Help / Training
Office Cheat Sheet
For people who are not professional inventory managers. Use this when you just need to give gear out, get it back, or look something up.
SKU vs barcode (read this first)
SKU = “what kind of thing is this?” (model / style code).
Barcode = “which exact unit is this?” (unique sticker on that device).
RULE: when giving out or taking back — scan the barcode sticker.
Plain-English glossary
| Word in the app | What it means | Think of it as… |
|---|---|---|
| Item / gear | One physical thing (a laptop, charger, scanner) | The actual object on the shelf |
| SKU | Our short product code for that model | Like a “style number” — e.g. LAP-MBP16. Not the serial of one unit |
| Barcode | The scannable code stuck on that one unit | What the scanner reads — e.g. BC-LAP-001 |
| Serial | Manufacturer number on the device | Fine print on the laptop underside |
| Bin | Where it lives in the room | Shelf / drawer / cupboard — e.g. C-11 |
| Category | Type of gear | Laptops, Tablets, Chargers… |
| In stock | Available to give out | Sitting here, free |
| Staff issued | A coworker has it | On loan to someone in the office |
| On project | Reserved for an internal job/shoot | Tied to that job (not a client rental) |
| Rented / Outbound | A client has it | Out of the building under a handover note |
| Maintenance | Broken / cleaning / not for issue | Don’t give this out |
| Overdue | Should have come back already | Past the return date |
| GRN | Goods Receipt / handover note ID | “Receipt number” for a client rental — e.g. GRN-2026-0003 |
| Outbound / Dispatch | Giving gear out | Checkout |
| Check-in / Receive | Taking gear back | Return |
| POC | Point of contact | Contact person at the client |
| Client | Outside company renting gear | Customer / production house |
| Project | Our internal job | Event, shoot, install — not always a paying client |
| Kit | Bundle template | Standard laptop kit = laptop + charger + bag |
| Kiosk | Tablet / desk scan station | Fast scan → give / scan → return |
| Item Master | Full equipment list | The big spreadsheet screen of everything |
| Audit | History of who moved this item | Activity log for one piece of gear |
| Zoho code | Optional project ref from Zoho | Skip if you don’t use Zoho |
Which screen for which job?
| I want to… | Go to |
|---|---|
| Give a laptop to a coworker | Kiosk → Dispatch |
| Tie gear to an internal job | Projects (or Kiosk → project) |
| Rent gear to a client + print a receipt | Rentals |
| Take anything back in | Kiosk Check-in, or GRN on Rentals |
| See everything / print labels / fix status | Items |
| See totals & recent moves | Dashboard |
| Who still has gear out | Loans |
Four everyday workflows
01 · Give gear to a coworker (staff loan)
[ Open ]- Open Kiosk.
- Enter your PIN.
- Stay on Dispatch / Checkout.
- Scan (or type) the barcode → Find.
- Choose Take for Staff Loan.
- Wait for the green success screen.
DONE WHEN: Status shows Staff issued.
02 · Assign gear to an internal project
[ Open ]- Open Projects (or use Kiosk and pick a project).
- Create/select the project if needed.
- Assign Gear (No GRN) — pick an in-stock item.
DONE WHEN: Status shows On project. No client receipt (that’s normal).
03 · Rent gear to a client (with receipt)
[ Open ]- Open Rentals.
- If new client: Register Client Profile (company + contact + phone).
- Create Outbound GRN: client, return date, tick in-stock items, issue GRN.
- Click the GRN-… badge → print slip if they need paper.
DONE WHEN: Items show Rented / Outbound and you have a GRN number.
04 · Get gear back (return / check-in)
[ Open ]- A — Fast: Kiosk → Receive / Check-In → scan → stage → confirm.
- B — Whole client job: Rentals → click GRN → Mark Returned & Check-In.
- C — Fix from list: Items → select rows → batch status → In stock.
DONE WHEN: Status shows In stock again. Any one path is fine.
Survival rules
- If it’s not In stock, you usually can’t check it out again — return it first.
- Client rentals need a GRN (receipt). Staff loans and projects do not.
- When in doubt, use Kiosk for scans; use Rentals only for outside clients.
- Don’t invent SKUs by hand unless asked — use Add Item / Bulk Add.
- Red / overdue means “chase that return,” not “broken” (unless it also says Damaged).
Still stuck?
- “Item is not in stock” → it’s already out; check it in first.
- Don’t know SKU vs barcode → scan the sticker; ignore SKU until you’re adding new stock.
- Need a demo walkthrough → ask an admin to seed data, then practice on Kiosk with a sample barcode.