Glossary

A durable, individually identified physical item tracked by location and status — for example, an exhibition banner or a branded flag. Each Asset has a unique QR scan code and can be moved between branches, booked in or out, and scheduled for recall. When an Asset is recalled rather than written off, a replacement workflow is triggered automatically. See also: Supply, Issuance.

A tamper-proof, timestamped record of every order, status change, recall, and approval in iVentory. Every write operation is logged with the acting user, timestamp, and previous value. The audit trail satisfies GoBD requirements and can be exported as a PDF for external auditors.

A configured allocation that defines how many units of an article each branch receives when a split order is placed. Quotas are set by the industrial customer's admin and stored per article per location. When a Branch Split order is triggered, iVentory applies the quotas to calculate per-branch delivery quantities automatically.

Automatic allocation of a single order across multiple delivery addresses based on configured Branch Quotas. The producer receives one consolidated production order; iVentory generates individual delivery splits per branch. This eliminates the manual coordination step that otherwise requires a separate email thread per location.

A real-time view of Supply depletion rates per article per location, with trend visualization. It shows how quickly stock is being consumed at each branch and projects when the reorder threshold will be reached. This is the primary interface for procurement managers monitoring stock health without logging into individual branch records.

Corporate Sustainability Reporting Directive — EU mandate requiring companies above certain thresholds to report Scope-3 greenhouse gas emissions, which includes spend on promotional goods and branded merchandise. iVentory's CSRD module aggregates supplier and article data so the branded merchandise line appears in the annual sustainability report without manual data collection from individual suppliers.

A reseller tenant's own web domain (for example, portal.youragency.com) under which their branded client portal is served. The domain is configured during onboarding and is completely separate from every other tenant on the platform. Industrial customers who access the portal see only the reseller's branding — iVentory is not visible to end-users unless the reseller chooses to disclose it. See also: White-Label Tenant.

European pharmaceutical industry transparency obligation requiring drug companies to report the value of every promotional item, meal, and hospitality item given to healthcare professionals. iVentory tracks per-recipient promotional item values and generates the EFPIA annual report export without manual aggregation from multiple spreadsheets.

EU digital identity regulation that governs qualified electronic signatures and digital identity wallets across EU member states. In iVentory, eIDAS 2.0 enables legally valid electronic delivery receipts and qualified signatures on high-value promotional item handoffs — valid as documentary proof across the EU without a wet-ink signature.

The German pharmaceutical industry self-regulation code (Freiwillige Selbstkontrolle für die Arzneimittelindustrie) governing the value and disclosure of promotional items given to healthcare professionals. It mirrors EFPIA requirements for the German market. iVentory logs every item issued under the FSA threshold and flags exceedances before they are submitted.

The General Data Protection Regulation (EU) and its German-law counterpart, the Datenschutz-Grundverordnung. iVentory stores all tenant and customer data within EU-based infrastructure, enforces strict multi-tenant data isolation so no tenant can access another's records, and provides data-export and deletion tooling to satisfy data subject rights. Employee Issuance records are scoped to the customer tenant and are not shared across tenants.

German tax authority requirements (Grundsätze zur ordnungsmäßigen Führung und Aufbewahrung von Büchern) for audit-proof digital recordkeeping. iVentory's audit log captures every order and status change in a tamper-evident, timestamped format that satisfies GoBD requirements for the retention of commercially relevant records.

Collective term for Good Practice regulations (GMP, GCP, GDP) that govern pharmaceutical and medtech operations. iVentory's pharma module provides the system description, validation documentation, and audit trail required under GxP so compliance teams can submit the portal for validation without building the evidence package from scratch.

A quantity of a specific article formally assigned to a named employee, including garment size, branch, and assignment date — for example, "Jana Müller, Branch Hamburg, size M, assigned 2024-03-01." Issuance data feeds HR reporting, cost-center billing, and recall-by-employee workflows. When a brand update forces retrieval, every affected Issuance is flagged and the employee receives a recall notification. See also: Asset, Supply.

