Keep the inventory

The inventory holds your institution’s equipment: instruments, but also music stands, chairs, sound gear, computers or wardrobe. For each item you know who owns it, how many units there are and, if it’s rented, from whom, since when and for how much. Each project then draws on that equipment: see A project’s equipment.

You need permission

This option only appears if your access role allows it. If you don't see it, ask the person who manages your institution to review your role.

Opening the inventory

1. In the side menu, go to Settings › General settings.
2. Under Activity, open Inventory.

Adding an item

1. Click Add to the inventory.
2. Pick the Category. There are seven and they can’t be changed: instruments, computer equipment, stage equipment, sound and audio, furniture, wardrobe and other.
3. Say what it is in Instrument. In the instruments category you pick from Weikos’ own list, which goes down to the real thing: bass drum, castanets, crotales, bass clarinet, cor anglais, each of the saxophones… You can type over it to be precise — “Cymbals (pair) 18”” or “Five-string double bass” — and Weikos still knows which instrument it is; below the field you’ll read which family it will end up in.
4. Fill in the brand, which is required, and the model if it has one. A music stand or a case doesn’t always have a clear model, so it isn’t required.
5. If you have several identical units, put the number in Units instead of creating one record each. With more than one, the serial number disappears, since it no longer tells them apart: if you need to track each piece, create separate records.
6. Choose the Ownership.
7. Click Save.

Who owns each item

• Institution's: it’s yours. You can note the original and residual values, which are per unit.
• Musician's or private: somebody brings it. You pick the person from the institution’s contracts, or type their name if they have no contract in Weikos.
• Rented: it isn’t yours and you only have it while a rental lasts. It takes no values: what it costs is its rent.

The list is split into those three sections, so at a glance you see what’s yours, what someone lends you and what’s rented.

Recording a rental

The same record can be rented as many times as needed: each time is a new rental, with its own supplier and dates, and the history stays there.

1. Open a rented item’s record. At the bottom you’ll see Rentals.
2. Click Add rental.
3. Pick the Supplier from your contacts. If they’re not there, type the name and create them on the spot, as you would in an expense.
4. If the rental is for a specific project, choose it. Leave it empty for a season-long rental.
5. Enter the dates, the units, the price and, if there is one, the Deposit. A deposit comes back when you return the item, so it doesn’t count as an expense.
6. Click Save.

Weikos works out the status from the dates, so it never goes stale: Planned before it starts, Active while you have it, Returned once you mark it, and Not returned if the end date passed and nobody returned it.

Each rental’s menu has Mark as returned and Create an expense for this rental.

The expense for a rental

Create an expense for this rental opens the usual expense form with what’s already known: the concept, the amount, the rental’s start date and, if there is one, the project at 100%. Everything can be edited before saving. Two things don’t come filled in: the budget item, because it belongs to your institution’s own catalogue, and the supplier, which in an expense is entered with the invoice.

Once the expense exists, that action becomes See the expense, so nobody creates it twice.

What you no longer have

By default the list shows what you have today. Returned items — and anything on file with no rental in progress — appear when you turn on Also show what we no longer have.

It’s useful because the catalogue becomes memory: when you need that harpsichord again, the record is still there with its supplier, and renting it again takes a couple of clicks.

If it doesn’t work

• You can’t see “Inventario” in the settings. Your access role doesn’t include the inventory permission: ask whoever administers your institution to check it.
• The bin is disabled. You’ll see Cannot delete an instrument assigned to projects: remove it from those projects first.
• You can’t find your instrument in the list. Type its name. If the text starts with a known one — “Five-string double bass” — the record is still classified; if not, it goes to “Other”.
• A rental doesn’t show up. If it’s already returned, turn on Also show what we no longer have.