Adding, editing, and deleting products and inventory

Audience: Admins

This guide outlines the two ways to create new products and inventory (linking products to sites).

Adding products and inventory

Method 1: Directly through the app (recommended)

By default, creating inventory directly through the app will also create a new Inventory Update which tracks the creation date/time, as well as the user who created the record. Creating products and inventory through this method is recommended as it maintains consistency within the inventory history.

Note that with this method, you cannot create a new product without also creating a new inventory (linking it to a site). If you need to create a standalone product without linking it to a site, use the form in method 2 instead.

1. Once you are logged in on the app, navigate to the Inventory tab on the bottom navigation bar.
2. Tap the + button on the bottom right to reach the Add Inventory screen.
3. To create a new product, click the dropdown and select the + New Inventory Item option.
   • Enter a name and unit for the new item. Note that the unit should be entered in singular form (e.g. 'can' instead of 'cans').
4. Once you've either selected or created a product, enter a starting quantity (however many units are already at the site) and press Add to submit the form.

Method 2: Airtable Forms

Use these links to add new records to the Airtable base. Specific instructions for each field are included in the form descriptions.

Action	Form Link
Add an inventory item	https://airtable.com/shrooSMadWOfTNJjw
Create a new product	https://airtable.com/shrveYnhJtC6YBFWW

Other inventory-related actions like creating inventory updates and purchase requests are best done directly in the app rather than through forms.

Deleting products and inventory

As of 5/5/21, there is no way to delete a product, inventory, inventory update, or purchase request within the app. Instead, you must go through Airtable.

Note that if you delete a product or inventory with other records linked to it (e.g. purchase requests, inventory updates, etc), make sure to also delete the linked records, or else there may be errors in the app. For example, if you delete the product Diesel which had 3 different sites with inventory linked to Diesel, make sure to go through the Inventory table and delete those inventory records linking the sites to the deleted product.

Also note that if you delete an inventory update or purchase request, you will also need to update the current quantity of the corresponding inventory item in the Inventory table, as the Current Quantity field is automatically updated when updates and purchases are created.

Editing products and inventory

As of 5/5/21, there is no way to edit a product, inventory, inventory update, or purchase request (exception: admins can edit the review status) within the app. Instead, you must go through Airtable directly.

For more details on Airtable for inventory tracking, see the Inventory Tracking developer guide.