191 lines
12 KiB
Markdown
191 lines
12 KiB
Markdown
---
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tags:
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- eventkit
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---
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# Inventory Management Module
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## Purpose
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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 - Planning Module|events]], gets used, and comes back.
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---
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## Core Concepts
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### Entity Hierarchy
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```mermaid
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graph TD
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Product["Product / Model\n(e.g. Shure SM58)"]
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Asset["Asset\n(Serial: SM58-00142)"]
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Case["Flight Case\n(Case #FC-210)"]
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Kit["Kit / Set\n(DJ Booth Kit)"]
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Location["Location\n(Warehouse A, Shelf B3)"]
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Consumable["Consumable\n(Gaffer Tape, Batteries)"]
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Product -->|"has many"| Asset
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Case -->|"contains"| Asset
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Kit -->|"groups"| Product
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Location -->|"stores"| Asset
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Location -->|"stores"| Case
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Location -->|"stores"| Consumable
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```
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### Entity Definitions
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| Entity | Description | Tracking |
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| ---------------------- | --------------------------------------------------------------------------------- | ------------------------------------------------------------- |
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| **Product / Model** | A type of equipment (e.g. "Shure SM58 Microphone") | Category, specs, weight, dimensions, photos, manuals |
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| **Asset** | A single physical item with a unique identity | Serial number, UUID, QR code, purchase date, cost, condition |
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| **Case / Flight Case** | A container holding multiple assets | Case UUID, contents (packing list), weight, dimensions, label |
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| **Kit / Set** | A logical grouping of products/assets that typically deploy together | Component list, auto-expansion on pull lists |
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| **Location** | Where assets live — warehouse, shelf, venue, truck, repair shop, sub-hire partner | Address, type, capacity, contact |
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| **Consumable** | Non-returnable stock items | Product ID, stock level, reorder point, par level |
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---
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## Asset Lifecycle & Statuses
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```mermaid
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stateDiagram-v2
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[*] --> Available : Purchased / registered
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Available --> Reserved : Allocated to event
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Reserved --> CheckedOut : Dispatched
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CheckedOut --> OnSite : Arrived at venue
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OnSite --> CheckedOut : Strike / departed venue
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CheckedOut --> CheckedIn : Returned to warehouse
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CheckedIn --> Available : Passed inspection
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CheckedIn --> Damaged : Failed inspection
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Damaged --> InRepair : Sent for repair
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InRepair --> Available : Repair complete
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Damaged --> WrittenOff : Beyond repair
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Available --> SubHiredOut : Lent to partner
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SubHiredOut --> CheckedIn : Returned from sub-hire
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Available --> Retired : End of life
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```
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### Status Definitions
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| Status | Description |
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| ----------------- | ----------------------------------------------- |
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| **Available** | In warehouse, ready for use |
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| **Reserved** | Allocated to a future event, not yet dispatched |
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| **Checked Out** | Left the warehouse — in transit or en route |
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| **On-Site** | Confirmed at event venue |
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| **Checked In** | Returned to warehouse, awaiting inspection |
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| **In Repair** | At repair shop or undergoing maintenance |
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| **Damaged** | Flagged during return inspection |
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| **Lost** | Missing — cannot be located |
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| **Written Off** | Beyond economic repair or permanently lost |
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| **Sub-hired Out** | Lent to another company (federated tracking) |
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| **Sub-hired In** | Borrowed from another company via federation |
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| **Retired** | End of life, no longer in active inventory |
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---
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## Feature Breakdown
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### Asset Register
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| Feature | Description |
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| --------------------------- | --------------------------------------------------------------------------------------------------- |
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| Individual asset tracking | Each asset has a UUID, serial number, and QR code |
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| Legacy barcode support | Import and map existing barcode/label schemes — dual scanning supported alongside new QR codes |
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| Purchase & financial data | Purchase date, supplier, cost, insurance value, depreciation |
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| Documentation | Photos, manuals, spec sheets, certificates attached per asset |
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| Firmware / version tracking | Track software/firmware versions on digital equipment |
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| Custom attributes | User-defined fields per product category (e.g. "wattage" for amps, "throw distance" for projectors) |
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| Condition notes | Free-text notes updated at each check-in inspection |
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| Full audit trail | Every status change, location change, and edit is logged with timestamp and user |
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### Cases & Packing
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| Feature | Description |
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| ------------------------- | ---------------------------------------------------------------------------- |
