Property - Inventory Items

Modified on Thu, 12 Sep at 9:22 AM

The Inventory Items in Chintaro are used to record a register of items or assets within your individual Properties. Usually this is limited to major appliances (such as ovens, air conditioners, hot water systems etc.) but the Inventory you keep in Chintaro can be as detailed as you like.

All Properties in Chintaro must have at least one Inventory Item called General, as Inventory Items are linked to creating Maintenance Tasks. Even if you have a detailed record of your Inventory Items in Chintaro, there will be some maintenance that is not tied to a major appliance (EG leaking tap), where you will assign the maintenance request to a general Inventory Item.

Creating an Inventory Item will save you time when you raise a Maintenance Task, as the fields you populate in the Inventory Item will default on the Maintenance Task.

This solution covers:

Viewing existing Inventory Items
Inventory Item Fields
Adding a new Inventory Item to a Property
Viewing all Inventory Items in the system
Deleting Inventory Item(s)

Viewing existing Inventory Items

To view the existing Inventory Items in a Property, from the Home Screen, click Properties, then Manage Properties and double click on the Property you want to view the item for.

Click the Inventory button in the blue buttons at the top of the screen to show all Inventory Items:

Double click on the row of the Inventory Item to view the detail in the item.

Inventory Item Fields

The Inventory Item fields are as follows:

Field	Screenshot	Description
Item Name		The name of the item (EG Washing Machine)
Item Type		Used to record what type of item it is (EG Washing Machine). Used in reporting.
Item Group		Used to record what group of appliances the item belongs to (EG Whitegoods). Used in reporting.
Quantity		Only visible for Smoke Alarms, Exit Lights and Thermostatic Mixing Valves.
Serial Number		Enter the Serial Number of the item, if applicable.
Item Location		Used to record the physical location of the item within the Property. Select from drop down list.
Condition		The state of the item.
Trade Type		Used to indicate the type of Tradesperson that will complete the maintenance on the item (EG Plumbing)
Maintenance Type		Used to record the type of maintenance that the item will require. Usually, this will be Responsive (when something breaks, and you need to get it fixed). If you are entering cyclical items such as Smoke Alarm Checks, select Cyclical from the drop down list.
Works Type		Used to classify the item for forecast maintenance or long-term scheduled upgrades.
Trades Person		Used if there is a particular Trades Person or company that will be responsible for maintaining the Inventory Item. If this item will be maintained by many Trades People, or you do not want to assign one particular Trades Person, leave this field blank.
Urgent		If you add an urgency to an Inventory Item, this urgency will pre-populate when selecting the item in a Maintenance Task.
Estimated Amount		The estimated amount to fix the item. If included, this will be pre-populated on the Maintenance Task in the Completion Details > Costs > Estimated Cost section.
Make, Model, Capacity, Supplier		The make, model, capacity and supplier of the item.
Purchase Date and Purchase Price		Used to record the date and cost when the item was purchased and the price f the purchase.
Replacement Cost and Replacement Date		Used to estimate when the item will require replacement. Enter the estimated cost and date in these fields.
Warranty Expire		Used to record the date the warranty on the item will expire.
Maintenance Instructions		Used if you will have specific maintenance instructions about the item. This will pre-populate in the Maintenance Task.
Access Instructions		Used if you have specific access instructions regarding the location of the item.
Cyclical Maintenance on this Item		These fields are used for Cyclical Maintenance (Maintenance to occur on a recurring basis)
Maintenance Cycle		The frequency the tasks will be created
First Maintenance Due Date		The first date the maintenance task will be generated for
Work Order Number		Used to link all Work Order's for this item to one Maintenance Task
Maintenance Schedule		The Maintenance Schedule will show the history of maintenance linked to this item (completed and active tasks)
Related Links		Used to hyperlink to files/folders on your network about this item (EG Warranty Details or Instruction Booklet).

Adding a new Inventory Item to a Property

To view the existing Inventory Items in a Property, from the Home Screen, click Properties, then Manage Properties and double click on the Property you want to view the item for.

Click the Inventory button in the blue buttons at the top of the screen and then click Add Inventory Item:

Enter all relevant fields (descriptions above) and click Update to save the record.

Viewing all Inventory Items in the system

The Manage Inventory Items screen enables you to view all Inventory Items for all Properties. To view the Manage Inventory Items screen, from the Home Screen, click Properties in the Main Menu, then click Manage Inventory Items:

You are able to sort and filter this screen to view Inventory Items by Property Name, Item Name, Location, Start Date, etc.

Deleting Inventory Item(s)

You have the ability to delete Inventory Items that have been created in error or which are no longer required to be recorded against a property. You can only delete Inventory Items that have no associated maintenance tasks - either active or inactive/open or closed).

To delete one or multiple Inventory Items, from the Home Screen, click Properties in the Main Menu, then click Manage Inventory Items:

Filter the screen to the item(s) you want to delete (for example, by Property Name, Item Name or any other column, and once the screen has been filtered, tick the Include box (or boxes) on the left hand side of the screen for the item(s) you would like to delete:

Click the Delete Item box at the top of the screen and a pop up box will appear to advise that this process will delete selected Inventory Items that have no associated maintenance tasks. Click Yes to continue:

The selected Inventory Item(s) will be deleted.

with common areas you just set up a property without a room/tenantable unit called 'Property Name Common Area'. That way you can add Inventory Items, Notes, Maintenance Tasks. We should have this is our documentation - if it's not, can you please add it to a Property article?