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Inventory Terms

The following is the list of terms you can reference while working with the inventory system.



The count (plus or minus) of the Equipment Item that the Inventory Recipient has on hand above or below their Base Level. 

Auto Replenish Flag

A toggle on an Inventory Recipient that designates if they should be included as part of Replenishment activities.


A physical location that the Equipment Vendor distributes equipment from. A list of branches is populated automatically through the integration when using Inventory+.

Base Level

On an Inventory Template, the desired quantity of the equipment item that the recipient should have on hand.

Default Pickup Branch

The Branch Number specifying which Branch is desired for equipment pickup.  Only applicable if you have selected "Pickup" as the Retrieval Method.

Default Processing Method

The preferred Processing Method for an Inventory Recipient with a specific Equipment Vendor.

Default Retrieval Method

The preferred Retrieval Method for an Inventory Recipient with a specific Equipment Vendor.

Default Vendor

  • On an Inventory Template, the Equipment Vendor that should be used to order the equipment item from.  
  • On an Equipment Item, the Equipment Vendor that should be used. 
  • On a Purchase Requisition the Equipment Vendor that will be used for the Equipment Item when generating Purchase Orders. 

Default Vendor Priority

The priority by which a Default Vendor is determined.  The following order of priority is used:

  1. An overridden Inventory Template value set specifically on an Inventory Recipient on the Equipment Details Page.
  2. The value set on the Inventory Template applied to the Inventory Recipient.
  3. The value set on the Equipment Item.

Electronically Submitted

Indicates if a Purchase Order placed with an Equipment Vendor that has a Vendor Integration enabled has be submitted electronically to the Equipment Vendor.

Equipment Details Page

When viewing an Inventory Recipient, the page used to override Inventory Template values.

Equipment Item

Represents the items that your company uses in the course of business operations. Note: In SecurityTrax, this list does not contain Equipment Kits, which are treated separately.

Equipment Kit

A collection of Equipment Items that are bundled together for ease of ordering. In SecurityTrax, kits are used only for the act of purchasing and are not usable in any other way. When a kit is assigned to an Inventory Recipient, it will be broken apart and the individual Equipment Items of the kit will be assigned.

Equipment List

List of Equipment Items that your company has created. This will likely include panels, sensors, cameras, and other items that your company sells or installs. 

Equipment Manufacturer

A company that creates equipment.

Equipment Package

A template used to quickly assign equipment to customers. It has no impact on inventory and is only used for convenience.  

Equipment Vendor

A company that sells and distributes equipment to your company.

Inventory Ledger

An all-inclusive record of transactions related to moving of equipment to, from, and within a company. All actions in the system are tracked and reportable to ensure you have a clear understanding of all inventory-related transactions.

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. 

Inventory Recipient Office Location

An Inventory Recipient that is an office location.

Inventory Recipient User

An Inventory Recipient that is a user.

Inventory Template

Used to specify preferred vendors and desired quantities of Equipment Items for Inventory Recipients. Includes data such as items, Default Vendor, and Minimum Level, and Base Level.

Just Received

When receiving Equipment Items from a Purchase Order, Spillage Report or RMA, this is the quantity of Equipment Items that have been physically received at the moment you are updating the Purchase Order

Minimum Level

On an Inventory Template, the minimum quantity the recipient can have on-hand before ordering should occur to increase their quantity to the Base Level.

My Inventory

The section of SecurityTrax that Inventory Recipient Users view and manage their own personal inventory-related information.

On Hand

The count of Equipment Items that the system believes an Inventory Recipient currently has in their possession.

On Order

The count of Equipment Items that have been ordered on a Purchase Order.

On Transfer

The count of Equipment Items that are in the process of being transferred (to or from) an Inventory Recipient.

Pending Purchase Order

A PO that has not been finalized.  Pending purchase orders are shown for immediate action only, either saving (and therefore becoming a Purchase Order) or ignoring.  They are not saved by the system for later use.

Physical Inventory Count

Performing a physical inventory count allows you to do physical counts as part of your setup (initial inventory levels) and on an ongoing basis.  These counts ensure the system accurately represents the actual on-hand counts of your Inventory Recipients.

