Material issues

Under Inventory system → Material issues, manage:

internal issues for projects, rooms, and responsible staff,
external issues as loan slips for people or organisations outside the venue.

Both reserve article quantities during their period and appear in article planning.

The two issue books

The Material issue book and External material issue book tabs separate the workflows. Filter by period, project, room, recipient, issue name, or included article. Quick ranges cover today, this week, and this month.

Creating an internal issue

An internal issue can contain a name, optional project and room, start/end dates and times, responsible users, notes, catalog articles and quantities, custom items, and files.

Open New material issue and select internal.

Assign a project where relevant; name and project period can be prefilled.

Optionally choose a project room. Its shortcut can narrow the period to that room's actual project use.

Verify dates, times, responsible users, and notes.

Search articles or insert a material set, basket, or previous issue.

Check quantities and availability; add custom items and files.

Save and verify the result in planning or the project component.

The same workflow can start inside a project's material-issue component, where project context is already available. From this component, material issues can also be printed directly — with project name, issue period, name and description of the issue, and all articles as a list with quantity and name, including the custom items.

Selecting articles and checking availability

Search available inventory on the left and review selected quantities on the right. Availability refers to the chosen date or the lowest level across the complete period. Details reveals other issues consuming stock.

A red quantity indicates overbooking. Saving may still be technically possible, so this remains an operational conflict that must be resolved.

Sets and copied issues

A material set inserts a prepared article list and standard quantities. Copy material from another issue uses an earlier issue as the starting point. Both save entry work, but availability, project, period, recipient, and custom items must be checked again.

Custom items

Custom items record material that is not in the catalog, such as consumables or one-off purchases. Enter name, quantity, and description; the custom items done marker shows that the free list has been processed. Custom items do not contribute to automatic stock availability. Recurring material should become a catalog article.

Creating an external loan slip

An external issue additionally records name and material value, issue and return dates, external name, email, phone, address, issuing person, return remarks or damage, and files. Material value documents the loan and does not replace article valuation. The return date cannot precede the issue date.

Documenting the return

Open the loan slip and record the return. Put damage or discrepancies in Defects after return. If the physical condition changed, also update the status of the affected article or individual unit in the catalog.

Files and log

Attach packing lists, handover records, photos, or signed loan slips. Existing files can be removed and new ones added while editing.

With View material issue log, the history button opens changes across projects. Its date filter includes issues whose period overlaps at least one day with the selected range. The log supports traceability but does not replace clear names, responsibilities, and return notes.

Before saving

Is internal versus external correct?
Are dates and times correct?
Does an internal issue reference the correct project or room?
Are responsible people or external contact details complete?
Were quantities checked over the entire period?
Are custom items processed and required files attached?
Does any overbooking still need coordination?

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