Inventory Overview
View and manage all items stored in yards, depots, sites, or supplier locations with real-time quantities, statuses, and audit history.
Purpose
The Inventory Overview page provides a complete view of all items currently stored across your organization. It allows users to see where items are located, how many are available, and whether any stock is in use, reserved, damaged, maintained, or in transit.
This ensures teams always have accurate, real-time information when planning work, preparing deliveries, or reconciling stock.
Accessing Inventory
From the sidebar navigation: Inventory → Inventory List
This opens the full company-wide inventory view.
What You Can See
When you open Inventory, a set of tabs appears across the top of the screen. Each tab represents a different tool used to manage and track stock throughout the system.
Inventory Tabs
Overview
Displays all inventory stored across yards, depots, sites, and supplier locations. This is the primary inventory list used for searching and reviewing items.
Bulk Updates
Used to make large quantity changes during audits, cycle counts, reconciliations, resizing, or stock corrections. Keeps a complete record of what changed and why.
Requests
Allows site users to request items from the yard. Controllers approve requests and convert them into deliveries.
Deliveries
Shows all deliveries going out to sites. Includes driver details, photos, signatures, and PDF records.
Returns
Displays returns created by sites. Tracks items being collected and brought back to a yard or supplier.
Over Returns
Allows sites to return more items than originally delivered. Used to correct counts and maintain accurate stock.
Transfers
Used when inventory needs to move directly from one site to another. Stock adjusts in real time for both locations.
Yard Transfers
Used to move stock between different yards or depots, ensuring even distribution of inventory.
Site Movements
Shows a complete movement history of inventory between sites, yards, suppliers, and returns. Acts as a transaction log for all locations.
Permission-Based Visibility
These tabs are permission-controlled. If a user does not have permission to access a specific feature, that tab will not appear in their view.
This ensures that each user only sees the tools and functions relevant to their role.
Action Buttons
Above the inventory table, several action buttons provide quick access to exporting, updating, or adding inventory. Each button performs a specific function.
Order Sheet Matrix
Exports a formatted spreadsheet that can be used as an order sheet. This is commonly shared with teams or suppliers to request or allocate stock.
Excel Site Matrix
Generates an Excel report showing how inventory is distributed across all active sites. Useful for audits, planning, or reconciling site counts.
Excel Masterlist
Downloads the full list of all inventory items stored in the system. Includes codes, categories, quantities, and locations.
PDF Masterlist
Produces a PDF version of the complete inventory list for printing or sharing.
Bulk Update
Opens the bulk update tool. Used to adjust large quantities during audits, cycle counts, reconciliations, or resizing. All changes are logged for history and compliance.
Import Inventory
Allows administrators to upload inventory using the Cloudscaff CSV template. Used for initial setup, system migrations, or large batch imports.
Add New Item
Opens a new item form to manually add a single component to the inventory. Useful for new purchases, supplier items, or urgent additions.
Searching Inventory
A search bar is located above the inventory table. As you type, results update instantly, making it easy to locate specific items, even in large datasets.
You can search by:
Code
Category
Item name or description
Size
Supplier
Location
Search works across all displayed columns, allowing users to quickly filter to the exact item they need without scrolling.
Inventory Table
Below the tabs, the main inventory table displays all items that exist in the system. This table updates in real time and shows exactly where items are stored and how many are available.
Each inventory item includes:
Code
The unique identifier assigned to an item. Used across requests, deliveries, returns, transfers, and all reports.
Category
The classification of the item (for example: Boards, Tubes, Couplers, Tools, Accessories, or any custom category).
Size
The size or dimension of the item, if applicable.
Name
The full item name or description used throughout the system.
Location
Where the item is physically stored. This can be a yard, depot, supplier, or remote storage location.
Supplier
Displays the supplier name if the item is cross-hired or purchased from a specific vendor.
Total Qty
Shows the total number of units the company holds for this item, across all sites and yards.
Available Qty
The number of units currently available to be issued or delivered. These items are not reserved, in transit, or in use.
In Use Qty
The number of units currently issued to active sites. These items remain part of company inventory until returned.
Reserved Qty
Items allocated for an upcoming delivery or request. These units are removed from “available” and cannot be double-allocated.
In Maintenance Qty
Items temporarily removed from circulation because they require repair or inspection.
Damaged Qty
Items flagged as damaged through returns or inspections. These units are not available for use.
Lost Qty
Items written off through reconciliation, site confirmation, or audit.
Resized Qty
Items resized or altered. Used when an item is modified and no longer matches the original dimensions or specification.
Weight
The weight of a single unit.
Total Weight
Combined weight of all units based on Available Qty or Total Qty (depending on system configuration). Used for transport planning and reporting.
Hire Cost
The cost to hire or rent the item from a supplier, if applicable. Used for cross-hire cost tracking.
Replacement Cost
The cost to replace the item if lost, damaged, or written off. Often used for invoicing or contractor back-charging.
Selling Cost
The selling price of the item if your company hires, sells, or transfers stock to clients.
Status Indicators
Inventory items can carry status tags that reflect real-time system conditions:
Reserved
The item has been allocated for an upcoming delivery or request. Reserved items are removed from “Available Qty” and cannot be issued to another site.
Alert Levels
Triggered when the item has fallen below a configured quantity threshold. Alerts are used to identify shortages and plan replenishment before stock is depleted.
In Maintenance
Items flagged for inspection, servicing, or repair. They are temporarily removed from circulation until approved for use again.
Damaged or Lost
Items recorded as damaged through returns, or written off during reconciliation or audit. These items are no longer available for operational use.
These indicators help teams plan ahead and avoid delays or shortages.
Item Details
Each item in the inventory table has a gear icon in the first column.
Clicking this icon opens the item actions menu. The menu includes the following options:
Edit
Opens the item details form, allowing administrators to update codes, names, categories, sizes, weights, costs, and other data. All changes are recorded in the audit log.
Delete
Removes the item from the inventory list. Only available if the item has no active stock or is currently in use.
Duplicate
Creates a new item using the same details. Useful when adding multiple similar items with different sizes or codes.
View Locations
Shows where this item is currently in use across active sites. The system displays each site where the component is issued, along with the exact quantity on that site in real time. This allows users to quickly see how stock is distributed across projects.
Movement Log
Shows a full history of every transaction involving this item, including deliveries, returns, transfers, resizing, and reconciliation activity.
Multi-Location Visibility (Multiple Yards)
Cloudscaff allows companies to manage inventory across multiple storage facilities without confusion or manual tracking. The system supports any number of locations, including:
Main yard or depot
Regional yards
Warehouse or storage facilities
Supplier or cross-hire stock
Temporary or project-based holding areas
Every location is tracked separately, but displayed together in real time. This ensures you always know where stock is stored and how much is available at each location.
This is how companies manage multiple yards or storage facilities inside Cloudscaff without needing separate systems or spreadsheets. When stock moves between locations, Cloudscaff updates the quantities automatically, keeping every user aligned on accurate, up-to-date counts.
Common Uses
The Inventory Overview page is used to:
Check stock availability before approving requests
Identify shortages or low stock
Locate items across multiple yards and depots
View reserved, damaged, or maintenance items
Confirm quantities during reconciliations
Summary
The Inventory Overview is the central view of your stock. It shows quantities, locations, real-time updates, and item details across the entire organization. Every movement is recorded, ensuring teams always work with accurate and current information.
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