Inventory is where you track the materials and equipment your company keeps in its own warehouses, and where your team requests them instead of ordering from a vendor.
Before you start
Your company must have Inventory turned on. Ask your Admin, or contact us.
Your Admin decides what each role can do here, on the Permissions tab in Company Settings. Every role can be granted inventory access, including Material Requester.
You need at least 1 warehouse. Everything on this tab is filtered to the warehouse you choose at the top left.
What is on the Inventory tab
Stock: what each warehouse holds today, item by item.
Consumable request: requests for materials that get used up.
Asset request: checkouts and returns of reusable equipment.
Warehouses: your warehouse list, and the setup behind each one.
Print Tags: only when that warehouse has print tags turned on.
You only see a tab your role has permission for, so your team may not all see the same ones.
What the stock quantities mean
Available: free to request or use.
Committed: reserved for an approved request, still on the shelf.
Quality hold: set aside for inspection, and not available to request.
Rejected: marked unusable. It stays on record and cannot be requested.
Request statuses
A consumable request runs Draft, Unreviewed, Approved, Prepare materials, Ready for pickup, Delivered, or ends at Rejected/Cancelled. An asset request runs Draft, Unreviewed, Checked out, Checked in, with the same Rejected/Cancelled ending.
Those are the defaults. Statuses are set per warehouse, so yours may be renamed and your warehouse may have added its own. A request cannot skip a status either: each one only offers the next steps your warehouse allows.
How Inventory works with orders
Inventory sits alongside Orders rather than replacing them. Your team can pull what is on the shelf and order the rest from a vendor. When someone logs the receipt on a delivery, the stock is added for you, but only if that delivery is assigned to a warehouse. If it is not, nothing reaches inventory and no message tells you so.
Notes and limits
Stock is counted per warehouse. Quantities are never pooled across warehouses.
A warehouse has to be linked to a project before its stock can be requested for that project.
To correct a count, use the Add/Remove tab on the item. There is no separate stock-count tool.
Best practices
Cancel a request you no longer need rather than deleting it. Moving it to Rejected/Cancelled returns the reserved quantity to Available. Deleting it does not.
Choose Consumable or Asset when you create the item. Once anything has moved against it the type is fixed, and the only way out is a second item.
Check the warehouse selector before you read a number. Every count, list and status on this tab belongs to one warehouse.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.