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The Check-In process of the Inventory module includes registering new consumables, non-consumables or assets, or returning non-consumables or assets to the selected storage location.
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This page walks you through the different kinds of Check-in workflows for each item category. |
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Basic Check-In process
To Check in an item, click on the Check-In button located in the upper right corner of the Transaction list.
Info Check-In Transactions (but Check-out and Reconciliation likewise) can be initiated by using the Cart icon in the upper right corner of the Inventory module:
On the Check-in page, as the first step of any transaction workflow, you need to detect your item. Use your barcode scanner or start typing the name of your item.
Note Users in charge of transactions first need to detect an item, then subsequently select a location, place the item in their Cart, and are only required to select an assignee in the last step.
Note title Note You can only look up items that have been registered in the Catalog before. Learn more on How to Detect Items in Your Inventory.
You will land on the Home Locations tab in the case of every item category. You can always switch to the All Locations tab where you will find the comprehensive list of locations at your site. The Home Locations tab contains the location history of the past 180 days of the inventory items. The tab shows where the item was checked out from and where it is currently in stock too, helping you select a check-in location more easily.
Tip title Tip Use the quick-search bar to filter locations.
Info The most recent check-out location of the item will always be marked by an '
' icon.Note The Home Locations tab is active only after transactions have already been performed with an item. Before that, only the All Locations tab is displayed as active.
- Define the quantity of your item and once you are finished, click Add to cart.
You will be directed to the Transaction summary page where you can check in new items for any available location with the New Item button, or add further items to the ones already present in the Cart with the Add more option.
Info Additional items can be added to any Location.
Batch Print the QR-codes of multiple items in one go with the Print option, while you are carrying out a Check-In transaction:
Tip title Scanning Functionality The Inventory module is designed to handle barcode and QR-code reading to facilitate transaction assignee registration and item detection during transactions.
Recommended barcode scanning solutions Complete the Check-in by using the Finish transaction option.
How to Finalize Your Transaction in the Cart (Transaction Summary)Warning When using the Continue browsing option, if leaving the Inventory module, the contents of the Cart will be lost.
Step-by-step guides to the Check-in process for each item type
Consumables with Expiration Check-In
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While following the basic transaction processes, Consumables With Expiration |
Access the QR-Codes of Consumables With Expiration
Once you have added a new batch of a Consumable With Expiration item in the Catalog tab, the system will assign it a unique QR-code. Then you can print and place that QR-code on your physical items and check them in or out:
Look up batches in the Catalog tab by opening your Consumable With Expiration item for editing. Go to the Item list tab to view every available batch.
To display the QR-code of the batch, click on the printer icon in the Print QR Code column:
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Batches with the same expiration date are listed separately in the Item list according to location. At the same time, batches with the same expiration date checked into various locations have identical QR-codes regardless of location. |
Select the location where you want to check in the item.
Info The most recent check-out location is marked by an '
' icon. 
Enter the item's expiration date using the field's date picker.
Info When selecting a Home Location, the expiration date of a previous batch at the location will automatically load in the Expiration Date field. You can modify the date afterwards at all times.
Note When defining a date, click on the day in the calendar as the last step to save your changes in the field.
Tip Use your barcode scanner to scan the system generated QR-code placed on your Consumables With Expiration to detect your item inside your inventory and autofill the expiration date of your item.
- Enter the item quantity.
Continue with Add to Cart to create a new cart or add your items to an existing one.
Info The Back button returns you to the item detection step if there is no cart in progress yet. If you are adding the item to an existing cart, you will land on the Transaction Summary page.
Easy Item Check-In
The quantity of Consumables with Expiration can be increased without carrying out the Transaction workflow step-by-step. For instructions, refer to the Easy Item Check-In page.
Note Learn more about How to Finalize Your Transaction in the Cart.
Consumables without Expiration Check-In
Select the location where you want to check in the item.
Info The most recent check-out locations of Consumables without Expiration are marked by an '
' icon. The location the item was most recently checked out from is marked with an '' icon.
- Enter the item quantity.
Continue with Add to Cart to create a new cart or add your items to an existing one.
Info The Back button returns you to the item detection step if there is no cart in progress yet. If you are adding the item to an existing cart, you will land on the Transaction Summary page.
