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Inventory Management Module

Purpose

Track and manage all physical equipment assets throughout their lifecycle — from procurement through daily rental operations to maintenance and retirement. Specialised for the event industry's unique needs: equipment goes out to 02-PlanningModule, gets used, and comes back.

Core Concepts

Entity Hierarchy

graph TD
    Product["Product / Model\n(e.g. Shure SM58)"]
    Asset["Asset\n(Serial: SM58-00142)"]
    Case["Flight Case\n(Case #FC-210)"]
    Kit["Kit / Set\n(DJ Booth Kit)"]
    Location["Location\n(Warehouse A, Shelf B3)"]
    Consumable["Consumable\n(Gaffer Tape, Batteries)"]

    Product -->|"has many"| Asset
    Case -->|"contains"| Asset
    Kit -->|"groups"| Product
    Location -->|"stores"| Asset
    Location -->|"stores"| Case
    Location -->|"stores"| Consumable

Entity Definitions

Entity	Description	Tracking
Product / Model	A type of equipment (e.g. "Shure SM58 Microphone")	Category, specs, weight, dimensions, photos, manuals
Asset	A single physical item with a unique identity	Serial number, UUID, QR code, purchase date, cost, condition
Case / Flight Case	A container holding multiple assets	Case UUID, contents (packing list), weight, dimensions, label
Kit / Set	A logical grouping of products/assets that typically deploy together	Component list, auto-expansion on pull lists
Location	Where assets live — warehouse, shelf, venue, truck, repair shop, sub-hire partner	Address, type, capacity, contact
Consumable	Non-returnable stock items	Product ID, stock level, reorder point, par level

Asset Lifecycle & Statuses

stateDiagram-v2
    [*] --> Available : Purchased / registered
    Available --> Reserved : Allocated to event
    Reserved --> CheckedOut : Dispatched
    CheckedOut --> OnSite : Arrived at venue
    OnSite --> CheckedOut : Strike / departed venue
    CheckedOut --> CheckedIn : Returned to warehouse
    CheckedIn --> Available : Passed inspection
    CheckedIn --> Damaged : Failed inspection
    Damaged --> InRepair : Sent for repair
    InRepair --> Available : Repair complete
    Damaged --> WrittenOff : Beyond repair
    Available --> SubHiredOut : Lent to partner
    SubHiredOut --> CheckedIn : Returned from sub-hire
    Available --> Retired : End of life

Status Definitions

Status	Description
Available	In warehouse, ready for use
Reserved	Allocated to a future event, not yet dispatched
Checked Out	Left the warehouse — in transit or en route
On-Site	Confirmed at event venue
Checked In	Returned to warehouse, awaiting inspection
In Repair	At repair shop or undergoing maintenance
Damaged	Flagged during return inspection
Lost	Missing — cannot be located
Written Off	Beyond economic repair or permanently lost
Sub-hired Out	Lent to another company (federated tracking)
Sub-hired In	Borrowed from another company via federation
Retired	End of life, no longer in active inventory

Feature Breakdown

Asset Register

Feature	Description
Individual asset tracking	Each asset has a UUID, serial number, and QR code
Asset numbering scheme	Human-readable IDs: product prefix + sequential number (e.g. `SM58-001`, `SM58-002`). UUID for internal use
Legacy barcode support	Import and map existing barcode/label schemes — dual scanning supported alongside new QR codes
Purchase & financial data	Purchase date, supplier, cost, insurance value, depreciation
Documentation	Photos, manuals, spec sheets, certificates attached per asset
Firmware / version tracking	Track software/firmware versions on digital equipment
Custom attributes	User-defined fields per product category (e.g. "wattage" for amps, "throw distance" for projectors)
Condition tracking	User-definable states — defaults: Good / Damaged / Written Off
Condition notes	Free-text notes updated at each check-in inspection
Full audit trail	Every status change, location change, and edit is logged with timestamp and user (field-level diffs)

Cases & Packing

Feature	Description
Case as entity	Each case has its own UUID, QR code, weight, and dimensions
Contents management	Define what assets are packed in each case
Packing list generation	Printable packing list per case
Case label printing	Print QR-coded labels for case lids
Smart packing suggestions	System suggests optimal case allocation based on pull list and case capacity
Nested cases	Support for cases within cases (e.g. small pelican cases inside a trunk)
Weight calculation	Auto-calculate total case weight from contents

