# Add New Item

## **Purpose**

Explain how to launch and use the Add New Item modal to create a stock item from the Inventory view.

## **How to Access**

Open the main menu → Select **Inventory** → Stay on the Inventory Overview Tab → Click the **Add New Item** button (*visible only when permitted*).

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***

## **Permissions & Visibility**

This tool is only visible if the user has the required permissions. Buttons, actions, and fields may appear or be hidden depending on role.

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## **Workflow Overview**

This guide covers the standard workflow: Open Inventory list → Launch Add New Item modal → Enter item details → Save. Variations such as validation errors or permission-based restrictions are noted in the steps.

## **Step-by-Step Workflow**

### **Access the Inventory Management Section**

* What the user does: Open Inventory.
* What the system displays: Inventory list with Add New Item Button (if permitted).
* Outcome: User can start item creation.

### **Open the Add New Item Tool**

* What the user does: Click **Add New Item** Button.
* What the system displays: Fullscreen Add Item tool with empty form fields.
* Outcome: Form ready for input.

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### **Complete the Add Item Form**

* What the user does: Enter item details and clicks Add Item
* What the system displays: Field validations; errors shown inline if required fields are missing.
* Outcome: Item is created and should appear in the Inventory list upon success.

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### Example form fields:

| Field                | Improved Description                                                | Mandatory |
| -------------------- | ------------------------------------------------------------------- | --------- |
| **Code**             | Internal reference code used to uniquely identify the item          | No        |
| **Category**         | Grouping used to organize inventory items                           | No        |
| **Size**             | Size or unit of measure, where applicable                           | No        |
| **Type**             | Item type or classification identifier                              | No        |
| **Description**      | Additional details or notes about the item                          | No        |
| **Location**         | Current storage location (yard, warehouse, or third-party supplier) | No        |
| **Supplier**         | Supplier or vendor associated with the item                         | No        |
| **Weight**           | Weight of a single unit, where applicable                           | No        |
| **Hire / Rent Cost** | Cost to hire or rent the item per unit                              | No        |
| **Replacement Cost** | Cost to replace the item if lost or damaged                         | No        |
| **Selling Cost**     | Selling price per unit, if applicable                               | No        |
| **Low Level Alert**  | Minimum quantity threshold that triggers a low-stock alert          | No        |
| **Total Qty**        | Total quantity currently recorded in inventory                      | No        |

***

## **What Happens Next**

Record status updates per inventory rules; New item appears in the Inventory list

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***

## **Permissions Required**

Permissions are controlled by these permissions:

| Permission needed            | Why it matters                                            |
| ---------------------------- | --------------------------------------------------------- |
| inventory-inventory-create   | Allows adding new stock items.                            |
| inventory-inventory-update   | Allows editing stock items (also unlocks the add button). |
| roles-inventory-admin-enable | Full inventory admin access; shows the button.            |
| roles-super-admin-enable     | Full system access; shows the button.                     |

> **Tips**: You only need one of these; the UI shows the button if any match your permissions list.

***

## **Troubleshooting**

Common visibility or validation issues when adding a new stock item.

| Problem                        | Solution                                                           |
| ------------------------------ | ------------------------------------------------------------------ |
| Cannot see Add New Item Button | Verify create permission for inventory; refresh after role updates |
| Record not saving              | Check required fields and validation messages                      |
| Data missing after save        | Confirm system preconditions and retry; check inventory filters    |

***

## **Related Pages and Links**

{% hint style="info" %}
[Inventory Overview](https://docs.cloudscaff.com/inventory-management/inventory-overview)
{% endhint %}

{% hint style="info" %}
[Roles and Permissions](https://docs.cloudscaff.com/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}