Field Inventory Management Software And Mobile Application

Field inventory management and field assets tracking is the prime objectives of QR Inventory software. The combination of the cloud software and a mobile application for android and iOS mobile phones allows you to track inventory and assets in the multiple field locations, in real time, using smartphones and QR code / barcode scanning. With no special hardware for the field inventory management you get a system where field employees can easily track inventory and assets with barcode scanning, and you always have an accurate inventory stock and assets locations.


QR Inventory software makes field inventory management and assets tracking easy, fast, efficient and real time by using smartphones and QR code / barcode scanning. Field and warehouse employees use QR Inventory mobile application, with QR code / barcode scanning and mobile forms capabilities, to track field inventory and assets across multiple locations. Location can include both field and stationary locations, such as shop, warehouse, job sites, client sites, service trucks, etc., etc.
QR Inventory software gives you a lot of flexibility in setting up inventory management and asset tracking process according to your business requirement.
Since QR Inventory software is very flexible and can accommodate various business scenarios, it is very important that you set up QR Inventory correctly from the start. Here are the most common mistakes that people do when setting up QR Inventory software for the field inventory management and asset tracking, and frequently asked questions. If you have any doubts on how to set up QR Inventory software for your field inventory management project, please contact us, describe your project and business scenario, and we will be happy to give you an advice.

Field Inventory Management & Assets Tracking Across Multiple Locations

How can we manage inventory / track assets across multiple field locations? I added Location as a custom field and inventory location is not being changed automatically.

Tracking field inventory and assets across multiple locations is done automatically in QR Inventory software - do not create any custom fields for the inventory location tracking. When you first enter inventory or asset into the QR Inventory software, you will have a chance to assign an asset to a field or warehouse location, or enter inventory stock in multiple inventory storage locations. This part is optional - if you do not specify inventory or asset location immediately, entered asset or inventory won't be available in any location.
When you record an asset or inventory transactions in the field, you select from which location an asset or inventory is picked and / or to what location an asset or inventory item is moved - and asset location or inventory stock in the affected location is adjusted automatically.
You can review inventory stock and assets list in each of your field and warehouse location on the inventory details page, in the inventory reports, and on a smartphone in the QR Inventory mobile application.

Some of our assets / inventory stock items are out in the field, on various job sites that change frequently. How do we manage inventory / track assets in these field locations? Should we enter all field inventory locations into QR Inventory Software?

You do not have to enter field inventory locations that change frequently into the QR Inventory software. QR Inventory allows you to have four types of assets and inventory storage locations:

  • Permanent Storage Locations.
    These are warehouses, offices or field locations (job sites, service trucks) where you store assets and inventory for a significant time. These locations should be entered into the QR Inventory software.
    When field inventory or assets are checked out, checked in or transferred between locations, user selects location from a dropdown list in QR Inventory mobile application.
  • Remote Site or Person.
    These are field locations that change frequently. Example: home address of a client for a one time installation, one off events locations, etc.
    It is impractical to keep a list of such locations in the QR Inventory software and constantly change it. Therefore, when inventory or assets are checked out, checked in or transferred from or to Remote Site or a Person, user enters location name manually or scans it in using special location QR code to avoid mistyping.
  • Self.
    These are employees and users of the QR Inventory. If a user checks item in, out or transfers item to or from "self" (s)he will not need to enter or select anything for the location. QR Inventory mobile application or online software recognizes who performed a transaction and records the name of an employee automatically.

Do I need to enter a group for the warehouse or field inventory locations?

You do not have to enter a group for the inventory or asset locations. However, if you have a lot of inventory locations, assigningg locations to the groups keeps them better organized. You also can specify which location group should appear in the mobile application for the specific transaction type. This option helps you avoid long drop-down lists with the locations not relevant to the task at hand.

Inventory Transactions Between The Field Inventory Locations And The Warehouse

How do we transfer field inventory and assets between locations?

Any action that causes assets or inventory to change location and / or quantity is an inventory transaction. You may have different inventory transactions depending on your business type. Some examples of the inventory transactions are: restocking, check out, check in, take inventory out for a job, return unused inventory, send to repair, discard damaged item, rent out, return from rent, sale, return, etc., etc. You can create inventory transaction types that you need via a web dashboard, using Transaction Types link. You also identify what type of locations are valid for each inventory transaction type.

What are in, out and transfer inventory transaction types, and when should I use each type?

