How to run stock and use parts#

Audience: both — technicians receive and consume parts at the job; admins own the item list and the reorder thresholds.

Stock lives at Stock (/stock). The board reads the same on-hand rows the low-stock alerts use, so the numbers you see here are the numbers automations act on. The configuration-item ledger at /inventory is a different surface: it tracks identity and merge state, not quantities.

Prerequisites#

• A signed-in session with commercial view permission. Cost fields need financial:read; without it the cost columns render as — and every other column still works.
• At least one location. Stock must land somewhere before it can be received.

1. Create the items you track#

Open Stock → New item. Name is the only required field. Two tracking kinds exist:

• Consumable — counted in bulk (a box of RJ45 ends, a spool of cable).
• Serialized — one row per physical unit, so every movement names the unit it moved.

Set the unit (each, box, or meter) once and keep it consistent. Quantities are stored in thousandths of that unit, and every ledger row reports the same unit. A catalog link is optional and only supplies pricing context.

Tick This is a tool for anything checked out to a person rather than consumed. Tool items are serialized by definition, and they appear on Stock → Tools.

2. Receive stock#

Press Receive stock on the board (or Receive on a row). Pick the item, the destination location, the quantity, and optionally the unit cost. The receipt posts one append-only ledger row immediately, and the level at that location grows in the same commit.

For a serialized item, type one serial number per line. Each line becomes its own ledger row and its own unit — three lines receive three units.

When the cost currency differs from the org base currency, the receipt locks the exchange rate onto the ledger row (ADR 0002). Later screens convert for display; the locked rate never changes.

3. Parts and shipping on a ticket#

Open a ticket and press Parts & shipping in the header action row. The panel completes the physical side of the job without a trip to /stock:

• Use consumes parts on site. Search the item by name, SKU, or part number, or scan its label. Then pick the source location and the quantity. The dialog shows what is on hand at that location before you submit, and it refuses a quantity larger than the shelf holds.
• Ship out sends goods to the ticket's client. Carrier and tracking reference are optional. The receipt that follows carries a Print label button for the shipped item, or for its serial unit.
• Receive returns unused or replaced parts to stock. The movement is anchored to the ticket, so a return shows on the ticket's timeline.

One submit writes the ledger row, anchors the movement to the ticket, and the movement appears on the activity timeline under the Parts filter chip. Nothing else needs logging.

4. Dispatch stock to a ticket from the stockroom#

Open Stock. Scan a part or unit into the scan bar and the movement dialog opens with that item staged. You can also press Dispatch to ticket in the header, or Use on a row.

Pick the ticket from the picker, choose the source location, and record. The ledger row carries the ticket anchor, and that ticket's timeline gains the entry. The ticket itself never opens.

5. Move, adjust, or return stock#

Every other physical action runs through the same movement dialog:

• Transfer shrinks one location and grows another. A serialized transfer moves one unit and picks that unit explicitly.
• Adjust records a signed correction (−2 after a stocktake found two missing). Adjustments are refused for serialized items — move the unit instead, so its history stays physical.
• Ship out sends stock to a client or a job site, with an optional carrier and tracking number. The tracking number is what the receiving side of a purchase order can be deeplinked to.
• Receive brings stock back in: a client return, a restock after a job, or a delivery that arrived outside a purchase order. Add the ticket when the return belongs to a job, so the ticket timeline carries it.

6. Set low-stock thresholds#

Open an item and find its Quantities table. Press Thresholds on a location row and set the minimum and reorder point. The row's low tag, the banner on the stock board, and the stock.level_low automation trigger all read those numbers. Clearing a field removes the threshold.

Low stock notifies the people who work from the location. When a movement is tied to a ticket, the alert carries the ticket so ticket-scoped automation rules can fire.

7. Manage locations#

Stock → Locations holds every place stock sits, from a warehouse down to a van shelf. Van and truck locations can be assigned to a person. A location can nest inside another (a shelf inside a warehouse), so roll-ups stay readable. Archiving a location hides it from pick lists while its ledger history remains.