Consumables Management

Product: NEXTMEGABYTE (Greenitco ITAM) · Module: IT Asset Management (ITAM) · Audience: Administrator, Technician

Consumables are quantity-tracked items that are used up, such as toner, cartridges, batteries, cables and stationery.

Menu path: left side menu → Consumables

Add a consumable

1. Open Consumables and select Add (plus icon).
2. Enter the Consumable Tag (a unique identifier) and the other details.
3. Select Add. A notification is sent to the alert email address in settings.

Field	Reference
Consumable Tag	Unique identifier of the consumable. Prevents duplicates and improves tracking and reporting. It can be edited and is included in the Excel download
Company, Category, Manufacturer, Department, Location, Supplier	The matching configuration pages
Purchase Reference	The purchase invoice. See Purchase Configuration
Quantity	Number of units
Threshold (Settings tab)	Low-stock limit and alert recipient. See Stock Thresholds

Edit, clone or remove a consumable

Open the consumable's action menu, then:

• Edit (pencil icon): update the details and select Edit.
• Clone (copy icon): update the details for the new item and select Add.
• Delete (trash icon): select Yes to confirm.

View consumable details

Open the action menu and select View (eye icon). Use the tabs to see more information.

Check out a consumable

Consumables can be checked out to a user or to a place.

1. Open the consumable's action menu and select Check Out (sign-out icon).
2. Select Assigned For (User or Place) and the matching Assigned To value.
3. Select Checkout.

Check in (revoke) a consumable

1. Open the consumable with View (eye icon) and go to the user tab.
2. Select Check In (sign-in icon) for the assignment.
3. Select Yes to confirm.

Bulk import consumables

Column	Rule
Company *	A company name
Name *	Letters
Department	Empty or a department name
Category *	A category name
Manufacturer	Empty or a manufacturer name
Location *	A location name
Supplier	Empty or a supplier name
Order Number, Notes	Empty or letters, numbers and limited special characters
Purchase Reference	Empty or an invoice number
Purchase Date	Empty or a valid Excel date (mm/dd/yyyy)
Purchase Currency	Empty or a currency code, for example INR
Purchase Cost	Empty or a number
Quantity *	A whole number
Threshold	Optional; must not be greater than the quantity
Custom fields	Add the custom field code as a column header (use Download Custom Field Codes)

Filling in the purchase columns during import also creates the purchase entry for each consumable.

Bulk check out consumables

Column	Rule
ID *	An existing consumable ID from the consumable list
Assigned_To *	An existing username

Bulk check in consumables

Column	Rule
ID *	An existing consumable batch number

Scrap consumables

The Scrap button is shown on the consumable information page only when the available quantity is greater than 0. Select Scrap, enter the quantity and select Submit. The quantity is deducted from available stock and added to scrap stock.

Record consumable purchases

1. Open the consumable information page and select the Purchase tab.
2. Select Add (plus icon), fill in the purchase details and select Submit.
3. Use Edit or Delete in the action menu to change or remove a purchase entry.

The same purchase process applies to accessories and components.

Download the consumable list

Select Download (download icon) to export consumables to Excel.