Material in the App

With the LiteLog app your staff handle everyday material work right on site: check and book stock, request material, keep an eye on their own equipment, and issue or hand over devices by scan — all offline-capable. Accounts with full access additionally see the warehouse stock, there however read-only and only while online. Material is maintained and evaluated in the portal (Material — overview).

Prerequisite: the Material feature is enabled company-wide under Features; the stock view additionally requires the Material feature of the respective property (Material (property)).

New items are created exclusively in the portal under Master data → Material (Material & equipment). The app books, counts, requests and issues — it does not create items. If the item catalog is still empty, the list says exactly that: "No items in the catalog yet. Create items in the portal under Master data → Material."

Stock view (More → Material)

Two paths lead there: in the More tab the entry "Material" in the section of the active property — or, shorter, the Material tile among the quick actions on the home screen. A third path is the "Material below minimum stock" hint in the "My assignment today" widget (with a planned shift): it opens the stock of the assignment's property, even when that is not the currently active one.

The screen shows the traffic-light list of all items: on the left the item name with "category · unit · At least n" below it, on the right the stock with the status Enough, Low, Empty, Count due or No target (the portal uses the same status: items without a minimum/target quantity that have stock; never counted as "below minimum stock" — 0 pieces without a target is "Empty"). Sorting is by category and within it by name; items without a category come last.

Stock loads while online; offline the list shows items, minimum and target quantity from the device cache — with the hint "Offline — items and minimum stock only. Stock loads once you are back online." This applies to the active property only: if you open the stock of a different property without a connection (via the assignment widget, for example), the list stays empty and says "Stock for this property is only available while online." — the material cache belongs strictly to the active property.

Without an active property both the menu entry and the tile lead to the property selection first; the tile says "Please choose a property first." If the screen nevertheless comes up without a property, it states so explicitly: "No property selected. Material stock belongs to a property." with the button "Choose property", which opens the property selection directly.

Searching and filtering

Above the list sits the search field "Search item or category…". It searches item name and category; upper and lower case do not matter.

Below it the status filters form a pill row — All, Low, Empty, Count due, No target — each with its number of hits. There is deliberately no filter for "Enough": the normal case does not need its own view. The counters refer to the search result, not to the currently selected status — what a counter promises is what a tap on the pill shows.

The line below summarises: "12 items · 2 low · 1 empty". Low (target maintained, stock below it) and empty (stock 0) are counted separately, and parts with 0 are dropped. If nothing matches search and filter, the list says "No item matches the search and filter."

Source: property or warehouse

If your tenant runs warehouses (central warehouse, warehouses per branch or vehicle), a source row sits at the very top with the pill Property and one pill per warehouse. "Property" shows the stock of the active property, a warehouse pill the stock of that warehouse; the warehouse name then also appears in the screen header. The row stays even when no property is active — warehouse stock is not tied to any property.

Three firm limits apply to warehouse stock:

• Bound to three conditions — deliberately. LiteLog only delivers warehouse stock when three things come together: the account has full access (visibility "All properties", not bound to individual properties), the warehouse feature is included in your plan, and the individual warehouse is released for this account (Settings → Catalogs → Material, "Visibility per account" block). If one of the three is missing, the app says "Warehouse stock is reserved for accounts with full access.", switches back to Property and removes that warehouse from the source row for the running session. For staff on site the warehouse view therefore stays invisible — that is exactly how it is meant to be. The warehouse directory itself is on every device, so the pills may show up briefly without any figures behind them.
• Read-only. The warehouse view offers neither "Book" nor "Count"; the item detail says "View only. Booking and counting happen at the property where the material is kept." Warehouse bookings, counts and transfers are recorded in the portal under Master data → Material → "Central warehouse" (see Material (property), "Warehouses" section). The banner "… entries waiting for upload" also stays hidden in the warehouse view: it counts bookings at the property.
• Online only. Warehouse figures are not stored on the device. Without a connection it says "Warehouse stock is only available with a connection — it is not stored on the device."; once the connection returns, the view refreshes by itself. A warehouse that has been archived in the meantime reports "This warehouse no longer exists.", a warehouse without material "This warehouse holds no material."

Item detail, booking and counting

Tapping a row opens the item detail first: at the top the item name with "category · unit", below it the stock in large type with its status and four values — Minimum quantity, Target quantity, Last counted and Last movement (date and time in your account's time zone). Whatever the app does not know shows as "—"; offline these are stock, count and last movement.

The detail carries the two actions:

Both work offline: the app confirms with "Recorded — will be synced" and shows at the top how many captures are still waiting for upload. After saving, the list reloads, and once the captures have been transmitted a second time — only then does the new stock stand.

Both actions require the permission Record material bookings and the Property view. Without the permission the detail stays readable and says "View only. Your account lacks the permission to book and count."

Capturing when completing a task

If a task carries "Expected material" (in the portal's task editor under "Add details"), the completion screen shows the material step — "Pre-filled from the task — adjust only deviations." For each item the back office has set the direction in the portal: Withdrawal books the consumption from the property stock (e.g. consumables at a motorway service area per cleaning round), Refill the resupply to the property. The step is accordingly called "Material consumed" or "Material refilled"; if the task contains both directions, each row shows its direction. Anyone who changes nothing confirms with one tap; the bookings are created automatically with the completion and also work offline.

