Easylib

Easylib Help

Asset (Inventory) Management

Entire Automation System for Libraries

E-Mail: info@easylibsoft.com

Website: https://easylib.net

Inventory Management

Table of Contents

  1. Inventory Management Overview
  2. Customized Item Report
  3. Product Type
  4. Product Master
  5. Item Master
  6. Imports
  7. Item Import
  8. Product Import

1. Inventory Management Overview

Inventory Management in EasyLib is used to manage and track institutional inventory such as assets, consumables, and items in a centralized system. It helps maintain accurate stock records, monitor item status, and support reporting for audits and decision-making.

2. Customized Item Report

The Item List (Customized Item Report) is used to:

  1. View all inventory items in one place
  2. Monitor stock details, locations, and verification status
  3. Generate customized reports for audits and reviews
  4. Export inventory data for documentation and analysis

Left Panel – Filter & Search Options

Users can refine the item list using multiple filters shown on the left:

  1. Institution Name – Filter items institution-wise.
  2. Item Name – Search specific items by name.
  3. Product Name – View items under a particular product.
  4. Item Code – Locate items using unique item codes.
  5. Location – Filter items based on physical location (Hall, Lab, Room).
  6. Stock Verified By – Identify who verified the stock.
  7. Purchase Date – Filter items based on purchase timeline.
  8. Price – Analyze items based on cost.
  9. Stock Verified Date – Track when stock verification is done.

These filters help generate highly customized and precise reports.

Main Grid – Item List Details

The central table displays filtered inventory records with the following columns:

  1. Institution Name – Name of the institution owning the item.
  2. Item Name – Actual name/description of the item.
  3. Item Code – Unique identifier for each inventory item.
  4. Location – Current physical location of the item.
  5. Stock Verified By – User who performed stock verification.
  6. Purchase Date – Date when the item is purchased.

Pagination at the bottom allows navigation through large datasets.

Top Actions

  1. Show Entries – Control how many records are displayed per page.
  2. Filtered Total Records – Displays the total number of records after applying filters.
  3. Export – Download the item list in supported formats (Excel/CSV) for audits and reports.
  4. Show/Hide Columns – Customize visible columns as per reporting needs.

Key Benefits

  1. Provides complete visibility of inventory assets
  2. Saves time with advanced filtering and quick search
  3. Supports audit, compliance, and stock verification
  4. Enables data export for reporting and management reviews
  5. Improves accuracy and accountability in inventory tracking

Usage Scenario

This screen is commonly used during:

  1. Annual stock verification
  2. Internal and external audits
  3. Asset tracking and location checks
  4. Management reporting and reviews

3. Product Type

The Product Type Maintenance screen displays a list of all defined product types in a tabular format with options to add, modify, search, and delete product types.

Fields and Columns

  1. Product Type ID: A unique identifier or short code assigned to the product category.
  2. Product Type: The descriptive name of the product category.
  3. Action: Options to modify or delete the product type.

Key Actions

Add Product Type

  1. Use the + Add Product Type button to create a new category.
  2. Enter a unique Product Type ID and Product Type name.
  3. Save the details to make the category available system-wide.

Modify Product Type

  1. Update the name or details of an existing product type.
  2. Useful when category names need correction or standardization.

Delete Product Type

  1. Removes unused or incorrect product types.
  2. Deletion may be restricted if the product type is already linked to products or items.

Search and Navigation

  1. Search Box: Quickly find product types using ID or name.
  2. Show Entries: Control the number of records displayed per page.
  3. Pagination: Navigate through multiple pages of product types.

Workflow Integration

  1. Define Product Types in this module.
  2. Assign Product Types while creating entries in Product Master.
  3. Create individual inventory records in Item Master based on products.
  4. Use Product Types for filtering and reporting in inventory reports.

Benefits

  1. Provides a structured approach to inventory classification.
  2. Improves consistency across inventory records.
  3. Enhance reporting, filtering, and analysis.
  4. Simplifies inventory expansion and maintenance.

4. Product Master

The Product Master Maintenance module in EasyLib Inventory Management is used to create and manage products that represent groups of similar inventory items. It acts as a bridge between Product Type and Item Master, enabling structured inventory tracking.

Purpose

  1. To define products under specific product types.
  2. To maintain product-level quantity and classification.
  3. To ensure consistency while creating individual inventory items.

Screen Description

The Product Master Maintenance screen displays all products in a tabular format with options to add, search, modify, and delete products.

Fields and Columns

  1. Product Code: A unique code assigned to each product.
  2. Product Name: The descriptive name of the product.
  3. Product Type: Category under which the product is classified.
  4. Total Quantity: Total number of items available under the product.
  5. Action: Options to modify or delete the product.

Key Actions

Add Product

  1. Click + Add Product to create a new product.
  2. Enter Product Code, Product Name, Product Type, and Quantity.
  3. Save to make the product available for item creation.

Modify Product

  1. Update existing product details such as name, type, or quantity.
  2. Helps keep product data accurate and up to date.

