Item units tracked in the system can be set up as serialized, quantity-tracked, lot-tracked, or non-inventory.

PanatrackerST uses the concept of a Handle, the identifier used to select an item on transactions after it is added to the system. All items are tracked by handle to maintain consistency across the system.

An Item Master structure is used across the system. Benefits include:

• Data consistency: Provides a uniform identity, reducing duplication and discrepancies. The item description is assigned at the item master level, eliminating the need to manually enter a description each time the item is received.
• Enhanced reporting and analytics: Standardized item data supports accurate and reliable reporting. The same item is represented the same way every time, so an inquiry for "10' Ladders" returns reliable results rather than variations like "Ladder-10Ft," "10FT Ladder," or "10 Foot Ladder."
• Automation support: Consistent item labeling enables effective barcode scanning and other automated data capture.
• Scalability: Standardized item tracking supports growing organizations by removing confusion and helping prevent over- and under-stock conditions.

Serial Tracked

Serial-tracked units have a quantity of 1 and are individually identified with a unique Handle ID. The handle may be a serial number or asset tag and is typically barcoded.

Key characteristics:

• When selected in a transaction, quantity and location details are not required since the unit can only be in one location.
• Handles can be system-generated or manually entered (for pre-printed asset tags or manufacturer serial numbers).
• Handle values can be alphanumeric and include dashes or periods. Special characters should not be used.
• Unit-level attributes can capture additional data such as manufacturer serial number or warranty end date.
• Additional tracking is supported: maintenance, unit builds (parent-child), place-in-service activities, validation, and disposal.

Example of serialized unit records:

Quantity Tracked

Quantity-tracked units use the Item Master as the Handle ID. Multiple records can exist for the same handle based on location, custody, project, and status. When items are moved or updated, records are merged based on matching location, custody, project assignment, and status.

When a quantity-tracked item is selected on a transaction, the user selects the "from" location and any other differentiators. The current available quantity is displayed, and the user enters the quantity for the transaction.

Example of record merges:

• Record 1: Handle ABC123, Quantity 10 EACH in Area A01-S01
• Record 2: Handle ABC123, Quantity 12 EACH in Area B03-S01
• Transaction: Move 12 of ABC123 from Area B03-S01 to A01-S01
• Result: Record 2 merges with Record 1. Handle ABC123 in Area A01-S01 updates to 22 EACH.

If Handle ABC123 has multiple records in Area A01-S01 due to project allocations, additional filtering is required.

Using Movable Containers with Quantity-Tracked Items

Quantity-tracked units can be serialized by assigning them to a movable container. Containers can be set up to hold a single Item Master with matching attributes, allowing the container to be selected like a serialized unit.

Without a container: Moving 200 EACH requires selecting the handle, the move-from location, the quantity, and the move-to location.

With a container: Moving requires only scanning the container and scanning the move-to location.

Lot Tracked

The lot number is assigned as the unit Handle for lot-tracked items. A separate lot system field is also populated. This design supports future functionality for items with both a serial number and lot number (not currently available).

Key rules for lot-tracked items:

• Unit-level attributes can be set up, but the same item-lot combination cannot have different attribute values.
• System fields such as expire date and manufacture date can be enabled, with the same uniqueness constraint.
• When adding new inventory, if the same item-lot combination is entered, attributes and dates are automatically inherited from the existing record.
• Having the lot number as the handle eliminates the need to enter both item and lot number separately. Selection of "from" location, project, and status follows the same logic as quantity-tracked items.

Non-Inventory

The non-inventory item type represents items that can be recorded as issued without tracking them in the system. Currently used only as a consumable selection option on the Unit Maintenance transaction: for example, recording spark plugs or motor oil used during vehicle maintenance without inventorying those items. Item Masters are still set up for selection on the transaction.