Material requests (More → Personal)

Via More → "Material requests" staff report demand without calling anyone:

• "Request material": choose the property, enter a quantity per item, optionally add a note — then "Request". The picker offers all properties with the material module switched on plus properties for which target quantities or material defaults are on the device; your active property is preselected if it is among them, otherwise the only property of the list. Properties without maintained target quantities are offered too, as long as the material module is switched on there.
• Each row shows "unit · stock n · target m" (stock loads only while online). The first tap on "+" sets the shortfall up to the target — with stock at or above target a 1, with unknown stock the target; the hint line "The first tap on + sets the shortfall up to the target." says so. "Fill everything to target" sets all items with a shortfall in one step.
• Also offline: the request is confirmed with "Request captured — will be transmitted" and uploaded on the next connection (until then "Waiting for upload"). Above the list it then says "Without a connection — requests already transmitted are not shown."
• The list shows your own requests with the status Pending / Approved / Rejected / Fulfilled / Withdrawn; for rejections the reason is visible.
• Pending requests can be taken back with "Withdraw".
• If the app finds no property, it shows the sentence "No property is available for a request right now." instead of an empty picker, with the note that your administration switches the material module on in the portal, and the button "Try again" — shortly after signing in the property data may still be missing on the device. If the form cannot be opened at all, it says "The request cannot be opened right now." with the same button; if only the item catalog is missing, the app says "No items are available yet."

Decisions are made in the portal in the approval inbox (Master data → Material, "Requests" tab) — see Material (property).

My equipment (More → Personal)

More → "My equipment" shows every person what is currently issued to them — in two sections: "Devices & units" (serialized units with serial numbers) and "Material" (equipment by quantity). The view is also available offline; the "As of HH:mm" note shows how fresh the data is.

Per unit the action "Hand over" is available — for example at shift change. Transactions not yet transmitted are marked "syncing…"; contradictory bookings with "Conflict" (see below).

If the list is empty, the app names the reason — the three cases are to be kept apart:

If the fetch fails while older rows are still on screen, the notice appears as a red banner above the list instead — with the button to reload.

Material issue (issue, hand over, take back, loss)

The entry More → "Material issue" opens the issue wizard — even without an active property, because units are not tied to a property and the source can be a warehouse:

1. Choose the action — Issue (material or devices to a person), Hand over (your own equipment to a colleague), Take back (back into the warehouse) or Report loss (book out lost or defective material).
2. Choose the recipient — person search, offline from the device cache.
3. Choose the line items — this step names the source of the booking: when issuing from the active property "Source: Building A", for hand over and report loss your own name (or "Your equipment" as a substitute), and for a pre-filled unit the name of its holder. If the source is a warehouse, the warehouse line carries its name: from two warehouses onward as the "Source warehouse" picker (pill row), with exactly one warehouse as the fixed line "Source: Central warehouse". For take back the same place reads "Return to warehouse" — there the warehouse is the target, not the source. If a pre-filled unit already determines the source, the line is display only and cannot be switched. Below it units and quantity items; the app's tip: "scan a unit chip or QR label to add it directly." For hand over, take back and report loss the list shows only what you hold yourself ("with you: 2 boxes"); you cannot book more than that — if your actual holdings only become known afterwards, the app reduces the quantity visibly: "The quantity was reduced to what you actually hold." The warehouse directory is available offline on the device. The list shows the local state immediately and syncs online afterwards. If you scan a unit that is not held by the selected source holder, the app rejects it: "… is held by … and cannot be booked here." The unit is then not added to the booking. A matching unit appears in the list right away. The "Next" button sits as a fixed footer below the list, above the device's navigation bar.
4. State the reason (loss only) — Lost, Defective or Other (then the note is required), optionally a note and a photo as evidence. Reason and note appear in the material journal with your name and the time (the reason as prefix of the note, e.g. "Defective — antenna broken"); the photo is attached to the booking. The portal has no reason prompt.
5. Sign off — for an issue the recipient confirms with a signature directly on the device; skipping the signature requires a deliberate confirmation dialog ("Record without signature"). For a handover the signature is optional; take-back and loss do without.

The booking is recorded and transmitted as soon as there is a connection.

Device scan on a unit (NFC/QR)

If a unit carries an NFC chip or a QR label (created in the portal under Material & equipment), scanning it in the app opens the action sheet for the device: at the top the current holder ("Held by: Marek Kowalski", "In central stock" or "No holder recorded"), below it the applicable actions:

• Issue to… / Hand over to… / Take back / Report loss — depending on holder and permission.
• Pair NFC chip — connect a chip with the unit (scanning then opens the material actions).
• Print QR label — labels per device/unit as a PDF.

If none of these actions is available, the sheet does not stay empty. A sentence states the reason. Typical case: the unit is held by another person and you lack the permission to take it back.

The scan works offline and never switches the property — it is separate from clock-in and patrol scans.

Good to know

Permissions

Related Pages

• Material (overview)
• Material (property)
• Material & equipment (master data)
• Equipment account (employee)
• Tasks in the app
• Catalogs → Material