Easy Item Check-In
The quantity of Consumables without Expiration can be increased without carrying out the Transaction workflow step-by-step, but check-in logs will still be created by the system to help trace back inventory movements.
For instructions, refer to the Easy Item Check-In page.Note Learn more about How to Finalize Your Transaction in the Cart.
Non-Consumables Check-In
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The Inventory module treats Non-Consumable (Durable) items as permanent equipment: in-use items are On Loan and need to be returned to stock after use ('Return from loan' option). You can also register additional quantities for an item with the New option at check-in. |
The quantity of each non-consumable item is expressed in a ratio: the currently-in-stock amount of the item per the total amount of the item. Lost or broken items can be deleted from the total quantity by reconciliation.
Complete the basic check-in process up to defining the check-in quantity of your item. From here, there are two ways to check in Non-Consumable items:
New Item
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Increase the total quantity of an item with the New option for checking in new additions to your stock. |
Select the location where you want to check in the item.
Enter the item quantity.
Info The total and ready quantity both increase.
Select the reason for check-in. Here, the example shows New for reason:
Info The Return from loan option is inactive if there aren't any items on loan at the moment.
Continue with Add to Cart to create a new cart or add your items to an existing one.
Return from Loan
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Return Non-Consumable items to stock from 'On Loan' after use. |
Select the location where you want to check in the item.
Info The most recent check-out location is marked by an '
' icon. The location the item was most recently checked out from is marked with an '' icon.
Select Return from Loan as the reason for check-in.
Enter the item quantity.
Info Only the ready quantity increases by the number of checked-in items.
The quantity field warns you in case the quantity of returned items exceeds the number of items out on loan. The system does not allow for returning more items than currently out on loan:
Continue with Add to Cart to create a new cart or add your items to an existing one.
Info The Back button returns you to the item detection step if there is no cart in progress yet. If you are adding the item to an existing cart, you will land on the Transaction Summary page.
Easy Item Check-InThe quantity of Non-Consumables (Durables) can be increased without carrying out the Transaction workflow step-by-step. For instructions, refer to the Easy Item Check-In page.
Note Learn How to Finalize Your Transaction in the Cart here.
Asset Check-In
Register a New Asset
Assets 
can only be registered one by one in order to keep track of their whereabouts and follow their lifecycle with the most precision possible.
Before checking in new assets, their quantity is 0/0. After you check in an asset, its quantity changes to 1/1, and its status is Ready.
Select the location where you want to check in the asset.
While checking in an asset, you also need to include the Warranty of the item after you have detected it.Info Asset warranty can also be added at any time on the Details tab of the asset.
Continue with Add to Cart to create a new cart or add your items to an existing one.
Info The Back button returns you to the item detection step if there is no cart in progress yet. If you are adding the item to an existing cart, you will land on the Transaction Summary page.
Return an Asset
When you check out an available asset from Inventory, its quantity changes to 0/1, indicating that the asset is currently out, and its status changes to On Loan:
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The On-Loan status is indicated by a green arrow |
- Select the location you want to return the item to.
In case you have selected an asset that is in stock already, or not available for some other reason, the system will inform you about the asset's exact status:
Continue with Add to Cart to create a new cart or add your items to an existing one.
Info The Back button returns you to the item detection step if there is no cart in progress yet. If you are adding the item to an existing cart, you will land on the Transaction Summary page.
Note Learn more about How to Finalize Your Transaction in the Cart.
Besides from being On Loan, assets can be sent for Repair, or scheduled for regular Maintenance periods. These statuses are indicated by a black wrench in the Items list on Catalog page.
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Assets undermaintenance or repair cannot be checked in. Use the Set ready option for returning Assets from Maintenance or Repair. |
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Learn more about How to Manage Asset Repair and How to Manage Asset Maintenance. |
Check-In through Setup Sheets
Checked out Setup sheet items can be checked back into the Inventory after an event, directly from the Setup sheet window. In this case, the items will move from the In-Use column to theReturned one.
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If checking back in the items of the Setup sheet through Transactions, the result of this action will NOT be visible in the Setup sheet itself. |
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Learn more about the Setup Sheets on our Inventory Manager and Inventory - How to pages, and watch the related Inventory Manager Training Videos. |
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