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Add or Edit Inventory Items in Logbook

Add or Edit Inventory Items in Logbook

Inventory items can be added to a Logbook individually or in batches.

Inventory items that are typically added individually are for Logbooks like Lost & Found, Packages, and Rentals, for example.

To upload inventory items in bulk, an Inventory Loader is available. The Inventory Loader also allows for edits and updates to inventory items to be made quickly and easily. This feature is primarily used to upload an equipment asset Logbook for Preventative Maintenance.

User Type & Roles

To perform this action in ALICE, the user must have at least Employee User Type access.

The user must also have the following settings within β€œRoles” enabled”

  • Access to the β€œLogbooks” tab.

  • Access to β€œAdd” Tickets.

    Β 

Consider also granting access to β€œView”, β€œEdit”, β€œClose” and/or β€œAssign” Tickets depending on the tasks each user will be responsible for performing.
Users with β€œView” access will also receive notifications for unassigned tickets.

Things to Consider

  • Locations should be configured prior to adding Equipment Inventory Items to Logbooks. This action can only be performed by a Hotel Admin User.

  • To batch add Inventory Items, select β€œEnable Batch Adding” in the Inventory settings. This action can only be performed by a Hotel Admin User.

  • To upload Inventory items in bulk, β€œEnable Inventory Loader” within the Facility settings in ALICE Admin. This feature is intended for clients who have purchased Preventative Maintenance. This action can only be performed by a Hotel Admin User.

  • Inventory Item Types must be configured in ALICE Admin prior to adding Inventory Items to the Logbook. This action can only be performed by a Hotel Admin User.

  • Some Inventory Item information (Photos/Attachments) are not supported within excel and therefore cannot be uploaded in bulk using the Inventory Loader.

Jump to β€œIndividually Add Inventory Items to Logbook”

Jump to β€œBatch Add Inventory Items to Logbook”

Jump to β€œAdd Inventory Items using the Inventory Loader”

Individually Add Inventory Items to Logbook

Steps

  1. Select the β€œLogbooks” tab.

  2. Select a Logbook from the icon column on the left side of the screen.

  3. Select β€œAdd” to begin adding Inventory Items to the Logbook.Β Β 

  4. Use the form to add information about the Inventory Item. Required fields are noted with a red asterisk.

    1. Select a β€œType” from the dropdown.

    2. Name the Inventory Item with a unique identifier.Β Each name must be unique. Consider using numbers/locations to differentiate like-items. For example β€œHVAC - Fitness Room” or β€œAir Handler Unit 1”

  5. Additional custom fields can be added by Hotel Admins to provide greater details about the Inventory Item. Examples of custom fields are circled in the screenshot below.Β 

  6. Select β€œSave” to add the Inventory Item.

Batch Add Inventory Items to Logbook

Steps

  1. Select the β€œLogbooks” tab.

  2. Select a Logbook from the icon column on the left side of the screen.

  3. Select β€œAdd” to begin adding Inventory Items to the Logbook.Β Β 

  4. If β€œBatch Add” is enabled, fields to add Inventory Items will be arranged in a grid view, providing the ability to add multiple Inventory Items at one time.

Β 

Add Inventory Items using the Inventory Loader

  1. Select the β€œLogbooks” tab.

  2. Select a Logbook from the icon column on the left side of the screen.

  3. Select β€œAdd” to begin adding Inventory Items to the Logbook.Β Β 

  4. If β€œInventory Loader” is enabled, an option to toggle to β€œMultiple” will appear. Select β€œMultiple”.

  5. Leave the β€œType” dropdown as β€œAll Types” or select the Inventory Type being uploaded from the dropdown.

  6. Select β€œDownload Blank Sheet” to initiate a download of the excel template used to enter Inventory Item data.

  7. Open the downloaded excel file and add Inventory Item data. Required fields are noted with an asterisk.

  8. Save the file and return to ALICE and the Logbook tab.

  9. Select β€œAdd”, then β€œMultiple” to return to the Inventory Loader.

  10. Select β€œUpload Sheet” then select the saved file to initiate the upload.

    Β 

Edit Existing Inventory Items

  1. Select the β€œLogbooks” tab.

  2. Select a Logbook from the icon column on the left side of the screen.

  3. Select β€œAdd” to begin adding Inventory Items to the Logbook.Β Β 

  4. Select β€œMultiple”.

  5. Select the β€œType” of Inventory Items you are editing from the dropdown. If you are not editing one specific β€œType”, select β€œAll Types”

  6. Select β€œDownload the Current Sheet” to initiate a download of an Excel template with the existing data pre-loaded.

  7. Open the file and make any necessary changes. DO NOT make any changes to the ALICE InventoryID. This column should remain unmodified as it is the unique identifier for the Inventory Items in ALICE.

  8. Save the file and return to ALICE and the Logbook tab.

  9. Select β€œAdd”, then β€œMultiple” to return to the Inventory Loader.

  10. Select β€œUpload Sheet” then select the saved file to initiate the upload.

    Β 

Inventory Item Loader Template

The following information outlines the default columns on the Inventory Loader Template. Note that additional columns may be present, reflecting property-specific configurations. If you have questions about what information should be added to additional columns not listed here, contact a Hotel Admin on property.

ALICE Inventory ID (Do not modify): Leave this column blank. ALICE will automatically generate a unique identifier for new Inventory Items. When editing Inventory Items, do not alter the information in this column.

Name: Name the Inventory Item. Each Inventory Item must have a unique name. Consider additional prefixes, codes, numbers, or letters as necessary.

Room# or Location: Select a cell in this column to access a dropdown list of available locations in the account. If a location is missing, contact a Hotel Admin on property to add the new location via ALICE Admin. If a room number or location is added that is not already available in ALICE, the cell will highlight red.

Workflow Status: Select a cell in this column to access a dropdown list of available workflow statuses. Select the workflow status appropriate to the Inventory Item. (Ex: Open/Active) If a workflow status is added that is not already available in ALICE, the cell will highlight red.

Troubleshooting the Inventory Loader

If there are issues uploading the file, an error message will appear.

Resolving Errors

  1. Download the file using the β€œDownload here” link within the error message.

  2. Errors will be highlighted on the template to make them easy to find.

  3. Correct the highlighted cells. Common errors include missing information and/or duplicated names.

  4. Save the file and return to ALICE and the Logbook tab.

  5. Select β€œAdd”, then β€œMultiple” to return to the Inventory Loader.

  6. Select β€œUpload Sheet” then select the saved file to initiate the upload.

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