The data fields requested by this modal for a new stock item will vary based on the way the inventory was setup.
[](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/fiEimage.png) Input the information into the fields and select the “Save” botton. The new stock item will now show in the inventory. # Add a Unique Item to the InventoryBefore a stock item can be assigned its unique identifier, it must first be created as a stock item. Serial numbers or unique identifiers are applied to a stock item, making it unique.
To add a unique item to the inventory, go to the Inventory Module Home Page. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/8J0image.png) Click on the name of the inventory you want to add a new stock item into. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/zcbimage.png) Click the three-dot icon to the right of the inventory name header opening the inventory context menu. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/sFMimage.png) Select “Add Unique Item” opening the New Database Entry Modal.The data fields requested by this modal for a new stock item will vary based on the way the inventory was setup.
[](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/1TVimage.png) Select which inventory item is to be assigned a unique identifier from the Inventory Item dropdown menu. Input the information into the fields and select the “Save” button. The unique item will now show in the inventory. # Add an Inventory LocationAdding an inventory location creates an additional location option that can be found on the location dropdown menu in the New Database Entry Modal when “Add Stock Item” has been selected from the Inventory Context Menu.
[](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/BuSimage.png) To add an inventory location, go to the Inventory Module Home Page. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/O79image.png) Click on the name of the inventory you want to add a new stock item into [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/jd0image.png) Click the three-dot icon to the right of the inventory name header opening the inventory context menu. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/zeIimage.png) Select “Add Location (Database Name)” opening the New Database Entry Modal.The Database Name shown in parenthesis will vary, as it is the name of the database used as the Locations Database for inventory set up.
[](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/Hafimage.png) Input the information into the modal for the new location.The data fields requested by this modal for a new stock item will vary based on the way the inventory was setup.
Select “Save” and the new inventory location will be added to the database identified as the locations database in setup. # Create a Stock Database To create a stock database, go to the Home Page of the Database Module and create a new database. Click the “Create Database” button and input a database title and description. Select the appropriate database group from the dropdown menu. You can use default access parameters, or customize database specific parameters.If no fields have been entered into the database yet, you can import fields in bulk via a PDF Entry or a CSV file. If fields have already been created in the database, new field must be added individually.
| **Stock Database Requirements** | |
| **Required Fields\*** | **Explanation** |
| Location | Inventory location can be defined through a single database, or multiple databases if desired. |
| Inventory Item Title | This field will be used to identify the stock inventory item. Some examples of possible field names include title, item, part, etc. The Title will be comprised out of fields in the stock database. |
| Quantity | This field will state the number of stock items currently in the inventory. |
| Part Type | A inventory item must be specified as generic or unique if the inventory is integrated with a unique items database.
Part Type is only a required field if you have both a stock and a unique database. |
\* The actual field name for required fields can be customized to your preference. | |
If no fields have been entered into the database yet, you can import fields in bulk via a PDF Entry or a CSV file. If fields have already been created in the database, new field must be added individually.
[](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/Mb1image.png) After your fields have been generated, unique inventory items can now be entered into the database in bulk via a CSV file import or entries can be added individually.| **Databases Integrating with the Inventory Module** | ||
| **Database** | **Field Requirements** | **Notes** |
| Locations Database | None | A database must be selected as a locations inventory. Multiple databases can be utilized if desired. There are no fields that must be specifically included for functionality. |
| Stock Database | Location | All inventories are required to integrate with a stock database. An explanation of each required field has been provided below.
\*\* Part Type is only a required field if you have both a stock and a unique database. |
| Inventory Item (Title) | ||
| Quantity | ||
| Part Type\*\* | ||
| Unique Item Database | Inventory Item (Title) | Integrating with a unique item database is optional. An explanation of each required field has been provided below. |
| Unique Item Identifier | ||
The dropdown menu options available to you will be the databases housed in your Database Module that have been integrated with the Inventory Module.
[](https://kaswiki.kastrack.com/uploads/images/gallery/2026-04/xZsimage.png) Select a database from the dropdown menu as the Stock Database and the section expands with additional fields. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/fESimage.png) Click “Add” opening a dropdown menu. This dropdown menu will show all of the fields included in the locations database.This is different from the system generated \[KAStrack\] Locations database that comes with every KAStrack install. The \[KAStrack\] Locations database can be used as a locations setup database, but you are not required to work within this one.
Multiple field names can be selected, and the directional arrow icon can be used to alter the order the location fields will show in. The inventory item Title Pattern is comprised of one or more field names The field names showing are the fields created in the underlying stock database selected via dropdown menu. Type a hashtag and all possible fields that can be used in the title pattern will show. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/jcgimage.png) Click the field name to select it. Text, such as a dash or colon, can be used in between field names for clarity. (e.g. #Manufacturer# : #Item# - #Size# ) This is the entry information that will show in the column designated for the item identifier. Select the field name from dropdown menu that should be used to show the quantity in the inventory. Possible field names for quantity are being pulled from the database selected as the stock database in setup. If a unique item database will be used by the inventory, select the field input into the underlying stock database that is used to determine whether an inventory item is a generic stock item or a unique item. The field selected for Part Type must have two values – Generic or Unique. Any items marked as Generic will be treated as generic items. Any items marked as unique will be treated as unique items.Items with a different value (other than generic or unique) will be treated as an unknown, and the quantity values for those items may not be able to be adjusted.
