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Inventory Item Checklist

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Inventory Item Checklist

The Inventory Item Checklist report is designed primarily to work as a hardcopy truck check checklist. It can also be used for other inventory checking functions, but mostly, it’s designed for truck checks.

Since truck checks are almost always done by truck compartment, the Inventory Item Checklist organizes the checklist items by Location Code.   As a result, you will need to set up your inventory items in a specific way if you want to use this report effectively.

This sample is based on the Sylvan Lake Fire Department Inventory records:


Figure 1: Inventory Item Checklist for ENGINE 1


To get the most out of this report, we recommend the following inventory setup:

1)Compartment-specific location codes.
2)Group codes for each truck.
3)Item quantities
4)Checklist notes for inventory items.


1.Compartment-Specific Location Codes

Since the Inventory Checklist is organized by Location Code, you will need to set up a separate Location Code for each Inventory Compartment/Location on the truck.  It’s a good idea to make sure you identify which truck you are dealing with in the location code to make things easy to find. In this case, Engine 1 Back-1 is used.


Figure 2: Location Code: "ENGINE 1 BACK-1"


2.Group Codes for each Truck

       Group codes are handy because they let you tie multiple inventory locations together for searching and reporting.  We want to be able to quickly pull up all the locations assigned to Engine 1, so we need to make sure that all the Location Codes are assigned to the same Group Code, in this case, Engine 1.  Names created here will become searchable by the ‘One Group Only’ filter in the Inventory List Window.


Figure 3: Group Code: "ENGINE 1"


3.Item Quantities

In a truck check, you need to know how many of an item is expected to be in a compartment, so make sure to use the Quantity field to indicate how many of that type of item you expect to be here.


Figure 4: General: Quantity: "1"


4. Checklist Notes

Some items require a bit of extra attention during a truck check – most power tools should be started/tested, for example.  Each inventory item now has an Inventory Checklist Notes field, where you can enter any additional steps that need to be taken for each item.

Figure 5: Inventory Checklist Notes: "Start"


Run and Print the Inventory Item Checklist

Once you have your inventory items set up, getting the checklist is simple – just select the “One Group Only” parameter on the Inventory List window, pick the truck you want from the Group list,

Figure 6: One Group Only: ENGINE 1


Select the Inventory Items Checklist report from the Reports menu.

Figure 7: Print: Inventory Item Checklist