Guides
Assigning and entering inventory numbers: a guide with examples
A good inventory number is short, unique and clearly readable on the device. Here is how to build a scheme that still works in five years, and how to enter, print and scan the numbers.
What an inventory number is
The inventory number is your own number for a device. It is on the label, in every loan and in every list. Anyone reading “NB-0042” at the desk knows straight away which notebook is meant.
The serial number, on the other hand, comes from the manufacturer. It is long, hard to read and looks different for every brand. It still matters for warranty, insurance and device management. In Inventaris every device has both fields, and scanning recognises both.
A scheme that lasts
A simple structure has proven itself: three letters for the type, a dash, four digits. For example:
- NB-0001
- Notebook
- TAB-0001
- Tablet
- BEA-0001
- Projector
- KAM-0001
- Camera
- MIC-0001
- Microphone
- DOK-0001
- Document camera
Four rules keep the scheme tidy for years:
- Always four digits, so TAB-0001 rather than TAB-1. That way TAB-0010 sorts correctly after TAB-0009 in every list.
- Only what does not change. Room, class or person do not belong in the number. A device moves, the number stays.
- Each number only once. A retired device keeps its number too; a new one gets the next.
- Keep existing numbers. If you already have a scheme and labels on the devices, simply carry them over. A new number is only worth it where none exists yet.
Entering inventory numbers in Inventaris
One device at a time
- Open Inventory → Units and press Record unit.
- Choose the product and enter the inventory number, and the serial number if you like.
- Save. If the number is already taken in your organisation, Inventaris tells you right away, so no duplicates are created.
Many devices from an existing list
If your inventory lives in Excel today, there is nothing to retype.
- Under Administration → Import data, download the template or use your own list. Two columns are needed: inventory number and product. Serial number, room, price and more come along if they are there.
- Save the list in Excel as CSV and upload it. Inventaris shows you a preview, row by row.
- If everything fits, press Take over.
The inventory number is the anchor: if a number already exists, the device is completed instead of created twice. So you can import a list a second time when more details have been added.
Printing labels
On every label Inventaris prints a QR code with the inventory number, the number in large type and the product name. Two sheets are available: 24 labels of 70 × 37 mm (Avery Zweckform 3474) or 27 silver asset labels of 63.5 × 29.6 mm (Avery L6011-20).
- In Inventory → Units, press Multiple selection and tick the devices. The tick at the very top selects the whole page.
- Press Print labels. The sheet opens in a new window, together with the print dialog.
- In the print dialog, set margins to none and scale to 100%. That way every label lands exactly on the sheet.
For a single device it is even quicker: on its page, Print label. Stick the label where it is easy to reach and little handled – underneath a notebook, on the side of a projector.
Scanning day to day
At the desk, on return, during the inventory check and at the kiosk, one scan is enough. Inventaris recognises by itself whether an inventory number, a serial number or a set code arrives.
Any hand scanner that types like a keyboard works. On computers and Android phones the camera also scans in the browser; on iPhone and iPad in the Teams app.
In the manual: recording units and printing labels Everything about inventory in Inventaris
Frequently asked questions
Does every device need an inventory number?
In Inventaris, yes: every unit has its own number that occurs only once in your organisation. Consumables such as batteries or cables get their number automatically, counting up from VM-0001.
Can I change an inventory number later?
Yes, on the unit’s page under “Edit”. Loans and history stay with the device. Print a new label afterwards so sticker and record match again.
Our devices already have numbers. Do we have to renumber?
No. Import your existing list and the numbers are taken over exactly as they are. New devices continue in the same scheme.
How many digits make sense?
Four digits are enough for 9999 devices per type and keep the number short enough to read out on the phone. What matters most is that all numbers have the same length.
We are happy to advise you!
Trial access, a personal presentation or a short call: choose whatever suits you.
Know where the projector is on Monday.
Inventaris is set up by invitation. Write to us — we set up your organisation and send you access.
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