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| Case as entity | Each case has its own UUID, QR code, weight, and dimensions |
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| Contents management | Define what assets are packed in each case |
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| Packing list generation | Printable packing list per case |
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| Case label printing | Print QR-coded labels for case lids |
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| Smart packing suggestions | System suggests optimal case allocation based on pull list and case capacity |
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| Nested cases | Support for cases within cases (e.g. small pelican cases inside a trunk) |
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| Weight calculation | Auto-calculate total case weight from contents |
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### Warehouse & Locations
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| Feature | Description |
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| ------------------------------ | ------------------------------------------------------ |
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| Multiple warehouses | Support any number of storage locations |
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| Bin/shelf/bay/rack locations | Granular location tracking within a warehouse |
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| Visual warehouse map | Optional visual layout showing where items are stored |
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| Check-in / check-out workflows | Scanning-based workflows for dispatching and receiving |
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| Stock transfers | Move assets between warehouses with full tracking |
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| Location-based stocktake | Scan everything at a location, flag discrepancies |
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### Availability Engine
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| Feature | Description |
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| ---------------------- | ---------------------------------------------------------------- |
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| Real-time availability | See what's available for any date range, per product or category |
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| Conflict detection | Alert when the same asset is double-booked across events |
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| Availability search | "Show me 10× available SM58s for March 15-18" |
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| Calendar view | Heatmap-style availability calendar showing utilisation density |
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| Shortage alerts | Warn planners when demand exceeds available stock |
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### Sub-hire Management
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| Feature | Description |
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| ------------------------ | --------------------------------------------------------------------------------------------------------- |
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| Outbound sub-hire | Track equipment lent to other companies |
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| Inbound sub-hire | Track equipment borrowed from others |
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| Federated sub-hire | When both companies use EventKit, track the asset across instances (see [[04 - Federation Architecture]]) |
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| Sub-hire rates & costs | Track day rates, insurance charges, cross-charges |
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| Return deadline tracking | Alerts for overdue sub-hire returns |
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| Condition tracking | Record condition at dispatch and return for dispute resolution |
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### Consumables
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| Feature | Description |
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| ------------------------- | --------------------------------------------------------------------------------- |
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| Stock level tracking | Current quantity per consumable product |
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| Reorder thresholds | Automated alerts when stock falls below a defined level |
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| Par levels | Target stock levels to maintain |
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| Consumption per event | Track how much of each consumable was used per event |
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| Purchase order generation | Generate POs to restock consumables — requires manual confirmation before sending |
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### Maintenance & Testing
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| Feature | Description |
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| -------------------------- | --------------------------------------------------------------------------------------------- |
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| PAT testing records | Track Portable Appliance Testing dates and results per asset |
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| ÖVE/ÖNORM compliance | Austrian electrical safety standards (ÖVE/ÖNORM E 8701) tracking |
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| CE marking verification | Track CE conformity declarations for EU compliance |
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| Service schedules | Define recurring maintenance intervals (e.g. every 12 months) |
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| Next-service-due reminders | Automated alerts for upcoming maintenance |
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| Repair history | Full repair log per asset — what was done, cost, duration |
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| Maintenance cost tracking | Aggregate repair costs per asset for ROI analysis |
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| Certification tracking | Track certifications with expiry dates (rigging gear, fire safety, etc.) |
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| Dispatch gating | Prevent check-out of assets with expired tests, overdue maintenance, or lapsed certifications |
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### Reporting & Analytics
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| Report | Description |
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| ------------------------- | ------------------------------------------------------------------------------ |
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| Utilisation rate | % of time each asset/category is in use vs. available |
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| Revenue per asset | Income generated per individual asset or category (linked to CRM revenue data) |
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| Maintenance cost analysis | Total maintenance spend per asset, category, or period |
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| Loss & damage rate | Frequency and cost of losses and damages |
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| ABC analysis | Categorise inventory by value/usage (A = high, C = low) |
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| Stock aging | How long items have been sitting unused |
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| Insurance valuation | Current value of all assets for insurance purposes |
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| Depreciation report | Book value vs. purchase price over time |
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---
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## Related Documentation
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- [[00 - System Overview]] — High-level system overview
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- [[02 - Planning Module]] — Event planning and pull lists consume inventory data
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- [[05 - Barcode and QR Scanning]] — Scanning workflows for check-in/out
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- [[04 - Federation Architecture]] — Cross-company asset tracking
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