Every inventory will show a column with a Categories header. You are not required to enter information in this field, but are welcome to utilize it to include additional information in your. If you do select fields for the Category column, the entry for those fields will be show in the order selected with commas in between.You will only be able to choose fields with set values (e.g. dropdown menus, radios, and form/database references).
If your inventory contains unique or serialized items, select a database from the dropdown menu that will serve as the underlying unique items database. The section will expand with additional fields. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/zFAimage.png) Use the dropdown menu to select which field from the unique item setup database will contain the inventory item entries. The Inventory Item Pattern is comprised of one or more field names from the database assigned as the unique item item setup database. Type a hashtag and all possible fields that can be used in the inventory item pattern will show. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/x8ximage.png) Click the field name to select it. Text, such as a dash or colon, can be used in between field names for clarity. (e.g. #Manufacturer# : #Item# - #Size# ) This is the information that will serve as the stock inventory item identifier in the database. The Unique Item Pattern is comprised of one or more field names from the unique item setup database. Type a hastag and all possible fields that can be used in the Unique Item Pattern will show. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/GuDimage.png) Click the field name to select it. Text, such as a dash or colon, can be used in between field names for clarity. (e.g.#Inventory Item# : #Serial Number#). This is the entry that will serve as the unique identifier in the database. The fields input into “When Removing from Stock, Edit Fields” are the database fields that a user can update when removing a unique item from stock. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/9mnimage.png) The fields input into “When Returning to Stock, Edit Fields” are the database fields that a user can update when returning a unique item to stock. Select the “Save” button and the new inventory will now show in the Inventory Table on the Inventory Module Home Page. # Create Module Levels (Inventory Module) To create a customizable module level in the Inventory Module, go to the Module Level Tab on the Settings Page. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/SsDimage.png) Select the “New Module Level” button opening the New Module Level Modal. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/o5limage.png) Input the new Module Level Name. Click “Cancel” to return to the Module Levels Tab on the Communications Page without creating a new module level. Select “Save” and the new module level will show on the Module Level Table. Users can select which permissions are allowed for a customized module levels. Select the Permissions icon (the bullet point list to the right of the eye) in order to assign the permissions the new Module Level would have within the Inventory Module. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/Gzyimage.png) Select “Save” and the permissions are now assigned to the Module Level.Access levels for all modules can also be managed in the Site Settings Module on the Access Levels Tab.
# Delete an Inventory To delete an inventory, open the Home Page of the Inventory Module. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/G5Timage.png) Select the three dot (…) icon to the right of the Inventory Title you wish to delete, opening the Inventory Title Table context menu. Select “Delete Inventory” from the context menu, opening the Delete Inventory Confirmation Modal. The modal states, “Are you sure you want to delete this inventory?"This will only delete the inventory. The underlying databases/forms with the stock will not be deleted.
[](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/dMpimage.png) Select the “Delete” button to confirm the inventory deletion and return to the Inventory Module homepage. Click “Cancel” to return to the Home Page without deletion. # Edit an Inventory To make edits to an existing inventory, go to the Home Page of the Inventory Module. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/mfKimage.png) You can access a specific inventory by clicking the inventory title or by clicking the three dot (…) icon to the right of the inventory title and selecting “Inventory Properties”. This opens the Inventory Properties Modal. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/Idqimage.png) From this modal, the title, tags, integrated databases selected, and the formatting for the way inventory items are displayed in an inventory can be altered. Make your desired changes to the inventory properties. Click “Cancel” to return to the full inventory without changes being saved. Select the “Save” button to record the changes to the inventory properties and return to the Inventory Page. # Integrate a Database with the Inventory Module To integrate an existing database with the inventory module, go to the Database Module Home Page. Click the three-dot icon to the right of the database you wish to integrate opening the context menu. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/U9Himage.png) Select “Database Properties” opening the Database Properties Modal. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/zQHimage.png) Under Additional Database Specific Permissions is a dropdown menu field labeled “Allow integration with”. Click to open the dropdown menu and select “Inventory: Integrate with the Inventory Module”. Select “Save” and the database will now be visible in the Inventory Module. # Return a Unique Item to the Inventory To return a unique item to the inventory, go to the Inventory Module Home Page. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/YTeimage.png) Click on the name of the inventory you want to return a unique item into. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/pj7image.png) Click the three-dot icon to the right of the inventory name header opening the inventory context menu. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/Wzvimage.png) Select “Return Unique Item to Inventory” opening the Return to (InventoryName) Modal. [](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/aHpimage.png)The data fields requested by this modal to return a unique item will vary based on the way the inventory was setup.
Select the “Save and Return Item” button for the unique item to be returned to the inventory.