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Introduction to Inventory Management

The SecurityTrax inventory system allows you to manage every aspect of your inventory to track all equipment that comes in and out of your company. This article covers concepts and capabilities and provides examples of their use.

This page includes information about features included with the Inventory+ add-on.


View the complete list of terms used in inventory management.

Inventory Recipient

An entity that participates in your inventory system that can be assigned inventory items. In SecurityTrax, users and office locations can be designated as inventory recipients. 


Before using the inventory system you will need to do some setup.  Complete the following steps before proceeding:

  1. Add the Equipment Items and Equipment Kits you work with into your Equipment List.  Make sure to link the Equipment Items to the SecurityTrax Master Equipment List.
  2. Add the Equipment Vendors you purchase Equipment Items and Equipment Kits from.
    1. Make sure to click on the Equipment Details tab to specify which Equipment Items the vendor supplies to you and related details.
    2. If using Inventory+ click on the Connector Details tab setup electronic communication with the vendor.
  3. If using Inventory+ add your Inventory Templates.  This will allow the system to automatically generate POs by analyzing current and desired inventory levels of Inventory Recipients.
  4. Setup your users and office locations to be Inventory Recipients so they can participate in inventory management. Learn more about setting up your Inventory Recipients.

Initial Inventory Levels

After getting your system setup you will want to make the system aware of all currently on-hand inventory. You can do this now, and reconcile at any time, by having all Inventory Recipients perform a Physical Inventory count.  Learn more about performing Physical Inventory.


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Equipment gets into the system in one of two ways: performing Physical Inventory, or more commonly, through the Purchase Order process.

Knowing what to order

You can determine what equipment needs to be ordered in the following ways:

  1. Inventory Recipients can create Purchase Requisitions indicating the equipment they need.
  2. When manually creating a Purchase Order for an Inventory Recipient you can see their on-hand levels and specify how many of each Equipment Item to order.
  3. If using Inventory+ the system will automatically determine the Equipment Items needed from the Inventory Templates through Replenishment activities.

Purchase orders

Purchase orders are the primary means by which Equipment Items make their way into your system. 




Once all recipients have performed their physical inventory counts the system will be aware of all current on-hand items per equipment item per inventory recipient.  You can view these levels at any time by viewing the Physical Inventory page for the desired Inventory Recipient.


Transferring equipment can be used to move equipment from the on-hand counts of one Inventory Recipient to another. 


Used to send faulty or unneeded equipment back to the vendor.


Used as a means to remove faulty equipment from a recipient's on-hand count. Spillage Reports may also be used by a Warehouse Manager if a technician returns defective equipment to the office with no explanation of the defect. These reports can also be used as a precursory step to creating an RMA.


Inventory makes it way out of the system in the following ways:

  1. Equipment Items are marked as installed and removed from the on hand counts of a technician.
  2. RMAs (optionally created from a spillage report) are submitted to return the equipment to an Equipment Vendor.
  3. Spillage requests are closed out accepting that Equipment Items have been lost or broken (but not returnable).
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