Aptli

Inventory Management

Aptli's inventory system tracks physical materials, equipment, and consumables across multiple locations — central warehouses, field staging sites, individual worker inventory, and vehicles. Every movement is recorded as an immutable transaction so you have a complete audit trail from receipt through consumption. Workers collect materials by scanning a QR pickup code; deductions happen automatically when a field report is submitted.

Core Concepts

Resources - Definitions of work items and inventory

  • Materials (cable, conduit, mounting hardware)
  • Consumables (meters of wire, gallons of fuel)
  • Equipment (ladders, forklifts, vehicles)
  • Labor types (electricians, installers, surveyors)

Stock Items - Physical inventory balances at specific locations

  • Tracks volume/quantity of each resource
  • Location-specific (warehouse vs. field site vs. vehicle)
  • Real-time balance updates via transactions

Sites - Storage locations for inventory

  • Physical sites (warehouses, storage yards)
  • Logical sites (individual workers, vehicles)
  • GPS coordinates or reference to user/asset

Transactions - Immutable audit trail of all movements

  • Consumption (field work depletes stock)
  • Transfer (movement between sites)
  • Receipt (new inventory arrives)
  • Adjustment (manual corrections)

Workflow Overview

Inventory Lifecycle:

Receipt → Stock Item Created/Updated → Transfer → Worker's Personal Site → Consumption → Report
   ↓                                        ↓                                     ↓
Warehouse                              QR Pickup                         Payment Calculation

Receiving Inventory

  1. Create transaction type receipt at receiving site
  2. Stock item created or volume increased
  3. Transaction records who received, when, and where

Peer-to-Peer Transfer

  1. Create assignment with pickup code (QR authorization code)
  2. Authorized recipient scans QR at source site
  3. Transaction records scanner, method (self vs. staff), GPS location
  4. Stock reduced at source, created at recipient's personal site

Field Consumption

  1. Worker completes task, submits report
  2. Report includes a list of which stock items were used and how much was consumed
  3. System automatically creates consumption transactions
  4. Stock depleted, transaction linked to report for payment calculation

Protected Inventory

  1. Warehouse staff set aside stock for assignment
  2. Generate QR pickup code with resource targets
  3. Only authorized recipients can scan (or staff with canFacilitatePickups permission)
  4. Partial pickups supported (take 5 of 10, scan again later for rest)

Real-Time Execution

Inventory operates in real-time (not versioned):

  • Immediate stock visibility for next pickup scan
  • Transaction audit trail committed instantly
  • No offline drafts or version history
  • Corrections add new adjustment transactions (never delete)

Key Features

Resource Conversions

  • Unit conversions (feet → meters)
  • Composite breakdowns (1 installation kit → 5m tape + 6 screws)
  • Embedded in resource definition for performance

Transaction Immutability

  • Cannot delete or edit transactions
  • Creates permanent audit trail
  • Corrections recorded as new adjustment transactions
  • Supports compliance and financial reconciliation

Multi-Site Tracking

  • Central warehouse stock
  • Individual worker inventory (personal "sites")
  • Vehicle inventory
  • Field staging areas

Sections