# Inventory ## 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:

Tool	Description
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.