The per-feature switch a reseller tenant uses to enable or disable individual product modules for their account or for a specific industrial customer. Modules that are not activated show an internal informational page rather than an error — this lets the tenant demonstrate the platform's full scope during sales conversations without exposing incomplete configuration to end-users.

The architectural guarantee that every query in iVentory is scoped to a single tenant's data — no tenant can read, write, or enumerate another tenant's customers, inventory, or orders. Isolation is enforced at the database query layer on every request, not only at the UI layer. This is what makes iVentory safe for a promotional-products reseller to operate portals for competing industrial customers on the same platform.

EU Network and Information Security Directive 2 — an EU directive that extends cybersecurity obligations to a broader range of sectors and supply-chain relationships. iVentory's NIS2 module covers access-control logging, incident logging, and supplier security scoring, so procurement teams can demonstrate supply-chain due diligence to their own compliance auditors.

A franchise-level configuration where a fixed text — such as a store name or cost-center code — is automatically appended to every ordered item for a given branch, without requiring manual entry on each order. The operator text is set once in the branch configuration and applied by iVentory at order time. This eliminates a class of recurring input errors in multi-location franchise environments.

A PDF document generated by iVentory for the workshop floor, containing all print and embroidery specifications for a single order: article, design, size breakdown, color, print areas, and customer logo. The production sheet is generated from the confirmed order data and is the authoritative handoff document from the client portal to the production team.

A per-item 10-character scan code (base-32) that links each physical item to its digital record in iVentory. Employees report lost or damaged items by scanning the code — no portal login is required for the scan itself. The scan resolves to the item's assignment, status, and history, and opens a status-change request dialog for the scanning employee.

The automated process that flags every unit of an affected article — Assets by location, Supplies by stock count, Issuances by employee — locks them from reorder, and initiates retrieval when a brand update or quality issue requires material to be withdrawn. Recall notifications reach each employee or branch contact without manual spreadsheet updates, and the audit trail records every step of the retrieval.

An automated signal generated when a Supply stock level at a location falls below its configured reorder threshold. The hint appears in the Consumption Dashboard and, with one click, converts into a reorder sent directly to the producer. The reorder threshold is the quantity below which iVentory considers the stock critically low for that article at that branch.

Security Assertion Markup Language Single Sign-On — an authentication standard that lets enterprise users log into iVentory using their existing corporate identity provider (e.g., Azure AD, Okta). SAML SSO is available as part of the Integration Pack for industrial customers who require centralized identity management. Employees do not need a separate iVentory password when SSO is active.

System for Cross-domain Identity Management — a protocol that automates user account creation and deactivation by syncing with a corporate HR or identity system. When SCIM is active, new employees appear in iVentory automatically when they are onboarded in the HR system, and leave when they are offboarded. SCIM provisioning is available in the Integration Pack.

Consumable stock tracked as a quantity of a specific article at a specific location — for example, 240 branded pens at the Hamburg branch. Supply tracks quantity, not individual item identity. When stock falls below a configured threshold, iVentory generates a Reorder Hint. See also: Asset, Issuance.

A customer-scope price setting that replaces the default article price for a specific industrial customer without affecting the price any other customer sees. The override is visible only to the reseller admin and to the customer it applies to. This enables promotional pricing, key-account discounts, and cost-center billing arrangements without altering the base price list.

A notification triggered when an issued garment — tracked as an Issuance — has been in use for longer than the configured wear-cycle limit, or when a brand update makes the design on the garment no longer current. The alert targets the responsible branch admin and initiates the retrieval or reorder sequence before the outdated item reaches a customer interaction.

A reseller tenant operating iVentory under their own brand, domain, and visual identity — their industrial customers see no reference to iVentory in the portal interface. Each white-label tenant is fully isolated: their client data, article catalog, and user accounts are completely separate from every other tenant on the platform. See also: Custom Domain, Multi-Tenant Data Isolation.