Creating an inventory item (part)
Create a warehouse item (part) whenever you want to track the stock, cost, and location of an article your fleet uses. This article walks through each field, the validation rules, and what happens after you save. Creating items requires the warehouse:manage permission.
Before you start
Have the part's identifying details ready: a unique part number, a category to group it under, and the unit you count it in. You also set the stock thresholds and an opening quantity here, so decide what "on hand" should be when the item goes live.
Fields on a new item
| Field | Required | Notes |
|---|---|---|
| Part number (Teilenummer) | Yes | Must be unique across your warehouse (max 100 characters). It cannot be changed after the item is created. |
| Name | Yes | A short descriptive name (max 250 characters). |
| Description | No | Optional longer text (max 1000 characters). |
| Category | Yes | Free-text grouping such as "Tyres" or "Oil". Existing categories are suggested so you can reuse them consistently. |
| Unit of measure (Mengeneinheit) | Yes | One of Stueck (piece), Liter (litre), Kilogramm (kilogram), Meter (metre), or Satz (set). Defaults to Stueck. |
| Storage location (Lagerort) | No | Where the part is kept, for example a shelf or bin code (max 250 characters). |
| Unit cost | No | Cost per unit, used for stock valuation. Cannot be negative. |
| Minimum stock (Mindestbestand) | No | Below this level the item is flagged as low stock. |
| Maximum stock (Höchstbestand) | No | Above this level the item is flagged as overstocked. Must be at least the minimum. |
| Initial quantity | No | The opening on-hand amount. Cannot be negative. |
Create the item
- Open the Lagerverwaltung module and start a new warehouse item.
- Enter the part number, name, and category.
- Choose the unit of measure and, optionally, add a description and storage location.
- Set the unit cost and the minimum and maximum stock levels.
- Enter the initial quantity if you already have stock on hand.
- Save. The system checks the part number is not already in use and validates the numeric fields before creating the item.
Warning: If the part number already exists, the save is rejected. Choose a different part number rather than reusing one from a deactivated item.
What happens after you save
The item becomes active immediately and appears in the inventory list. Its current quantity equals the initial quantity you entered, and its stock status is calculated from your minimum and maximum levels. Every create action is written to the module audit trail.
Note: You set the opening figure here, but after creation the current quantity changes only through stock movements or an inventory count. Editing the item later lets you change the name, category, cost, location, and thresholds — but not the part number or the quantity directly.
Deactivating an item
Deleting an item performs a soft deactivation: it is hidden from the active list but kept for history, so its past movements remain traceable. Deactivation also requires the warehouse:manage permission.
Related
- What the warehouse (Lagerverwaltung) module manages
- Finding parts with the inventory list and search
- Low-stock thresholds and alerts
- Recording stock in and out movements
