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Inventory - Help & Documentation

Manage your team's equipment, stock and inventory records

What is Inventory Management?

The Hatrick Inventory module helps a Team / Organisation maintain its equipment and stock. The Inventory Management page provides separate areas for categories, inventory items, stock received, stock issued and inventory reports.

1. Open Inventory Management

From the Team Dashboard, open Inventory. The Inventory Management page is available to authenticated Team accounts.

Team-specific inventory: Inventory records created through this module belong to the currently logged-in Team / Organisation. Other Hatrick teams should not be able to view or manage those records.

2. Inventory Modules

SectionPurpose
Categories Create and manage team-specific inventory categories. Categories help organise the team's inventory items.
Inventory Items View and manage the equipment and other inventory belonging to the Team.
Stock In Record purchases, donations and other stock received by the Team.
Stock Out Record equipment issued, damaged, lost or transferred out.
Inventory Report View current stock and inventory movement reports.

3. Categories

Use Categories to create and maintain the Team's own inventory categories.

A well-organised category structure makes it easier to identify and manage different types of equipment and stock.

Examples

  • Sports Equipment
  • Cricket Equipment
  • Training Equipment
  • Uniforms
  • Office / Event Equipment

The actual categories available to your Team depend on what has been created in the Categories section.

4. Inventory Items

Use Inventory Items to maintain the individual items owned or held by the Team.

Items should be maintained accurately because stock movements are recorded against the Team's inventory.

Good practice: Create an inventory item once and then use its stock movement functions rather than creating duplicate item records for every purchase or issue.

5. Stock In

Use Stock In whenever inventory is received by the Team.

Examples include:

  • Purchase of equipment
  • Donation of equipment
  • Other stock received by the Team

Stock In records contribute to the inventory movement history and help the Team maintain an accurate current stock position.

6. Stock Out

Use Stock Out when equipment or stock leaves the Team's available inventory.

The current Inventory Management page identifies these situations:

  • Equipment issued
  • Equipment damaged
  • Equipment lost
  • Equipment transferred out

Recording these movements helps keep the current stock position accurate.

7. Inventory Report

Use Inventory Report to review current stock and inventory movement information.

Reports are useful for checking what the Team currently has and reviewing how stock has moved over time.

8. Maintaining Inventory

  1. Create appropriate categories.
  2. Create each inventory item with accurate information.
  3. Record incoming stock using Stock In.
  4. Record issued, damaged, lost or transferred stock using Stock Out.
  5. Review the Inventory Report periodically.
  6. Correct records when an entry has been made incorrectly, using the available Edit/Delete functions in the relevant inventory module.

9. Edit and Delete

The Hatrick Inventory module provides Edit/Delete facilities for inventory records and transactions where applicable.

Use Edit when a record contains an error or needs to be corrected. Use Delete only when the record genuinely needs to be removed.

Important: Before deleting an inventory transaction, check that the transaction is the one you intend to remove. Inventory movement records affect the understanding of stock history.

10. Team Security

Inventory Management is designed around the logged-in Team ID. Inventory records belong to the Team / Organisation using the module.

This keeps one Team's inventory separate from another Team's inventory.

11. What the Inventory Management Page Provides

  • Team-specific Inventory Management
  • Categories
  • Inventory Items
  • Stock In
  • Stock Out
  • Inventory Report
  • Team-specific access
  • Edit/Delete facilities in the relevant inventory functions

Quick Inventory Routine

  1. Set up useful inventory categories.
  2. Add the Team's inventory items.
  3. Record every new receipt of stock through Stock In.
  4. Record every issue, damage, loss or transfer through Stock Out.
  5. Use the Inventory Report to review stock.
  6. Use Edit to correct mistakes.
  7. Use Delete carefully when a record genuinely needs removal.
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