On Hand
Requires.
- Enhanced Inventory enabled, and
- Inventory Management / Assignments permission anywhere.
On Hand shows the equipment your company physically has right now, sliced two ways: pick a person or location to see everything they hold, or pick an equipment item to see who holds it. Use this to check a tech's truck stock at a glance, to spot who's sitting on a part you need, or to answer the question "do we even have any of these in stock?"
Controls
At the top of the page:
| Control | What it does |
|---|---|
| Group by | Switch between Recipient and Equipment. Recipient = inspect one person or location; Equipment = inspect one equipment type across everyone. |
| Recipient (only when Group by = Recipient) | Pick the person or location to inspect. Required — the table stays hidden until you choose one. |
| Equipment (only when Group by = Equipment) | Pick the equipment type to inspect. Required — the table stays hidden until you choose one. |
Until you make a selection, the page shows a prompt ("Select a recipient to view on hand counts." or "Select an equipment item to view on hand counts."). The view reloads live as you change the controls — no Submit button.
The table
Group by Recipient view — everything the selected recipient holds:
| Column | What it shows |
|---|---|
| Recipient | The first row names the recipient; the indented rows under it list each equipment item they hold. |
| Type | A small badge on the recipient row: User or Location. |
| On Hand | The recipient row shows their total units across all equipment; each indented row shows the count for that specific item. |
Only items with a positive count appear — equipment the recipient doesn't currently hold isn't listed.
Group by Equipment view — everyone who holds the selected item:
| Column | What it shows |
|---|---|
| Recipient | The person or location holding the item. Users are listed first, then locations, each alphabetically. |
| Type | A small badge: User or Location. |
| On Hand | Units of the selected item that recipient holds. A Total row at the bottom sums the whole company. |
Heads up. The equipment view can show a negative count. That's not hidden on purpose — a negative balance means the ledger recorded more units leaving a recipient than arriving, which usually points to a missed transfer or count error worth investigating.
Both views are read-only — On Hand reflects the current state but doesn't let you adjust it from here. Adjustments happen through Transfers, Spillage, or Physical Inventory.
Finding a count problem
When a tech says "I'm sure I have three of these but the system shows zero," this is the workflow:
- Open On Hand, group by Recipient, pick that tech. Every item they hold is listed with its count.
- If the count is wrong, jump to the Inventory Ledger and filter to that recipient + equipment. The ledger lists every transaction in chronological order — the missing entry (or the duplicated one) is usually obvious.
- Resolve the discrepancy through a Transfer, a Spillage Report, or a Physical Inventory session.
Related
- Physical Inventory — the formal count-and-reconcile flow.
- Inventory Ledger — full transaction history behind these totals.
- Transfers — move stock between recipients to rebalance.