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Overview

Consumables are items that are used up and not expected to be returned. Common examples include printer toner cartridges, staples, pens, notebooks, cleaning supplies, and similar disposable or single-use items.

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Key Differences from Accessories

FeatureConsumablesAccessories
Return ExpectedNo - consumed/usedYes - returned on check-in
Check-InCannot be checked inCan be checked in
Usage PatternSingle-use or depletedReusable
ExamplesToner, paper, batteriesMouse, keyboard, charger
The main distinction: consumables are never checked back in because they’re used up.

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Creating Consumables

1

Basic Information

  • Name (e.g., “HP 410A Black Toner”)
  • Category (consumables category)
  • Total quantity on hand
  • Model number or item number
2

Purchase Details

  • Supplier information
  • Purchase cost per unit
  • Purchase date
  • Order number
3

Inventory Settings

  • Minimum quantity threshold
  • Default storage location
  • Manufacturer
  • Company (for multi-company setups)
4

Additional Options

  • Mark as requestable
  • Upload product image
  • Add internal notes

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Checkout Process

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To Users

Distribute consumables to employees:
  1. Navigate to the consumable
  2. Click “Check Out to User”
  3. Select the recipient
  4. Specify quantity (defaults to 1)
  5. Add optional notes
  6. Confirm checkout
Once checked out, consumables cannot be checked back in - the quantity is permanently reduced.

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Quantity Tracking

Remaining = Total Quantity - Total Checked Out
The system automatically:
  • Reduces available quantity
  • Tracks who received items
  • Records checkout date and quantity
  • Maintains complete audit trail

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Inventory Management

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Restocking

When receiving new stock:
1

Edit Consumable

Open the consumable details page
2

Update Quantity

Increase the total quantity by amount received
3

Update Purchase Info

Optionally update cost, supplier, purchase date
4

Save Changes

Change is logged in the audit trail

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Minimum Quantity Alerts

Set reorder points to avoid stockouts:
  • Define minimum quantity threshold
  • Receive alerts when stock is low
  • Email notifications (if configured)
  • Shows in “Low Stock” reports
  • Plan purchasing ahead of time
Set minimum quantities to your average monthly usage × lead time to ensure you never run out.

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Categories

Organize consumables effectively:

Printer Supplies

Toner, ink cartridges, drums, maintenance kits

Office Supplies

Pens, paper, notebooks, folders, labels

Cleaning Supplies

Wipes, compressed air, cleaning solutions

Batteries

AA, AAA, 9V, lithium, rechargeable

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Requestable Consumables

Allow users to request consumables:

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Setup Process

  1. Mark consumable as “Requestable”
  2. Ensure category allows requests
  3. Set minimum quantity to maintain availability
  4. Configure approval workflow

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User Workflow

  • Users view requestable consumables
  • Submit request with quantity needed
  • Add note explaining need
  • Request routed to admins
  • Review pending requests
  • Check available quantity
  • Approve or deny request
  • Automatic checkout on approval
  • User receives email notification
  • Admin prepares items for pickup
  • Quantity automatically deducted
  • Request marked as fulfilled

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Custom Fields

Extend consumable tracking:
  • Expiration Dates - For items that expire
  • Lot Numbers - For batch tracking
  • Color/Variant - For multiple variants
  • Compatibility - Which devices/models work with
  • Storage Location - Specific shelf or bin
  • Reorder SKU - Vendor part number
Custom fields are configured at the category level and apply to all consumables in that category.

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Reporting

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Available Reports

Shows consumables below minimum quantity:
  • Items needing reorder
  • Current vs. minimum quantity
  • Suggested reorder amounts
  • Supplier information
Track consumption patterns:
  • Checkouts by time period
  • Usage by user/department
  • Trend analysis
  • Budget forecasting
Financial tracking:
  • Current inventory value
  • Cost per consumable type
  • Spend by category
  • Budget vs. actual
What each user has received:
  • Historical checkout records
  • Quantity per user
  • Date ranges
  • Export capabilities

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Cost Tracking

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Total Value Calculation

Inventory Value = Unit Cost × Remaining Quantity
Total Distributed = Unit Cost × Checked Out Quantity
Total Value = Inventory Value + Total Distributed

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Financial Management

  • Track spend per category
  • Monitor consumption rates
  • Plan budgets based on usage
  • Identify cost-saving opportunities
  • Compare suppliers

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Location Management

Assign storage locations:
  • Central supply room
  • Department-specific storage
  • Multi-location inventory
  • Location-based access control
  • Easier physical audits

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Company Assignment

For multi-company environments:
  • Separate inventory by company
  • Company-specific budgets
  • Enforce boundaries
  • Independent reporting
  • Shared or exclusive stock

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Audit Trail

Complete history tracking:
  • Every checkout recorded
  • User, date, quantity tracked
  • Notes preserved
  • Quantity changes logged
  • Purchase updates recorded
The audit trail helps identify usage patterns and potential abuse or waste.

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Best Practices

Include brand, model, and key specs: “HP 410A Cyan Toner (CF411A)” not just “Toner”.
Always include manufacturer part numbers to ensure correct reordering.
Record accurate per-unit costs to track total spend and inventory value.
Set minimums based on:
  • Average monthly usage
  • Supplier lead time
  • Criticality of item
  • Storage space availability
Periodically review:
  • Usage patterns
  • Minimum quantity settings
  • Slow-moving items
  • Cost comparisons
Conduct regular physical inventory counts to verify system accuracy.

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Common Use Cases

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Printer Toner Management

  1. Stock multiple toner types
  2. Set minimums based on printer usage
  3. Users request toner when low
  4. Admins approve and distribute
  5. Reorder when minimum reached

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Office Supply Distribution

  1. Maintain central supply inventory
  2. Allow user self-service requests
  3. Track usage by department
  4. Identify high-consumption areas
  5. Budget based on trends

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IT Consumables

  1. Track cables, batteries, cleaning supplies
  2. Check out to techs as needed
  3. Monitor consumption rates
  4. Prevent hoarding
  5. Ensure availability for support

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Email Notifications

Automatic notifications for:
  • Checkout Confirmation - User receives consumable
  • Low Stock Alerts - When below minimum quantity
  • Request Submitted - User requests consumable
  • Request Approved/Denied - Admin decision
  • Acceptance Required - If category requires it

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Image Support

Add product images:
  • Upload photos of consumables
  • Helps users identify correct items
  • Shows in listings and requests
  • Falls back to category image

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Bulk Import

Import consumables via CSV:
  1. Download template
  2. Fill in consumable data
  3. Include quantities and costs
  4. Map columns on import
  5. Validate and import
Remember: Consumables cannot be checked back in. If items are reusable and should be returned, use Accessories instead.
  • Accessories - For reusable items that are returned
  • Components - For parts installed in assets
  • Assets - For individually tracked items
  • Users - Distribute consumables to people

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