Delete Product

  1. Remove products that are no longer required.
  2. Deletion may be restricted if items are already linked.

Search and Navigation

  1. Search Box: Quickly find products using code or name.
  2. Show Entries: Control the number of products displayed per page.
  3. Pagination: Navigate through multiple pages of product records.

Workflow Integration

  1. Create Product Types in the Product Type module.
  2. Define Products under relevant Product Types here.
  3. Create individual inventory items using Item Master.
  4. Track stock and generate reports using product-wise data.

Benefits

  1. Provides organized product-level inventory structure.
  2. Simplifies item creation and management.
  3. Improves inventory accuracy and control.
  4. Supports efficient reporting and auditing.

5. Item Master

The Item Master Maintenance module in EasyLib is used to manage individual inventory items that belong to a product. While the Product Master defines what the product is, the Item Master defines each physical or logical unit of that product. This module helps institutions track item-wise details such as purchase information, location, valuation, verification, and lifecycle status.

The Item Master module is designed to:

  1. Maintain unique records for each inventory item
  2. Track item location, value, and ownership
  3. Support stock verification and audits
  4. Enable traceability of assets throughout their lifecycle
  5. Ensure accurate inventory valuation and reporting

Item Master Listing Screen

The Item Master Maintenance screen displays all registered items in a tabular format with options to add, search, modify, or delete items.

Key Controls

  1. Show Entries: Select number of records to display per page
  2. Search: Quickly locate items using keywords
  3. + Add Item: Create a new item record
  4. Modify / Delete: Edit or remove existing item records

Item Master Fields Description

Institute Name

  1. Displays the institute or campus to which the item belongs
  2. Useful in multi-campus or group-institution setups

Item Code

  1. A unique identifier for each item
  2. May be auto generated or manually assigned
  3. Used for tracking, audits, and reports

Item Name

  1. Name or description of the individual item
  2. Can include serial number or distinguishing details

Product Name

  1. Links the item to its corresponding Product Master
  2. Enables grouping of similar items under one product

Purchase Date

  1. Date on which the item was purchased
  2. Used for warranty tracking, depreciation, and audits

Purchase Price

  1. Original cost of the item at the time of purchase
  2. Helps calculate asset value and financial reports

Current Location

  1. Physical location where the item is currently placed
  2. Example: Hall, Lab, Department, Office, Storeroom
  3. Helps in physical verification and asset allocation

Current Value of Item

  1. Present value of the item
  2. Can be same as purchase price or adjusted based on depreciation

Date of Current Value of Item

  1. Date on which the current value was last updated
  2. Important for audit and valuation compliance

Stock Verified By

  1. Name or ID of the user who verified the item
  2. Ensures accountability and audit trail

Stock Verified Date

  1. Date on which the item was physically verified
  2. Supports periodic stock verification processes

Action

  1. Modify: Update item details such as location, value, or status
  2. Delete: Remove item record (usually restricted to admins)

Add New Item Workflow

  1. Click + Add Item
  2. Select the Product Name from Product Master
  3. Enter Item Code and Item Name
  4. Fill in purchase details (date, price)
  5. Assign Current Location
  6. Enter Current Value and value date
  7. Save the record

Modify Item Workflow

  1. Locate the item using Search
  2. Click Modify
  3. Update required fields (location, value, verification details, etc.)
  4. Save changes

Delete Item Workflow

  1. Locate the item record
  2. Click Delete
  3. Confirm deletion (admin rights may be required)

?? Deleting items may affect audit history. Use with caution.

Key Benefits of Item Master in EasyLib

  1. Item-level asset tracking and accountability
  2. Accurate inventory valuation
  3. Simplified stock verification and audits
  4. Better control over asset movement and location
  5. Seamless integration with Product Master and Reports

6. Item Import

The Imports section in Inventory Management allows bulk upload of product and item data into EasyLib using predefined templates. This feature helps institutions save time, reduce manual entry errors, and quickly onboard large volumes of inventory records.

Item Import

Item Import is used to upload individual asset or item-level details in bulk.

Purpose:

  1. To register multiple physical items at once under existing products
  2. To speed up inventory onboarding during initial setup or audits

Key Details Captured:

  1. Institute Name
  2. Item Code and Item Name
  3. Product Name
  4. Purchase Date and Purchase Price
  5. Current Location
  6. Current Value of Item
  7. Stock Verified By and Verified Date

Workflow:

  1. Download the Item Import template.
  2. Fill in item details as per the required format.
  3. Upload the file through Item Import.
  4. System validates data and imports records successfully.

Benefits:

  1. Saves manual entry time
  2. Ensures consistency in item data
  3. Supports bulk asset onboarding

7. Product Import

Product Import is used to upload multiple product definitions in bulk.

Purpose:

  1. To create product master's quickly
  2. To standardize product information across the institution

Key Details Captured:

  1. Product Code
  2. Product Name
  3. Product Type
  4. Total Quantity

Workflow:

  1. Download the Product Import template.
  2. Enter product details in the prescribed format.
  3. Upload the file using Product Import.
  4. System validates and creates product records.

Benefits:

  1. Quick creation of product masters
  2. Reduces duplication and data errors
  3. Ideal for large inventories and migrations