Important! All transactions where an inventory item or an asset is still your property and you want to continue tracking it should be a transfer inventory transactions. It is a common mistake to make inventory transactions like check in, return from rent in transactions, and check out, rent out out transactions. This is incorrect - when you rent an inventory or an asset out it is still your property, it is just changing locations - so it is a transfer transaction. If you sold an asset to a client, but want to continue tracking it (for example you want to know what each client has for the warranty and repairs), your sale transaction will still be of the type transfer.
Use in transactions for the newly acquired inventory and assets (e.g. restocking), and out for the inventory and assets you are permanently disposing (e.g. sale, scrap inventory, discard damaged asset, etc.).

How do I track field inventory between a warehouse and the temporary short lived job sites? What inventory transactions should I create?

Create a transfer transaction, from the Permanent Storage Location to the Remote Site for sending out inventory to a temporary job site, and transfer transaction from the Remote Site to the Permanent Storage Location for returning unused inventory back to the warehouse. When performing an inventory transaction, an employee will select warehouse from the list, and type in or scan in temporary job location name.

I want to know where field inventory and assets are located at any given time. My employees pick up assets / inventory in the warehouse, place in their service vans and then use for the installation / repairs at the customer site. Some inventory can stay in the service van or be returned back to the warehouse. How do I set up this workflow?

Create the following inventory transactions for this situation:
  • Transaction: Pick up at the warehouse (transfer). From Permanent Storage Location to Self. An employee will only need to select warehouse from the list. After this transaction is performed, you will see that item is in the employee's possession.
  • Transaction: Used for a client (out). From Self. An employee won't need to select any locations in the application, and after it is performed the item will be removed from the inventory. An employee can specify for what project and / or client the item was used.
  • Transaction: Return Unused Inventory (transfer). From Self to Permanent Storage Location. An employee will need to select warehouse from the list. After transaction is performed, the item will be listed back in the warehouse.

What inventory transactions should I create for rented out / leased out/ loaned and returned assets?

Create the following inventory transactions for this situation:
  • Transaction: Rent Out (transfer). From Permanent Storage Location to Person
  • Transaction: Return From Rent (transfer). From Current Location to Permanent Storage Location. When you select Current Location, asset location will be determined automatically, and an employee won't have to enter location from which an asset was returned manually. In this manner you can process multiple assets that were returned from different locations in one transaction.
    Important! Current Location is only valid for assets transactions. Do not select this option for inventory transactions, since inventory can be in several different locations at the same time.

I have reusable containers that my company delivers to the clients, and then later picks up empty containers. I want to know where each container is. How do I set it up?

Create the following inventory transactions for this situation:
  • Transaction: Pick Up In The Warehouse (transfer). From Permanent Storage Location to Self. At this point container is in the employee (driver) posession.
  • Transaction: Drop Off At Client (transfer). From Self to Person. At this point container is in client's possession.
  • Transaction: Pick Up At Client (transfer). From Current Location to Self. At this point container is in the employee (driver) posession.
  • Transaction: Drop Off At The Warehouse (transfer). From Self to Permanent Storage Location. At this point container is back in the warehouse.

Field Inventory And Assets Transactions: Collecting Additional Data

What are "transaction properties" and how are they different from the custom fields?

Custom fields are for entering information on the asset or inventory item (for example manufacturer, vendor, GL number, etc.). This information is related to a specific inventory line item or an asset.
Transaction properties are related to individual transactions. For example, if you want to keep track of inventory used for each project or job, Project Number or Job Number can be one of transaction properties. It is related to a specific transaction and not to the item. The same inventory line item can be used for multiple projects, and each transaction will have different project number.

What are Item Level and Fraction Level custom fields?

In absolute majority of cases your custom fields will be item level. Item Level custom fields always have the same value for all instances of the same line item. For example, every Electrical Motor ABC123 will have the same specifications and the same PDF file with technical documentation.
Fraction Level custom fields can have different values for different instances of the same line item. For example, the same medicine in two different boxes might have different expiration dates.
They are used for tracking quantity of the same line item with different properties. For example, in the case of medicine with different expiration dates, you will be able to see that you have 10 bottles of medicine, out of them 3 will expire on date X, and 7 will expire on date Y.

What are Transaction Level and Item Level transaction properties?

Transaction Level transaction properties will be filled out once per transaction. These should be the properties that will always be the same for all items in the transaction.
Item Level transaction properties will be filled out separately for each item in the transaction. These should be properties that can be different for each individual item.
As an example, project can be a transaction level property, but item conditions will be an item level property.

QR Inventory and QR Mobile Data are brand names of inventory management and mobile forms software by AHG -- a provider of mobile and cloud-based applications for business. Our unified mobile platform improves business operations efficiency by eliminating manual tasks and physical paperwork, while providing a secure cloud storage for the business records, real time access to business data for all stakeholders, comprehensive data reporting and analytics. Headquartered in beautiful Boise, Idaho, AHG software is used to manage hundreds of millions of dollars annually in inventory and assets.

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