Inventory

The Inventory Aether tracks hardware assets — the categories that shape them, the purchase orders they arrive on, the licences and warranties attached to them, and who currently holds them.

The Assets list with category, status, and assigneepublic/screenshots/inventory-assets.png

How it fits together

• Asset Categories classify assets and define custom fields that every asset in the category inherits.
• Purchase Orders record procurement; receiving a PO rolls its line items into stock as assets.
• Assets are the records themselves — assignable to People (from the Tenancy Aether), with a full assignment history.
• Software Licences and Warranty Tracker hang off the asset estate.

Note

Every record carries an id (UUID), a createdAt, and an updatedAt — these are omitted from the field tables below. List endpoints accept page, pageSize, search, sort, and order, and return { data, total, page, pageSize, hasMore }.

Modules

Asset Categories

Classification for assets, plus the custom field definitions every asset in the category inherits — define a field once on the category and it surfaces on every asset beneath it. Each category lists its fields inline; there is no separate field-definition endpoint.

Fields

Field	Type	Notes
name	string · required	Category name.
slug	string · unique	Auto-derived from name when omitted; drives the asset-tag prefix.
icon	string	Lucide icon key (default package).
description	string	Free-form.

Each field definition (assetFieldDefinitions, returned inline as fields) carries:

Field	Type	Notes
categoryId	uuid → Asset Category · required	Cascade-deletes with the category.
fieldKey	string · required	Stable key used to store values per asset.
label	string · required	Display label.
fieldType	string	Input type (default text).
options	string	JSON string of choices; parsed to an array in responses.
required	boolean	Default false.
placeholder	string	Input placeholder.
helpText	string	Helper copy.
sortOrder	integer	Display order (default 0).

API — GET/POST /api/asset-categories, GET/PATCH/DELETE /api/asset-categories/{id}. List and detail responses embed the category’s fields.

Notes — slug is unique and feeds a per-category asset-tag prefix (for example laptop → LAP). Field definitions have no own CRUD endpoints — they are read back inline on the category; options is stored as a JSON string and parsed to an array in responses. Writes require admin.

An asset category with its custom field definitionspublic/screenshots/inventory-categories.png

Purchase Orders

Procurement records with line items. Totals recalculate from the line items whenever items change, and receiving a PO rolls its items into stock as asset records. In the web app this is a dedicated list/detail page (not a tab on Assets) with create, edit, receive, and Import PO.

Fields

Field	Type	Notes
poNumber	string · required · unique	Purchase-order number.
supplierName	string	Free-form supplier.
status	enum	draft · ordered · partially_received · received · cancelled (default draft).
orderDate	timestamp	When ordered.
expectedDelivery	timestamp	Expected arrival.
receivedDate	timestamp	Set when fully received.
totalValue	numeric	Recalculated from line items — not set directly.
notes	string	Free-form.
createdBy	uuid	Profile that raised the PO.

Each line item (purchaseOrderItems):

Field	Type	Notes
poId	uuid → Purchase Order · required	Cascade-deletes with the PO.
description	string · required	Becomes the asset name on receipt.
categoryId	uuid → Asset Category	Carried onto created assets.
manufacturerId	uuid → Manufacturer	Carried onto created assets.
quantityOrdered	integer	Default 1.
quantityReceived	integer	Incremented on receive (default 0).
unitCost	numeric	Per-unit cost.
totalCost	numeric	unitCost × quantityOrdered.
createsAsset	boolean	Default true. Set false for charges (delivery, freight, tax) — counted on the PO total but no asset is created on receive.
notes	string	Free-form.

API — GET/POST /api/purchase-orders, GET/PATCH/DELETE /api/purchase-orders/{id}, plus line items via POST /api/purchase-orders/{id}/items, PATCH/DELETE /api/purchase-orders/{id}/items/{itemId}, and POST /api/purchase-orders/{id}/receive.

Import (web UI) — use Import PO on the Purchase Orders page:

Format	How it works
CSV	One row per line item; rows sharing po_number group into one PO. Sample downloadable from the modal.
JSON	Array of PO objects with nested items. Sample downloadable from the modal.
PDF	Client-side text extraction + heuristics. Always opens a review step so you can fix fields and map category/manufacturer before create. Lands as draft only. Scanned/image PDFs (no text layer) need manual entry for now.

