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Track supplies within the Vehicle & Station module

There are several options for tracking consumable supplies within the Vehicle & Station module, so you can see when items are low and need to be reordered.

While the Vehicle & Station module doesn't display current supply quantities in a real-time report (see the Supplies module for that), there are a few options to help track when items are running low.

Summary

Many departments use PSTrax to track station and EMS supplies using scheduled checks. This process helps crews quickly note what items need to be reordered without having to manually count every item. Notes fields are used to request items, and administrators can view these notes in the logs to reorder supplies accordingly.

Instructions

Station and EMS supplies can be tracked by setting up a scheduled checklist item called Station Supplies or EMS Supplies under your truck checks. Crews complete the task by either confirming that no supplies are needed or adding quantity requests in the notes field. Administrators can then review the logs and sort by the notes field to see what needs to be ordered.

Logging Supply Requests

  1. Navigate to your truck checks where Station Supplies or EMS Supplies is listed.

  2. Crew members will review the list and:

    • If no supplies are needed: check the task box and log the item as completed.

    • If supplies are needed: click into the notes field and type the quantity (e.g., “2 paper towels, 1 dish soap”).

  3. Complete the checklist as usual.

  4. On the confirmation screen, click Log Tasks to submit.

Viewing and Sorting Logged Supply Requests

  1. Go to Vehicle and Station → Logs and Reports.

  2. Select the appropriate station (e.g., Station One).

  3. In the task dropdown, select Station Supplies (or EMS Supplies).

  4. Set the date range for when the checklist was completed.

  5. Click Search.

  6. In the search results, click the Notes column header twice to sort and group items with requested quantities.

Reordering Supplies

Once sorted by notes, whoever is responsible for reordering can:

  • Quickly identify which supplies were requested.

  • Reorder only those items without needing to compare with on-hand quantities.

This method streamlines supply management by allowing crews to indicate needed items without counting every item in stock.

If you have any questions, please reach out to help@pstrax.com.