type the barcode in the Barcode field and click "Show"

      or

    3. Type the serial number in the Serial field and click "Show"
    4. Select the Inventory Category and then select the Item.

  3. In the Sections area, click "Delete"

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