The client
The client is a large technology enterprise headquartered in Toronto, with offices and support centers across North America.
Its support teams rely on IT spares, accessories, peripherals and consumables being on hand at each site. Stock was tracked in separate spreadsheets, updated by hand, with repeated coordination between locations to find and move items.
The challenge
Teams kept stock records, but in separate spreadsheets that were updated by hand. Nobody had a reliable view of what was available where, and replenishment was often late.
- Stock tracked in separate spreadsheets at each location.
- Manual updates risked discrepancies between records and actual stock.
- Restocking of frequently needed items was often delayed.
- Limited visibility of what was available at other sites.
- Repeated coordination between locations to move stock.
What they set up in Asset Infinity
The company managed its IT inventory in Asset Infinity’s Stores feature, with each office, support center and storeroom set up as a stock location.
One record for IT stock
IT spares, accessories, peripherals, consumables and operational stock are held in one catalog, with quantities at each location. (Stores)
Tracked movements
Receiving, issues, transfers and adjustments are recorded as transactions, replacing spreadsheet edits. (Stores)
Reorder levels
Minimum levels are set for frequently needed items, and reorder advice shows what to restock before it runs out. (Stores)
Inventory reports
Reports give managers stock quantities, locations and movements across the company. (Insight)
How it works day to day
Here is how IT stock now moves between the storeroom and the people who need it.
- Inventory team: receives stock. New spares and consumables are received into a storeroom location, updating quantities straight away.
- Support technician: issues an item. When a technician needs a peripheral, cable or spare part, the issue is recorded against the stock location it came from.
- Support technician: finds stock elsewhere. If the local storeroom is out, the technician checks other offices and support centers in the system instead of calling around.
- Inventory team: transfers stock. Stock moved between sites is recorded as a transfer, so it leaves one location and arrives at the other on record.
- System: flags low stock. Items that fall below their minimum level appear in reorder advice, so restocking starts in time.
- Inventory team: corrects the record. Counts and adjustments keep the records in line with what is actually on the shelf.
- IT management: reviews inventory. Reports show stock by location, movements and items running low, across all sites.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Stock records | Separate spreadsheets | One record across all sites |
| Updates | Manual edits | Structured transactions |
| Replenishment | Often delayed | Minimum levels and reorder advice |
| Availability | Unclear at other sites | Visible by location |
| Coordination | Repeated back-and-forth between teams | Stock found and moved in the system |
How it rolled out
- Assessment and data. Inventory categories, locations and spreadsheets were reviewed, and stock records were consolidated.
- Locations and workflows set up. Offices, support centers, stores and stock points were configured, with receiving, issuing, transfer and adjustment processes.
- Teams trained. Inventory and support teams were trained, and processes were refined as requirements changed.
The results
- Clear stock quantities and locations, with a record of every movement.
- Timely restocking of frequently needed technology items.
- More accurate records from structured receiving, issues, transfers and adjustments.
- Less spreadsheet work and less coordination between teams.
- Stronger management oversight through central inventory reports.
Why it worked
One catalog for every site
Every office and support center uses the same item records, so stock can be compared and moved easily.
Movements, not edits
Stock changes only through recorded transactions, which keeps figures accurate and traceable.
Restocking on time
Reorder advice puts frequently needed items back on the shelf before support teams run short.
Looking ahead
With Asset Infinity, the company moved from fragmented inventory records to central stock management across offices, stores and support centers. Teams track quantities, manage movements and see replenishment needs in one place.
Manual coordination has dropped, records are more accurate, and managers have a clear view of IT stock across all locations.