Inventory

Stock figures are only worth having if you can trust them, and you can only trust them if every movement was recorded by the person who made it. Each receipt, issue, transfer and adjustment writes a ledger line with a reference, so a number that looks wrong can always be traced back to the moment it changed.

Receive, issue, move or adjust — every movement is recorded with who, when and the balance after.

Locations have a kind — stock, quarantine or staging. Quarantine bins hold goods awaiting inspection and are never counted as available or offered for despatch. See Quality inspection.

Set a reorder point per item and location; short lines flag amber and filter with one click.

The item page also suggests an item-level reorder point: average daily demand over the last 91 days (the higher of sold and issued) multiplied by lead time plus safety-stock days. Lead time comes from the item's purchasing lead time, then its default supplier's, then a 14-day default; safety days are set under Settings → Stock control. Apply writes the item-level point, which overrides the per-location alerts in the demand forecast.

Acknowledging an order reserves its parts. Allocated is what open orders hold; available is on hand — quarantine excluded — minus that, and it is the figure the order page, the planning alerts and the despatch gate read. Allocation never blocks anything: an order that cannot be covered shows “3 of 5” until stock arrives, and staff can reserve the full quantity anyway from the order. Shipping, cancelling or refunding releases the reservation.

A count is opened for one bin and numbered SC-… It lists every item the ledger expects there, zero lines included, so the shelf can disagree. Count it on the phone — Batch scan, Count mode — or type the figures on the desktop, name the lots or serials found for tracked parts, save, then post. Posting books one signed adjustment per variance against the current on-hand (movements booked mid-count are not double-corrected), references it to the count number and stamps “last counted” on each level. A printable count sheet walks the aisle with you; only one count can be open per bin.

Every movement carries a cost basis by your cost method. Under Settings → Stock control you choose moving average (each costed receipt re-averages the item; stock leaves at the average), FIFO (stock leaves at the cost of the oldest receipts still on hand) or standard cost (planned cost per item, with the difference between paid and standard reported as purchase price variance). Receipt layers and averages are kept under every method, so you can switch later without a rebuild. Finished parts from a job book in at the part's planned cost; returns reverse at the cost the goods left at; an item with no cost yet reads as uncosted rather than zero.

Inventory → Reports → Valuation values what is on the shelf (quarantined stock shown separately) and lists uncosted items; the margin report shows cost of goods on shipped orders next to the estimate.

Print QR labels for parts and locations, then scan them on the floor — or use Batch scan for stocktakes.

Releasing a work order issues its materials from stock automatically; completing books the finished parts back in.

Items with lot or serial tracking list their units under the item: code, location, quantity remaining and status (in stock, issued, consumed, despatched, scrapped). Each unit has its own QR label that opens its genealogy — where it was received or produced, which job consumed it, which order it shipped on. The full guide is under Lots and serials.