Inventory
The Inventory app records items, quantities, reorder points, expiry dates and locations, then surfaces low, unavailable and soon-to-expire stock so managers can act before supplies run out.
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Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Facilities management · Manufacturing · Healthcare operations · Education · Hospitality
Overview
Inventory is a working stock register for managers and admins who need a current view of items, quantities and replenishment needs. Each record includes the required Item field plus SKU, Category, Qty on hand, Reorder point, Status, Expiry and Location. Category options separate Supplies, Equipment, Consumables and Other, while Status uses Available, Low stock and Unavailable.
The app includes an Items grid for reviewing the full register and a Board with a metric row for a quick operational check. Saved views focus attention on specific actions: Low stock shows quantities from 1 through 5, Out of stock shows quantity 0, Expiring soon shows records with an expiry date within the next 30 days, and Needs attention shows quantities at or below 5. A quick-update form supports timely quantity changes after receipts, issues, losses or physical counts.
The register is editable and deletable, with only managers and admins adding records. Use it for operational stock where the current quantity, threshold, expiry and location are the important facts. It is not intended to replace a procurement, accounting, batch-traceability or serialized-asset system unless those requirements are deliberately added and tested. The template is added as a working app to your MangoApps workspace, not provided as a document or download.
Standards & compliance context
- For healthcare, care or food-related operations, use the Expiry and Location fields to support local stock-control procedures, while confirming whether additional batch or lot records are required.
- Where supplies support workplace safety, retain the Inventory record alongside the organization’s applicable purchasing, inspection and replacement procedures rather than treating it as the sole compliance record.
- If equipment or consumables are subject to a sector-specific retention or traceability rule, validate the editable and deletable record posture with the responsible compliance owner before adoption.
- Limit record entry to authorized managers and admins and review workspace permissions as part of your internal access-control process.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- Add the Inventory app from the template to your MangoApps workspace and confirm that the Items grid, Board, saved views and automations are present.
- Decide which managers and admins will add records, then agree who is responsible for updating quantities after receipts, issues, losses and physical counts.
- Create one record per stocked item and enter Item, SKU, Category, Qty on hand, Reorder point, Status, Expiry and Location wherever those values apply.
- Use the quick-update form or Items grid to change Qty on hand as stock moves, and verify Status rather than assuming it still matches the quantity.
- Review Low stock, Out of stock, Expiring soon and Needs attention alongside the Board metric row to identify replenishment, expiry and counting actions.
- Respond to the low-stock or out-of-stock notification, update the item after action is taken and leave the record at the correct Available, Low stock or Unavailable status.
Best practices
- Create one record per distinct item and location when the same SKU is stored in places that need separate counts.
- Enter the Reorder point for every regularly replenished item instead of relying only on the fixed Low stock view.
- Update Qty on hand immediately after stock is received, issued, discarded or found during a physical count.
- Use the Expiry field for items with a genuine shelf-life risk and review Expiring soon before placing a new order.
- Keep SKU values consistent so managers do not create duplicate records for the same stock item.
- Treat Unavailable as a deliberate operational status and correct it only after a verified quantity or replenishment update.
- Review Needs attention during each stock check, then record the resulting quantity rather than leaving an action in notes or on paper.
- Test notifications with a sample record before rollout so the person who added the record receives the expected alert.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What does the Inventory template track?
It stores one record per item with Item, SKU, Category, Qty on hand, Reorder point, Status, Expiry and Location fields. Category options are Supplies, Equipment, Consumables and Other. Saved views identify stock that is low, out, expiring soon or generally needs attention.
Who should add and maintain inventory records?
The app is configured so only managers and admins add records. They can also edit or delete records when a count, location or item detail needs correction. Staff can use the published information according to your workspace permissions, while designated managers remain responsible for data entry.
How often should stock be counted?
Use the quick-update form whenever stock is received, issued, discarded or corrected. Set a regular count cadence for items that affect daily operations, and use the Items screen to review quantities against physical stock. A scheduled cadence is especially useful for items with short expiry windows or frequent usage.
What happens when an item reaches zero?
When Qty on hand changes to zero, the Out of stock → Unavailable automation updates the record's Status to Unavailable and notifies whoever added the record. Managers can then replenish the item, change the quantity after a verified count or edit the record if the zero was entered incorrectly.
How does the low-stock alert work?
The Low stock alert automation runs when a field changes and notifies whoever added the record when a low-stock condition is detected. The Low stock view shows quantities from 1 through 5, while Needs attention includes quantities at or below 5. Review the Reorder point field as the operational threshold for each item.
Can I customize categories, thresholds and fields?
Yes, the template is a starting app added to your MangoApps workspace. You can adapt item categories, quantities, reorder points, statuses, expiry handling and locations to match your stock process. Keep the meaning of each status clear so the saved views and automations continue to support reliable action.
Is this a replacement for a regulated inventory or traceability system?
It is a practical operational register for everyday supplies, equipment and consumables. It does not by itself provide regulated batch traceability, serial-number custody, purchasing controls or formal accounting records. If your process requires those controls, confirm the required fields, permissions and retention approach before rollout.
How is this better than a spreadsheet or clipboard count?
The working app keeps typed fields, saved views, a grid, a metric board, quick updates and field-change notifications together in MangoApps. A spreadsheet or clipboard can still support a count, but it is easier to miss an item reaching zero, overlook expiry dates or leave a reorder need without an owner. This template makes those conditions visible through named views and automations.
How should we roll out the Inventory app?
Start with a verified list of current items, including SKU, quantity, reorder point and location where available. Assign managers or admins as record owners, test the zero and low-stock automations with sample records, then agree on who performs physical counts and when. After launch, review the Board and attention views during the normal stock review.
Related templates
Ready to use this template?
Inventory runs on a platform app included with every MangoApps plan — pick a suite and it comes along.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
