Now that your Assets are fully set up, it’s time to bring your Inventory into Foreman. Inventory includes consumables, spare parts, and other materials that support your operation but are not fixed assets. Properly managing inventory ensures items are available when needed, prevents downtime, and improves operational efficiency.

Goal: All consumables and spare parts are tracked with accurate quantities and locations.

All inventory items added to the system.

Notification thresholds set for critical items.

Offline locations assigned to all inventory.

Low inventory email notifications tested.

Inventory filters and search tested.

Sample bulk edit performed successfully.

Test export completed and verified.

Reference this article for more support on setting up inventory:

• Quick Guide: Inventory 

Why Set Up Inventory

Inventory management is critical as your operation grows. Unlike assets, inventory is often consumed, replaced, or moved frequently. Without a centralized system, it’s easy to lose track of stock levels, locations, or usage trends. Setting up inventory in Foreman allows you to:

• Track items across locations – Know where every piece of inventory is stored or assigned.
• Monitor quantities and usage – Prevent stockouts and identify high-usage items.
• Automate alerts and notifications – Stay informed about low stock levels, expired items, or replenishment needs.
• Maintain accountability – Assign items to users, facilities, or tickets and keep a clear audit trail.

Inventory Setup Overview

Setting up inventory in Foreman follows a structured workflow similar to assets, ensuring all items are recorded, categorized, and easy to manage. The main steps include:

1. Add Inventory Items
2. Assign Offline Locations
3. Set Up Low Inventory 
4. Link Inventory to Tickets
5. Export Inventory Reports

Adding Inventory

You can add inventory in bulk or one item at a time, depending on your needs. This section walks through both methods so you can efficiently populate your system—whether onboarding a large shipment or adding a single part. Properly adding inventory ensures you have full visibility into your available materials, replacement parts, and supplies, making it easier to plan maintenance, prevent downtime, and stay audit-ready.

Upload Inventory

Click Upload Inventory to open the upload modal. This method is ideal for adding multiple items at once—such as when you receive a new shipment of power supplies, network cables, or cooling fans. It’s also useful for performing large-scale updates, like adjusting quantities or standardizing data across multiple facilities.

For a CSV upload, each item must include the following required fields:

• Name – A unique identifier for each inventory item to prevent duplicates.
• Type – The inventory type, as configured in your company’s Inventory Settings.
  
   

You can also include custom inventory fields that were previously created. These are optional but must match their defined format. For example, if you’ve created a Purchase Date field that accepts only date values, each entry must be a valid date to upload successfully.

If you already have inventory in the system, you can download your current list as a CSV, make edits or additions, and re-upload it. If you’re starting from scratch, create a new CSV using the same structure and assign unique names to each item—for example, “PDU-24-Port,” “Fiber Cable 10m,” or “Antminer S19 Fan Assembly.”

Sample CSV Structure for Inventory

Name,Type,Quantity,Notification Amount,Client,Offline Location

120mm Cooling Fan,Replacement Parts,150,25,Facility-North,Warehouse-A-Shelf-12

CAT6 Ethernet Cable 3ft,Network Components,500,50,Facility-North,Warehouse-A-Bin-08

Antminer S19 Hashboard,Replacement Parts,45,10,Facility-South,Repair-Bay-Cabinet-3

Common CSV Upload Errors and Solutions

Validation Checklist Before Upload

Before uploading your CSV, verify:

The name column has no duplicates within the file.

Required fields (Name and Type) are populated for every row.

Type values match exactly what's configured in Settings (including capitalization).

Date fields use YYYY-MM-DD format.

No special characters in Name column (stick to letters, numbers, hyphens, and underscores).

File is saved as .CSV format (not .XLSX or .XLS).

File size is under 5MB (split large uploads into multiple files if needed).

Testing Tip: Before uploading hundreds of items, test with a small CSV containing 5-10 items. Verify they upload correctly, then proceed with your full dataset.

Once uploaded, the new or updated items will appear in your Inventory table. You can download this updated list anytime to confirm that quantities and custom fields are correct. Bulk upload saves significant time for teams managing large volumes of parts or components compared to manual entry.

