How to Withdraw Consumables in UniAsset

How to withdraw consumables

Withdrawing reduces the quantity you hold when supplies are used or taken.

When to use this

Withdraw when consumables leave the store — fitted during maintenance, handed to someone, or written off as damaged or expired.

Requirements

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

Steps

1. Go to Dashboard → Consumables and open the item.
2. Click Withdraw.
3. Enter:

1. Confirm.

What happens next

• The quantity drops by the amount withdrawn.
• The withdrawal is recorded on the consumable's timeline.
• If the new quantity is at or below the minimum threshold, a low-stock alert is raised.

Linking usage to maintenance

Consumables used during maintenance are worth cross-referencing.

When you fit a part during a work order, log it as a material on the work order — that is what gets it costed and carried into the asset's total cost of ownership. Then withdraw the consumable so your supply levels stay accurate, naming the asset or work order in the reason.

The two records answer different questions: the work order material says what the repair cost, the withdrawal says what left the store.

See Assigning work orders for logging materials.

Common mistakes

Writing "used" as the reason. Say what for. A reason that does not identify the job is not worth the keystroke.

Withdrawing at the end of the month from memory. Levels are wrong all month and the reasons are guesses.

Forgetting to withdraw after fitting a part. The system then thinks you have stock you do not, and the reorder never happens.

Using withdrawal to correct a miscount. Withdrawal means the supplies were used. If the count was simply wrong, correct the quantity by restocking or withdrawing with a reason that says so plainly — and consider whether the item belongs in Asset Stock, which keeps adjustments separate from real usage.

Troubleshooting

The Withdraw button isn't there. Withdrawing needs Manager or above. Employees and Viewers cannot.

I can't withdraw more than the quantity held. You cannot take out more than the record says you have. If the physical count is higher, restock the difference with a reason first.

I can't save without a reason. The reason is required.

The withdrawal isn't showing. Reload the item — the timeline shows movements newest first.

I need a full audit trail with running balances. Consumables track supply levels. For a complete ledger where every balance is explainable, use Asset Stock.

Related articles

• How to create a consumable
• How to restock consumables
• Tracking consumable quantity
• Low stock alerts
• Assigning work orders