Adding Inventory Items
Creating new inventory items in DrillerDB establishes the foundation for tracking material usage and costs. The system guides you through entering all necessary information while validating data to maintain catalog integrity.
Quick Start: Add Item
- Go to Inventory from main menu
- Click Add Item button
- Enter Item ID and Name (required)
- Select category and unit of measure
- Set unit price
- Click Save
Required Item Fields
Every inventory item must have certain core information.
Required Fields
| Field | Purpose | Tips |
|---|---|---|
| Item ID | Unique identifier (permanent) | Use meaningful codes like "CASING-6IN" |
| Item Name | Description shown throughout system | Clear, descriptive names your team recognizes |
| Category | Organization grouping | Select existing or type new to create |
| Unit of Measure | How quantities are tracked | Match how you purchase/use the material |
| Unit Price | Cost per unit | Keep current for accurate project costing |
Common Units of Measure
| Unit | Used For |
|---|---|
| Feet | Casing, pipe, screen |
| Bags | Bentonite, grout, cement |
| Gallons | Chemicals, fuel |
| Tons | Sand, gravel |
| Each | Fittings, caps, seals |
| Hours | Equipment rental |
The Item ID cannot be changed after creation. Choose ID values carefully—use descriptive codes, part numbers, or sequential numbers that make sense for your organization.
Pricing Information
Unit Price represents the cost per unit of measure. This value drives cost calculations throughout the system.
Price Considerations
| Aspect | Details |
|---|---|
| Cost calculation | Quantity × Unit Price = Total Cost |
| Price updates | New price applies to future transactions only |
| Historical records | Original pricing preserved for audit |
Keep unit prices current to ensure accurate project costing. You can update prices anytime—historical records maintain their original pricing.
Stock Level Settings
When operating in full stock tracking mode, you can set quantity thresholds.
Stock Thresholds
| Threshold | Purpose | Example |
|---|---|---|
| Minimum Quantity | Triggers low stock warning | 50 feet |
| Maximum Quantity | Guides purchasing limits | 500 feet |
Step-by-Step: Set Stock Thresholds
- Open item for editing
- Find Stock Thresholds section
- Enter minimum quantity (reorder point)
- Enter maximum quantity (optional)
- Save item
- System monitors and alerts automatically
Additional Item Details
Optional fields provide extra context for your team.
Optional Fields
| Field | Purpose |
|---|---|
| Description | Specifications, usage notes, vendor info |
| Storage Location | Where to find item in warehouse |
| SKU Number | Vendor part number for reordering |
Setting Initial Quantity
New items start with zero quantity by default.
Step-by-Step: Set Initial Stock
- Create the inventory item
- Save the item (starts with 0 quantity)
- Go to item actions and select Adjust Stock
- Choose "Add to stock"
- Enter initial quantity from physical count
- Add note: "Initial inventory count"
- Save adjustment
If migrating from another system, create all items first, then use stock adjustments to set beginning balances. This maintains clean transaction history.
Validation and Error Handling
DrillerDB validates your entries to prevent common errors.
Validation Checks
| Check | Error Message |
|---|---|
| Duplicate Item ID | "Item ID already exists" |
| Invalid price | "Price must be a valid number" |
| Missing required field | "Field is required" |
Step-by-Step: Fix Validation Errors
- Review error message
- Locate highlighted field
- Correct the issue
- Click Save again
- Item created when validation passes
After Creating Items
Once created, inventory items appear in your catalog immediately.
Next Steps After Creation
| Task | When to Do |
|---|---|
| Set initial stock | Using full stock tracking mode |
| Add to project templates | Item used frequently |
| Train team | New item type or workflow |
Troubleshooting
Item ID already exists?
- Choose a different unique ID
- Check if item already exists in catalog
Can't save item?
- Check all required fields are completed
- Verify price is a valid number
- Ensure unit of measure is selected
Item not showing in project dropdowns?
- Refresh the page
- Verify item was saved successfully
- Check user has inventory permissions
Related Topics
- Managing Inventory Items - View and edit items
- Stock Level Tracking - Understand tracking modes
- Inventory Transactions - Log adjustments
- Purchase Orders - Order materials