Add Individual Inventory

For one-off additions, click Add Item to open the creation modal. This method is useful when you need to record a single new item—such as a replacement power cord received outside a normal shipment, or a specialized part used for maintenance that wasn’t included in a prior upload.

Enter the following details:

• Name – Unique name for the inventory item.
• Type – Select from your company’s preconfigured inventory types (e.g., Power Supply, Network Component, Maintenance Tool),
• Quantity – Number of units currently in stock.
• Notification Amount – Minimum stock quantity to trigger a low-inventory alert (e.g., 5 spare fans remaining).
• Client – Assign to a specific client or facility, if applicable.
• Offline Location – Specify where the item is physically stored (e.g., “Warehouse A – Bin 12”).
  
   

Additional fields are optional and can be updated later as inventory changes. Click Save to add the new item. Once saved, it appears in the Inventory table, where it can be tracked, filtered, or included in future bulk actions and reports.

Navigating the Inventory Page

Once inventory items are added, the Inventory Table becomes your central hub for management. It includes filtering, search, bulk edit, and an actions menu for individual items.

Filtering

Filters allow you to quickly narrow down your inventory list based on criteria such as Type, Client, Location, Quantity, Status, or custom fields. This is especially useful for large inventories to focus on items that need attention, such as low stock or items assigned to a particular facility.

1. Click into the Filters field.
2. Select one or more filter criteria.
3. Click Filter to update the table.
4. Click Clear Filters to return to the full inventory list.

Search

The search bar helps you locate a specific inventory item or group of items by Name, Inventory ID, or other identifying fields. This reduces time spent scrolling and ensures you can find items quickly.

Bulk Edit

Bulk Edit allows you to update multiple inventory items at once:

1. Click Bulk Edit to open the selection column and choose the items you want to update.
2. Choose the action or updates you want to apply.

Available Bulk Edit Actions:

• Inventory Custom Fields – Apply updates to any configured custom fields for all selected items. For example, you can add a new Purchase Date or update the Vendor Name across several parts at once.
• Offline Location – Reassign multiple inventory items to a single storage location in one step, such as moving spare components from Warehouse A to Facility B.
• Set Notification Threshold – Adjust the minimum stock level that triggers a low-inventory alert. This helps maintain accurate restock alerts when quantities or demand change.
• Client – Update the client or facility association for multiple items at once. This is especially useful if equipment is being transferred between clients or operational sites.
• Delete – Permanently remove the selected inventory items from the system. Use caution—this action cannot be undone.

Setting up low inventory notifications 

Inventory Table Columns

The Inventory Table provides a comprehensive view of all items:

• Name – Unique identifier and name of the item.
• Type – Categorization of inventory (e.g., Replacement Part, Cable).
• Client – Where the item is assigned.
• Offline Location – Storage location, including offline storage.
• Quantity – Number of units in stock.
• Assigned – Number of units currently assigned to tickets.
• Notification Threshold – The number of units at which a notification will be sent.
• Custom Fields – Any additional fields configured for your operation.
• Actions – Menu to manage various actions depending on the specific item.

Inventory Actions Menu

The Actions Menu on the far right of each row provides management options:

• Edit – Update inventory item details and save changes.
• History – View the item’s history of changes, usage, and assignments.
• Delete – Permanently remove an inventory item.
• View Open Tickets – Filter to show all open tickets associated with the item.

• View All Tickets – Filter to show all tickets, open and closed, linked to the item.
   

  

   

Inventory History

The History feature provides transparency into all changes:

1. Click View History to open the history modal.
2. Search by Inventory name, user, or action to find specific events.
3. Clicking a single item focuses the modal on that inventory item alone.
4. Export historical data for audits, operational reviews, or reporting.

Exporting Inventory

You can export inventory data at any time:

• At the bottom of the inventory table, click Export to download a full list of all inventory items.
• Use this for audits, offline review, or reporting purposes.
   

Step Complete  

By completing this step, you’ve established full visibility and control over your consumables, spare parts, and other materials. You can now:

• Track and manage inventory across multiple locations.
• Filter, search, and bulk edit items for operational efficiency.
• Review history and export data for audits or reporting.
  
   

With both Assets and Inventory now set up, your operation has a complete foundation for managing all physical items in Foreman, enabling efficiency, accountability, and scalability across your facilities.