Vendor Management and Asset Files: What You Paid, Who You Paid, and the Paperwork to Prove It
Non-serialized items in APB360 now carry their own purchase history, vendors and documents. Ammunition, OC spray, Narcan, batteries, body armor — anything you count rather than serialize — can now record what each delivery cost and who supplied it, and keep the invoice, packing slip or safety data sheet on the item itself instead of in a filing cabinet or someone’s inbox.
One Vendor List for the Whole Agency
Vendors are now kept in one list that every part of APB360 shares: purchases, item tracking details, RMA and repair tickets, and ISO inspection records all choose from the same names. When a supplier is new, add it right where you are — name and email — without leaving the form. If the name is already on the list, even with different capitalization or spacing, APB360 uses the existing vendor rather than creating a duplicate, so “Acme Supply” and “ACME supply” never split your history in two.
Record What Every Purchase Cost
Every item page now has a Record purchase button. Enter the total paid and APB360 works out the unit cost — to four decimal places, because $0.0425 a round matters when you buy by the case — along with the vendor, the purchase date and time, and the invoice and PO numbers. Attach the invoice in the same step, either a new upload or a file already on the item. Cost is optional, so a donation or a transfer from another agency can be received the same way.
- One step, one record — the purchase is saved together with the inventory movement that adds the units, so a count and the purchase behind it can never disagree
- Purchase History — every purchase of an item, with its vendor, cost and documents, in one table
- On the graph — purchases appear as markers on the item’s Quantity Over Time chart, so you can see exactly when stock arrived
Purchase & Tracking Details on Every Item
Each non-serialized item now has a place for the details auditors and finance offices ask for: invoice number, PO number, vendor, purchase and received dates, warranty end date, funding source or account, internal ID or asset tag, and tracking notes. Every change is recorded with the old and new values and who made it, and the item’s Inventory Log now shows these changes alongside its counts, with a date range to narrow it down.
Asset Files: The Paperwork Lives With the Item
A new Asset Files section on every non-serialized item stores its documents: invoices, packing slips, safety data sheets, certificates of conformance, warranty papers, photos and video. Drag files onto the page or pick several at once; each uploads with its own progress bar. Every file is tagged with a document type and an optional note, and opens in the browser or downloads with one click.
- The formats you actually have — PDF; photos including iPhone HEIC; Word, Excel and PowerPoint; CSV, text and RTF; ZIP; and MP4 and MOV video
- Checked on the way in — a file whose contents do not match its extension is refused
- Private by default — files sit in your organization’s private storage and open through short-lived links, never public URLs
- Hard to lose — removing a file from an item asks for confirmation first, a file still used elsewhere (such as a self-certification photo on an employee’s record) is kept there, and an administrator can recover a removed file
- Permissions respected — read-only accounts can view and download files but cannot add or remove them
All of this is available to existing customers at no additional cost. Questions? Email sales@apb360.com or call 251-677-7978.