Inventory
Cloudscaff Inventory Management tracks, moves, and records all components across sites and yards with real-time visibility and full audit history.
Purpose
Inventory Management in Cloudscaff is the system used to track, move, and manage all company-owned or supplier-provided components. Every item stored in a yard, delivered to a site, returned, or transferred is recorded in real time with full traceability.
Cloudscaff replaces manual stock management with a digital and auditable process, ensuring materials are always accounted for and accurately assigned to the correct location.
Accessing Inventory Management
From the sidebar navigation: Inventory → Inventory List
Select Inventory to access the inventory management section of Cloudscaff
Why Inventory Management Matters
Without a controlled inventory system, companies often face:
Missing or unreturned items
Incorrect stock counts
Over-ordering or under-ordering
Disputes between sites and yards
Lack of proof when damage or loss occurs
Cloudscaff prevents these problems by documenting every movement with:
Dates and timestamps
Responsible users
Digital signatures
Supporting photos
Automatic PDF records
This ensures inventory is accurate, traceable, and protected at all times.
How Cloudscaff Inventory Management Works
Inventory enters and moves through the system in two ways:
Company-Owned Stock
Stored in one or more yards and delivered to job sites as needed.
When work is completed, items return to the yard and are updated in the system.
Cross-Hire or 3rd Party Supplier Stock
Items rented or sourced from external suppliers.
These are tracked separately so companies can manage costs and returns accurately.
All movements are captured digitally and applied instantly to stock counts.
Real-Time Visibility
Cloudscaff updates inventory levels the moment a transaction is completed.
Users always see the correct quantities at:
Yards or storage depots
Active sites
Supplier-held locations
Remote storage facilities
There is no delay or manual updating required.
Documentation and Audit Trail
Every action creates a permanent audit record showing:
Who performed the action
What changed
Quantity moved
Photos attached
Signature added
Supporting comments
PDF documentation generated
Records cannot be deleted or overwritten, ensuring complete transparency and compliance.
Who Uses Inventory Management
Site Users
View site inventory
Request items
Receive and sign for deliveries
Return unused or damaged items
Stock Controllers
Process and approve requests
Create deliveries
Manage returns and transfers
Monitor stock availability
Inventory Admins
Import and adjust stock
Configure supplier or cross-hire items
Manage Yards
Reconcile discrepancies
Manage user permissions and access
Inventory Management Tools
Cloudscaff provides a full set of tools for stock control, including:
Inventory Lists
Shows all items stored in yards, depots, sites, or supplier locations, including quantities, weights, and statuses.
Requests
Allows site users to request items from the yard or storage location. Controllers review, approve, and convert requests into deliveries.
Deliveries
Records all inventory being sent to a site. Includes driver details, photos, digital signatures, and automatic PDF documentation.
Returns
Used when items need to be collected from a site and brought back to a yard or supplier. Tracks quantities, photos, and signatures.
Over-Return
Allows sites to return more items than originally delivered. Prevents blocked transactions and ensures accurate adjustments and record-keeping.
Transfers
Moves inventory directly from one site to another without returning to the yard first. Updates stock at both sites in real time.
Yard Transfers
Transfers stock between yard or depot locations. Maintains accurate distribution across multiple storage facilities.
Cross-Hire
Tracks items rented from external suppliers. Keeps supplier inventory separate and ensures correct return and cost tracking.
Bulk Updates
Used to adjust or correct stock levels in large batches during audits, cycle counts, reconciliations, resizing, or any other inventory changes. Every update is logged with a timestamp and user details to maintain a full history of what changed and why.
Alerts and Reporting
Provides notifications for shortages, backorders, low stock, and pending approvals. Offers reporting for movement and stock history.
Importing via CSV
Allows admins to upload large quantities of inventory data using spreadsheet templates. Used for setup, migration, or major adjustments.
Audit Trail
Every transaction is permanently recorded with timestamps, responsible users, signatures, and photos. Cannot be deleted or overwritten.
Location Management
Manages yards, depots, 3rd party supplier locations, and remote storage facilities. Ensures stock is always linked to the correct place.
Editing Item Details
Allows admins to update codes, names, sizes, weights, prices, and other item information while keeping full history of changes.
Each tool will be explained in the following pages, with step-by-step instructions.
Summary
Cloudscaff Inventory Management provides:
Accurate tracking of all components
Real-time visibility across every location
Full audit history with signatures and photos
Automatic documentation for every movement
Clear accountability across teams and sites
This ensures materials are controlled, protected, and always accounted for.
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