Warehouse & Locations

Feature	Description
Multiple warehouses	Support any number of storage locations
Bin/shelf/bay/rack locations	Granular location tracking within a warehouse
Visual warehouse map	Optional visual layout showing where items are stored
Check-in / check-out workflows	Scanning-based workflows for dispatching and receiving
Stock transfers	Move assets between warehouses with full tracking
Location-based stocktake	Scan everything at a location, flag discrepancies

Availability Engine

Feature	Description
Real-time availability	See what's available for any date range, per product or category
Conflict detection	Alert when the same asset is double-booked across events
Availability search	"Show me 10× available SM58s for March 15-18"
Calendar view	Heatmap-style availability calendar showing utilisation density
Shortage alerts	Warn planners when demand exceeds available stock
Reservation rules	Configurable per event priority level (hard lock vs. overridable with approval)

Sub-hire Management

Feature	Description
Outbound sub-hire	Track equipment lent to other companies
Inbound sub-hire	Track equipment borrowed from others
Federated sub-hire	When both companies use EventKit, track the asset across instances (see 04-FederationArchitecture)
Sub-hire rates & costs	Track day rates, insurance charges, cross-charges
Return deadline tracking	Alerts for overdue sub-hire returns
Condition tracking	Record condition at dispatch and return for dispute resolution

Consumables

Feature	Description
Stock level tracking	Current quantity per consumable product
Reorder thresholds	Automated alerts when stock falls below a defined level
Par levels	Target stock levels to maintain
Consumption per event	Estimated at planning stage, actual recorded after event — deducted from stock when physically dispatched (scan-based)
Purchase order generation	Generate POs to restock consumables — requires manual confirmation before sending

Maintenance & Testing

Feature	Description
PAT testing records	Track Portable Appliance Testing dates and results per asset
ÖVE/ÖNORM compliance	Austrian electrical safety standards (ÖVE/ÖNORM E 8701) tracking
CE marking verification	Track CE conformity declarations for EU compliance
Service schedules	Define recurring maintenance intervals (e.g. every 12 months)
Next-service-due reminders	Automated alerts for upcoming maintenance
Repair history	Full repair log per asset — what was done, cost, duration
Maintenance cost tracking	Aggregate repair costs per asset for ROI analysis
Certification tracking	Track certifications with expiry dates (rigging gear, fire safety, etc.)
Dispatch gating	Prevent check-out of assets with expired tests, overdue maintenance, or lapsed certifications

Reporting & Analytics

Report	Description
Utilisation rate	% of time each asset/category is in use vs. available
Revenue per asset	Income generated per individual asset or category (linked to CRM revenue data)
Maintenance cost analysis	Total maintenance spend per asset, category, or period
Loss & damage rate	Frequency and cost of losses and damages
ABC analysis	Categorise inventory by value/usage (A = high, C = low)
Stock aging	How long items have been sitting unused
Insurance valuation	Current value of all assets for insurance purposes
Depreciation report	Book value vs. purchase price over time

Stocktake

All approaches are supported — user selectable:

Mode	Description
Full	Scan everything, compare against expected inventory
Partial/zone	Scan specific areas, shelves, or categories
Rolling	Continuous — scan a section each day

Prep Checklists

Optional per-product checklists for event preparation (e.g. "test power", "check firmware", "include accessories"). Checklists are user-definable per product category.

Damage Reporting

Configurable workflow per damage severity:

Step	Description
Flag asset	Mark as damaged, auto-create maintenance task
Photo evidence	Required or optional depending on configuration
Cost estimate	Optional — estimate for client charge-back
Severity-based workflow	Different actions triggered by damage severity level

Return Inspection

Detailed return inspection workflow:

Step	Action
1	Scan asset
2	Per-item checklist (product-category-specific)
3	Photos of current condition
4	Condition update (good / damaged / write-off)
5	Route to cleaning queue if needed
6	Shelve / re-stock

00-SystemOverview — High-level system overview
02-PlanningModule — Event planning and pull lists consume inventory data
05-BarcodeAndQRScanning — Scanning workflows for check-in/out
04-FederationArchitecture — Cross-company asset tracking

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