The Linen Vault is your stockroom on a screen. It tracks every piece of linen you own, where it is right now, which items are wearing out, and how much you are losing to damage or loss.
Group tabs — each group keeps its own stock
If you use property groups (Settings → Property groups), the Vault — and the Clean / Dirty / Hardwash queues, Laundry Counts, Linen at Laundries and Linen Matching — show a row of tabs across the top. The first tab is always _Default_ — the pool of properties not assigned to any group — followed by a tab per group and, last, a Total. Each group (and Default) keeps its own On Shelf, In Vault, At Laundries and Target, counted for that pool alone. Total is a read-only overview of everything combined — you cannot record a movement, issue, pack or count there; to change stock, switch to Default or a specific group tab first. Every pool’s numbers always add up to exactly the Total, so nothing is ever lost or double-counted in the split. A packer who belongs to groups sees only their own group tabs (never Default or Total); an admin lands on Default and can open any group or Total.
Note The app never switches your tab for you. Once you pick a tab it stays selected as you count, send, record a movement, or move between pages — you always keep acting on the pool you chose until you pick another tab. (There is always a Default tab so properties you haven’t put in a group yet still have a place you can act on them — not just the read-only Total.)
Note The laundry hand-off pages (Laundry Counts, Linen Matching) show the group tabs too, but a batch sent to a laundry can hold linen from several groups, so those hand-off records are kept per-laundry, not split by group.
Note A property belongs to exactly one group. Since each group keeps its own linen, a property can never be in two groups at once — assigning it to a group automatically removes it from any other. If an older record ever had a property in two groups, the app resolves it to a single group on its own, so its linen and Target are never split or double-counted.
Note Deleting a group (Settings → Property groups) never loses its stock: any linen still counted under that group — in the Vault, at a laundry, or on a counted bag — is moved into the Default pool, so the totals stay exactly the same and you can then re-home it from there.
Where linen can be
A piece of linen is always in exactly one of these places. Keeping them straight is the key to the whole page:
- In Vault — spare linen sitting in your store, not in use.
- On Shelf — clean linen ready in the warehouse to pack into apartments.
- At Properties — the standing set each apartment holds (its General List).
- At Laundries (once called *In Wash*) — dirty linen sent out and not back yet.
- Coming back — clean linen a laundry has sent back but which you have not yet received onto the shelf (in transit). This column only appears when something is on its way.
Note The clean linen moves in a loop: On Shelf → (pack in the Clean Queue) → the apartment → (count back in the Dirty Queue) → At Laundries → (the laundry records what it sends back on Laundry Counts) → Coming back → (you receive it on Linen Matching) → On Shelf. So On Shelf drops when you pack a clean bag; At Laundries drops the moment the laundry sends linen back (it becomes “Coming back”); and On Shelf goes up when you receive it. Nothing is ever created or lost along the way — the total in circulation stays the same while linen is in transit.
Note Linen value (€): the page also shows what your linen is worth — each piece valued at its replacement cost (set on the Linen Items page) — split by where it is (On Shelf, At Properties, At Laundries, In Vault), plus the total capital tied up in linen and how much has been lost to shrinkage. Each apartment’s own page shows the value of the linen assigned to it.
Target, multiplier and “par”
The Par Stock Analysis table compares what you *should* have against what you *do* have. The Target is the most you need at once. It is worked out as the apartment’s quantity times a multiplier — the number of full sets you keep in rotation so one set is on the bed, one is in the wash, and one is spare (often ×3). VS Target shows a green plus if you have enough or a red minus if you are short.
Note Cost column. The far-right Cost column puts a euro figure on each item’s position: Cost = (VS Target + In Vault) × the item’s replacement cost. A red (negative) figure is roughly what it would cost to buy back up to target; a green (positive) figure is the value of the surplus you hold. It is a valuation only — it books nothing and moves no stock — and, like every other column, it is shown per group tab (and on Total). At the bottom of the column a Total to restock adds up only the red (below-target) items — the total euro to bring every short item back up to its target for the group you are viewing (surplus items are not included).
