How to Create a Consumable in UniAsset

How to create a consumable

Consumables are supplies tracked by quantity that get consumed — filters, printer toner, fasteners, cleaning materials, gloves.

When to use this

Create a consumable when you need to know that supply levels are not running out, but you do not need to track individual units after they are used.

Choose a different module if:

• The item is capital held in quantity — spare laptops, replacement pumps. That is Asset Stock.
• You are tracking one specific thing — one laptop, one forklift. That is an asset.
• The document itself is what you are tracking — a licence, a permit. That is a document asset.

See Understanding the four asset types.

Requirements

• Available on: Nova, Orbit, Odyssey, Cosmos
• Roles: Owner, Admin, Manager

Steps

1. Go to Dashboard → Consumables.
2. Click New Consumable.
3. Fill in the form:

1. Save.

Creating many consumables at once

CSV import has a dedicated Consumables template. Choose it when you start the import.

It accepts the full column set — including purchase cost, warranty, and custodian — plus quantity, minimumQuantity, and unit, and it supports your custom fields.

See How to import assets from CSV and the column reference.

What happens next

• The consumable appears at Dashboard → Consumables.
• You can restock and withdraw units, and each is recorded on the item's timeline.
• If the quantity is at or below the minimum threshold, a low-stock alert is raised.

Consumables are deliberately simpler than Asset Stock

Consumables track supply levels. Asset Stock tracks capital held in quantity through a full audit ledger with a reason on every movement and a running balance on every row.

If you need to be able to explain any balance from its history, use Asset Stock. If you need to know that you are not about to run out of filters, a consumable is the right amount of machinery.

Naming that works

Include the specification in the name. "Filter" is unusable once you hold four sizes; "HVAC filter 20x25x1" is not.

Put the size, part number, or grade in the name so the list is scannable and searchable.

Common mistakes

Tracking every small supply. Not everything needs a record. Track what causes a problem when it runs out.

Using consumables for spare equipment. A spare laptop is not consumed when issued — it is Asset Stock.

Leaving the minimum threshold at zero. The alert then fires only once you have already run out.

One record for several specifications. "Filters: 40" is useless when you need the 20x25 and have 40 of the 16x20.

Troubleshooting

There is no New Consumable button. Creating consumables needs Manager or above.

My category isn't in the dropdown. Create it at Dashboard → Categories first.

"Your subscription has expired." An expired subscription blocks creating new records while leaving existing data readable. Renew at Settings → Billing.

I can't find a consumable in the Assets list. Consumables have their own module at Dashboard → Consumables. The four asset types never share lists.

Related articles

• Tracking consumable quantity
• How to withdraw consumables
• How to restock consumables
• Low stock alerts
• What is Asset Stock?
• Understanding the four asset types