CSV columns (aliases accepted): po_number, supplier_name, status, order_date, expected_delivery, notes, description, category, manufacturer, quantity, unit_cost. Category and manufacturer names are matched to existing catalog records when possible. Unmatched categories can be created inline (+ Create category) during PDF review. Lines matching fee keywords (delivery, freight, GST, …) are flagged as charges (createsAsset: false) so they do not spawn assets when received.

Notes — totalValue and each item’s totalCost recalculate from unitCost × quantity; you don’t set the header total directly. Creating a PO requires at least one line item. Receiving validates each unit against the line’s remaining quantity, creates one asset per unit received (inheriting the item’s description, categoryId, and manufacturerId), bumps quantityReceived, and moves the PO to partially_received or received — a PO can only be received from ordered or partially_received. A PO that has received items cannot be deleted. Access is role-gated (procurement / sysadmin / it_manager / administrator / super_admin can write; auditor / read_only are read-only).

A purchase order with line items and a receive actionpublic/screenshots/inventory-purchase-order.png

Assets

The asset records — make, model, serial, status — assignable to people with a full assignment history, and carrying any custom field values inherited from their category.

Fields

Field	Type	Notes
name	string · required	Display name.
assetTag	string · unique	Auto-generated from the category prefix when omitted.
serialNumber	string	Manufacturer serial.
status	enum	active · spare · maintenance · retired · decommissioned · lost · stolen (default active).
condition	string	Default good.
categoryId	uuid → Asset Category	Drives inherited custom fields and the tag prefix.
manufacturerId	uuid → Manufacturer	Maker.
siteId	uuid → Site	Current site.
locationId	uuid → Location	Current location.
purchaseOrderId	uuid → Purchase Order	Set when received from a PO.
purchasedAt	timestamp	Purchase date.
warrantyUntil	timestamp	Inline warranty expiry.
purchasePrice	numeric	Acquisition cost.
notes	string	Free-form.

Custom field values are stored per asset in assetFieldValues (assetId → Asset, fieldKey, value) and submitted as a fieldValues map on create/update.

API — GET/POST /api/assets, GET/PATCH/DELETE /api/assets/{id}, plus POST /api/assets/{id}/assign, POST /api/assets/{id}/return, and GET /api/assets/{id}/assignments.

Notes — assetTag is unique and auto-generated when omitted, using a per-category prefix (for example LAP-000001) with collision retry. Custom fields are per-category: definitions live on the category, values are stored per asset and submitted as a fieldValues map. Assigning closes any open assignment before opening a new one; assign/return target a person (Tenancy Aether) or profile, and GET /api/assets/{id}/assignments returns the full history. The list endpoint also accepts category, status, and assigned filters. Deleting an asset requires admin.

Software Licences

Software licence records — seats, keys, expiry, and the vendor that supplies them. Seat usage is tracked but not enforced.

Fields

Field	Type	Notes
name	string · required	Licence name.
product	string	Product covered.
licenceKey	string	Key or serial.
seats	integer	Total seats.
assignedSeats	integer	Seats in use (default 0).
vendorId	uuid → Vendor	Supplier; set null on vendor delete.
expiryDate	date	Renewal date.
cost	numeric	Licence cost.
status	string	Default active.
notes	string	Free-form.

API — GET/POST /api/software-licences, GET/PATCH/DELETE /api/software-licences/{id}.

Notes — seats and assignedSeats are recorded for visibility; assignedSeats is a plain count, not derived from asset assignments, and is not enforced against seats.

The Software Licences list with seats and expirypublic/screenshots/inventory-licences.png

Warranty Tracker

Warranty records against assets — coverage dates and provider, so expiries are visible before they bite.

Fields

Field	Type	Notes
name	string · required	Warranty name.
assetId	uuid → Asset	Covered asset; cascade-deletes with the asset.
provider	string	Warranty provider.
type	string	Coverage type.
startDate	date	Coverage start.
endDate	date	Coverage end.
cost	numeric	Warranty cost.
status	string	Default active.
notes	string	Free-form.

API — GET/POST /api/warranties, GET/PATCH/DELETE /api/warranties/{id}.

Notes — assetId is optional but cascade-deletes with its asset, so warranties vanish when the covered asset is removed. startDate/endDate are plain dates; an asset also carries its own inline warrantyUntil, separate from this tracker.

API

Resources are exposed under /api/assets, /api/asset-categories, /api/purchase-orders, /api/software-licences, and /api/warranties — see the API reference.

Planned within Inventory

Asset Lifecycle appears in the Inventory navigation as a planned report but is not yet backed by stored data or API endpoints — it’s on the roadmap.