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What's the difference between bulk items and individual items?

Bulk items 101

Individual items: They are used for unique, high-cost items you want to track individually. Individual items each have their specific bar code and their specific characteristics. Examples: camera bodies, computers, lenses, tablets, microphones,...

Bulk items: Items that you own in large quantities. They are often low-cost items. They might not be expensive, but they are key in supporting your other equipment. When one of these breaks, you will most likely not bring it in for maintenance but throw it away and take it out of your inventory. Examples: camera batteries, sandbags, apple boxes, power strips, cables, clamps, chargers, and other accessories

Differences between individual items and Bulk items

Bulk items differ from individual items in a couple of ways:

  • You can keep track of the quantity of the bulk item in your inventory via the 'quantity field.' You just add one bulk item and mention how many of those you own

  • Bulk items share the same characteristics. Let's say you have 20 XLR cables. You'll add them as one bulk item with a quantity of 20. Each of the wires will have the same QR code and characteristics. No need to differentiate between them

  • It's not possible to flag a bulk item.

  • You can not track purchase dates and deprecation for bulk items. These low-cost items are often bought regularly, making calculating depreciation unnecessary.

Adding an item as 'Bulk'

  1. Click on Add item

  2. Fill in the information

  3. Fill in the quantity in which you want to create the bulk item.

  4. Then select the type on the 'add item' screen. For bulk items, select 'as a Bulk Item.'

  5. Click on "Add."

Bulk Items are part of your item quota.

Every bulk item will count toward the overall item limit. For instance, a set of XLR cables will be treated as a single bulk item, and there is no limit to the number of items in the same set.

Bulk items and switching locations

To update the location for the entire quantity of a bulk item (e.g. the whole box of XLR cables):

  1. Open the item’s details page
  2. On the Info tab, find the Location
  3. Select the new Location for the item
  4. Click the checkmark to save the selection

To update the location for only some of the bulk item (e.g. 10 of the 20 XLR cables are moving):

  1. Create a checkout with the quantity of the bulk item you’re moving included
  2. On the checkout page, select the bulk item
  3. Instead of hitting the “Check in” button, select the caret to open the More menu
  4. Select the new Location you are transferring the items to
    1. If the bulk item does not exist in that Location yet, you will be prompted to create a new item
    2. If the bulk item does exist in the Location, the quantity checked in will be added to that item’s overall quantity

      Note: Each Location’s bulk item will count towards your overall item count.

Bulk items & kits

Bulk items can now be included in kits alongside individual items! For more information on how to build a kit, see Grouping Items together in Kits.

Bulk items & assigning custody

Right now, assigning a bulk item in custody is not possible. However, if this is relevant to you, do let us know. We might pick it up as our next improvement! Send us an email at support@cheqroom.com.