Inventory & Maintenance Guide

Overview

The Inventory & Maintenance system tracks your physical assets, supplies, and equipment. Monitor stock levels, schedule preventive maintenance, manage equipment checkouts, and generate reports, all from your dashboard. Keep counts and task records current so staff can act on shortages and overdue work.

Access: Included with Premium and Enterprise. Existing grandfathered Standard customers retain Inventory and Maintenance access while subscribed to Standard; new Standard subscriptions do not include these features.

Before You Start

Inventory access active
Inventory of items and quantities ready (spreadsheet or manual count)
Equipment assets identified (putters, obstacles, lighting, etc.)
Maintenance schedule planned (weekly, monthly, seasonal tasks)

Step-by-Step Setup

1

Add Inventory Items

Go to Dashboard → Manage → Inventory tab. Click "Add Item". Enter the item name, category, current stock, reorder level, and unit cost. Common items: golf balls, putters, scorecards, cleaning supplies.

2

Set Reorder Points

For each item, set a minimum stock level. When stock drops below this level, you'll get a low-stock alert. Review the low-stock list when preparing orders.

3

Register Equipment Assets

Add major equipment as assets: obstacles, lighting rigs, sound systems, kiosk tablets. Track their condition, maintenance history, and location.

4

Create Maintenance Schedules

Set up recurring maintenance tasks: daily course cleanup, weekly obstacle inspection, monthly lighting check, seasonal turf maintenance. Assign to staff members.

5

Record equipment checkout

For shared equipment, record who checked it out and when it is due back. Record the return when the equipment comes back.

Configuration

Inventory Management

Stock Adjustments: Record stock in/out with reasons (purchase, loss, maintenance use, transfer).
Bulk Adjust: Update multiple item quantities at once (e.g., after a delivery).
Stock Transfers: Record transfers between inventory locations within your course.
Low Stock Alerts: Review items at or below their configured minimum stock.
Monthly Usage: System calculates average monthly consumption from the last 90 days of transactions.

Maintenance Tasks

Scheduled Tasks: Create recurring tasks (daily, weekly, monthly, custom intervals).
Task Assignment: Assign tasks to specific staff members.
Parts Used: Record materials used and check whether inventory deduction is enabled for the entry.
Equipment Checkout: Track who has what equipment and when it's due back.
Overdue Detection: Review overdue equipment and maintenance tasks in the dashboard.

Reporting & Exports

Items CSV: Export full inventory list with quantities, values, and reorder levels.
Transactions CSV: Export all stock movements for accounting.
Tasks CSV: Export maintenance task history with completion status.
Assets CSV: Export equipment asset list with condition and assignment info.
Purchase Orders: Generate purchase order reports for suppliers.

Tips & Best Practices

Count Weekly

Do a quick physical count of high-turnover items weekly. Reconcile with the system to catch shrinkage early.

Act on Alerts

Set reorder levels using your stock usage and supplier lead time. Review the low-stock list before ordering.

Record maintenance work

Assign routine inspections and record the work completed, parts used and any follow-up needed.

Export Monthly

Download transaction reports monthly for your accountant. Track cost of goods and maintenance expenses accurately.

FAQ

Select the item, source inventory location, destination and quantity. Transfers are scoped to the current course; check the source stock before confirming.

Linked inventory parts deduct stock when inventory deduction is enabled for the entry. Review the part, quantity and stock transaction after recording it.

Troubleshooting

Issue	Cause	Fix
Stock count doesn't match physical count	Adjustments not logged or duplicate transactions	Run a reconciliation: export transactions CSV, compare with physical count, and create an adjustment entry for the difference.
Maintenance tasks not auto-generating	Schedule not active or generation already ran today	Check that the schedule is set to "Active". The system prevents duplicate task generation for the same day.
Equipment checkout shows "overdue" incorrectly	Due date wasn't set or timezone mismatch	Check the checkout due date and whether the return was recorded. Refresh the equipment list after correcting the record.