CORE OPERATIONS
Managing Items
Items (assets) are the core objects in Invenicum. Each item belongs to an asset type and can feature custom fields, images, and location tracking.
Overview
Whether you are tracking serialized hardware or bulk supplies, Invenicum provides multiple ways to populate and maintain your inventory database.
Creating Items
Manual Creation
1. Navigate to Asset Type: Select your container, click Asset Types, and choose the target type.
2. Click Create New: Use the Create Asset button in the list view.
3. Required Fields: Fill in the Name (mandatory), Description, and Location.
4. Stock & Codification: Define Barcode, Quantity, and Minimum Stock thresholds.
5. Custom Fields: Fill in specifications (model, purchase date, etc.).
6. Gallery: Upload photos (multiple images supported).
7. Save: Use the floating action button to finalize.
Pro Tip: Serialized items default to quantity 1; non-serialized items allow bulk tracking.
AI-Powered Creation (Magic AI)
If enabled, use Magic AI to auto-fill data from product URLs.
- • Click the AI Magic banner at the top of the creation screen.
- • Paste a link (Amazon, manufacturer site, etc.).
- • AI extracts: Name, Description, Images, Specifications, and Barcodes.
- • Review highlighted fields (active for 3s) and click Save.
Bulk Importing Items
CSV Import Steps
- Access Import CSV from the toolbar.
- Select a CSV file with semicolon (;) delimiters.
- Map Columns: Match CSV headers to Invenicum fields (Name mapping is mandatory).
- Click Start Import. Missing names will cause the row to be skipped.
Managing Item Lifecycle
Editing Items
Open item details, click Edit (top-right), and modify any field including stock levels or images. Save to apply changes.
Deleting Items
Click Delete in the details screen. Warning: This permanently removes all data, images, and history. Consider setting quantity to 0 instead.
Working with Images
Adding & Reordering
Images are stored as base64. Reorder by adding in specific sequence or remove using the X button. Click to view full-size.
Recommendation: Keep images under 2MB
Custom Fields & Dropdowns
| Field Type | Description |
|---|---|
| Text / Number | Free-form or numeric inputs. |
| Price | Automatically converted to base currency. |
| Dropdown | Pull options from dynamic Data Lists. |
| Date / Boolean | Pickers and true/false toggles. |
Search and Filter
Global Search
Use the search bar at the top of the asset list to find items instantly by:
- • Name
- • Description
- • Location name
- • Custom field values
Column Filters
Click the filter icon in any header. Number fields support advanced operators:
>10 // Greater than
<5 // Less than
>=20 // Min value
10-20 // Range
Counter Filter
For custom field counting
Click Count Filter
Locate and click the counter icon in the asset list toolbar.
Select Field & Value
Choose a specific custom field and enter the value you wish to aggregate.
View Results
The list will filter matching items and display the total count prominently.
Location Filter: Quickly isolate items by storage area using the dedicated location selector in the header.
View Modes
List View
Standard table with sortable headers and inline filters.
Grid View
Visual card-based layout highlighting item images.
Gallery Mode
Immersive 3D cylindrical gallery for visual browsing.
Best Practices
Consistent Naming: Use a consistent naming convention (e.g., “Laptop - Dell XPS 15 - SN123”) for easier searching.
Add Images Early: Upload photos during creation. It is significantly harder to track down visual evidence later.
Use Barcodes: Even without a scanner, barcodes act as unique identifiers that prevent duplicate entries.
Set Minimum Stock: Configure thresholds to receive alerts before supplies run low.
Common Questions
Can I change an item’s asset type after creation?
No, the asset type is fixed when you create an item. To move an item to a different type, you’ll need to delete and recreate it, or duplicate it to the new type.
What happens if I change fields in the asset type?
- • New fields: Appear empty on existing items.
- • Deleted fields: Data is preserved internally but hidden.
- • Renamed fields: Data remains linked to the original ID.
How do I handle items with serial numbers?
For serialized asset types, each item represents a single physical object. Use the barcode field or a custom “Serial Number” field for unique identifiers.
Can I export my items to Excel?
Yes! Use the Reports feature to generate Excel exports. Check the Reports guide for more details.