Stock alerts
The vault flags two different problems, and they need two different actions:
- Reorder — buy more: the item has dropped to its reorder level. You need to purchase new stock.
- Below target — issue from vault: you already own enough; you just need to move it out of the vault and onto the shelf.
Recording stock movements (admin)
Administrators can record changes under Record a movement: Log Purchase (new stock in), Issue to Properties (vault → shelf), Damage Write-off (remove damaged items), or Adjustment (a manual correction). Reorder levels and the default multiplier are also set here.
Note Transfer to another group. When you use property groups, Record a movement has an extra action: Transfer to another group. It moves stock of one or more items out of the tab you’re on and into another group — pick the destination group and whether you’re moving Vault or On Shelf stock. It’s a balanced move: the tenant total never changes (nothing is created or lost), it can never push a group below zero, and it is not counted as a loss. To undo a transfer, transfer the pieces back.
Note Re-home shared stock (superuser). On the Default tab the built-in superuser sees a Re-home shared stock card. It folds the whole Default (shared, un-grouped) slice — On Shelf, In Vault, At Laundries and In Transit, plus its past wash/loss history — into one property group you choose. Only the group tag changes, so the tenant total is byte-for-byte unchanged (nothing created or lost), but it also re-attributes past Default activity (Wash & Returns, At Laundries) to that group. Use it once to fold legacy shared stock into the group it really belongs to. New stock is always tagged correctly from the moment a property is in a group, so you should rarely need it again.
Note Reconcile to physical count (superuser). The superuser sees a Reconcile to physical count card that opens an all-items count table for the group tab you’re on. Enter what you physically counted per item — On Shelf, and optionally At Laundries — add a reason, and click Preview: it shows exactly what it would book for every item and writes nothing until you type RECONCILE and commit. It books the difference the conservation-correct way, and every leg is written to the Transaction Log with your reason (nothing is ever silently changed): a physical count above the books is put back found-first — the gap first nets off that item’s recorded missing (so shrinkage goes down, and it can never invent linen because the recovery is capped at what was missing), then any true surplus is added with your reason; if you enter a physical At Laundries count that is below the books, that difference is moved At Laundries → On Shelf (those pieces came back — a balanced move, nothing created); and a physical count below the books is booked as a reasoned reduction (real missing). Use it after a stocktake to bring the books back onto physical reality — it is the safe way to recover linen that a historical mis-count or cap had dropped.
Note Reverse mis-booked missing (superuser). A companion to the count reconcile, for pieces counted missing that were never actually lost — they are still at the property (e.g. a historical *“short at laundry count”*, where the dispatch over-counted what really left, so the pieces never reached the laundry). Unlike a recovery this does not add anything to a bucket (that would double-count against the property and invent linen); it books a bucket-neutral correction that only clears the missing flag — missing and shrinkage drop, nothing moves On Shelf or At Laundries. It is capped at what is still missing, needs a reason, previews first, and every leg is in the Transaction Log (and can be undone). Use it only for pieces you are sure are still at the property — never for real guest losses.
Tip Leaving a field blank is meaningful. A blank Physical On Shelf (it shows —) skips that item entirely — nothing at all is booked for that row (the “I didn’t count this one, don’t touch it” signal). A blank Physical At Laundries (it shows keep) leaves that item’s At Laundries untouched while the On Shelf side still reconciles — only fill it when a laundry’s physical count proves the books over-credited it.
Tip The four tabs — Stock, Lifecycle, Shrinkage and History — switch what the page shows. Any table with a ⬇ CSV button can be downloaded as a spreadsheet.
Watch out “Issue to Properties” moves linen from the vault onto the shelf — it does not put it into a specific apartment. The number that goes up is On Shelf, not At Properties.
Open the Linen Vault