Pickup Branch

The physical location of an Equipment Vendor where Purchase Order Equipment Items will be picked up at.


The count of of the Equipment Item that the Inventory Recipient is already scheduled to use.  The most common occurrence of this is a technician that has future appointments where the Equipment Item will be installed.

Previous Count

The count (and date) of Equipment Items provided as the on hand count for an Inventory Recipient during the most recent Physical Inventory count. 

Previously Received

When receiving Equipment Items from a Purchase Order, Spillage Report or RMA, this is the quantity of Equipment Items that have been previously recorded as received. 

Processing Method

The method of processing POs. The two available methods are:

  1. Manual – The PO must be emailed or called in to the vendor (will not be sent electronically).
  2. Electronic – The PO will be sent electronically (no manual intervention is required for the vendor to receive the PO).

Purchase Order (PO)

An order for one or more Equipment Items or Equipment Kits with a specific Equipment Vendor. Includes an Inventory Recipient and other related details that determine shipping location and method.

Purchase Order Catalyst

The means by which a Purchase Order is created.  Possible values are: ManualSemi-Auto Replenish, and Fully-Auto Replenish.

Purchase Requisitions

Purchase Requisitions are used by Inventory Recipients to request Equipment Items.  Purchase Requisitions can then be converted into Purchase Orders.

Purchase Requisition Status

The overall status of the Purchase Requisition that indicates its progression. Possible values are:

  1. Open - the Purchase Requisition can still have additional Equipment Items added to it.
  2. Submitted - the Inventory Recipient has finished adding Equipment Items and has submitted it for review and ordering.
  3. Closed - the Purchase Requisition has been reviewed and has either been Declined or used to generate one or more Purchase Orders.


Allows you to auto-generate Pending Purchase Orders for the desired Type and/or Target. This takes into account minimums and bases set on the Type and/or Target to generate the Pending POs likely needed. An option to not continue with any unneeded Pending POs is available. 

Retrieval Method

Methods of receiving equipment items from the vendor.  Options are Equipment Vendor specific and include branch pickup and various shipping urgencies. A list of methods is populated automatically through the integration when using Inventory+.

Return Merchandise Authorization (RMA)

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

Return Reason

The reason an Equipment Item is being returned or spillaged.

SecurityTrax Master Equipment List

SecurityTrax maintains a master equipment list that contains a comprehensive list of Equipment Items that we have identified. Your Equipment Items can be linked to our items, which will provide you with some additional features. For example, with the link in place, we will automatically group your equipment by category in equipment lists. Additionally, the link provides part-specific identification internally and externally to your company.


In an inventory transaction, the Inventory Recipient that is the source or provider of the Equipment Items.

Spillage Report

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.

Spillage Report Status

The overall status of the Spillage Report that indicates its progression.  Possible values are:

  1. Open - the Spillage Report can still have additional Equipment Items added to it.
  2. Locked - the Spillage Report can no longer have additional Equipment Items added to it.  Typically, once a Spillage Report is locked the Inventory Recipient is instructed to physically return all defective items to the company for handling.
  3. Closed - the Spillage Report has been reviewed and closed.  When closing, if desired and applicable, the Spillage Report can be converted to a RMA.


Term used to indicate that an Inventory Recipient has specified that an Equipment Item is either faulty or missing.  Spillaged items are collected and reported via a Spillage Report.


In an inventory transaction, the Inventory Recipient that is the target or receiver of the Equipment Items.


Allows you to move Equipment Items from one Inventory Recipient to another (until the transfer has been accepted by the target recipient, no changes are made to the on-hand counts of either source or target recipient).

Transferable Count

The count of the Equipment Item that the Source has available for transfer.  This is a computed count based on On Hand values, pending transfers and orders.

Vendor Details Page

When viewing an Inventory Recipient, the page used to set associations to between the Inventory Recipient and Equipment Vendors.

Vendor Integration

The ability for SecurityTrax to communicate with a vendor electronically.  This provides the ability to submit purchase orders directly to the vendor.  In some cases, there are other capabilities including retrieving order status, etc.

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