Track stock

The Stock tab of the Catalog (Stock menu entry, with the permission to view the stock) shows, for each tracked part, the available quantity, its location and its alert threshold. Every change in quantity is a stock movement recorded in a log: a delivery, a return, an issue to a work order, an adjustment. A movement is never edited or deleted.

Which parts are tracked

All parts in the catalog are tracked, except non-stock parts (ordered on demand or supplied by the customer): these are invoiced without any movement. A part can only be marked non-stock when its quantity is zero.

Quantities are expressed in the part’s unit: “4 pc”, “2.5 L”, “12 m”. They accept up to three decimals. In the list, the quantity is a coloured badge: green In stock, orange Reorder (below the alert threshold), red Out of stock (zero or less). Each row shows one action, Receipt (otherwise Adjust); the others are in the row’s ⋯ menu.

Read the list

• Search finds a part by its reference (with or without hyphens or spaces), description or brand.
• The Location filter only shows parts stored at that place.
• The Show filter offers To reorder (parts below their alert threshold) and Negative.
• At the top of the page, the counters give the number of tracked parts, parts to reorder and negative parts. Click a counter to show the parts concerned. Deactivated catalog parts are not counted.
• The Stock value (indicative) is only visible to members who manage the catalog or adjust stock, because it reveals purchase prices.

The dashboard also shows a Stock tile as soon as a part is to be reordered or negative.

Delivery

The Delivery button records the arrival of parts: the quantity received, the unit purchase price excl. VAT and, if you wish, the supplier and the delivery note reference. The part’s weighted average cost is recalculated (see below).

For the supplier, there are two options:

• Declared supplier: if the garage has declared its suppliers (see Suppliers), choose one from the list. Its name is copied into the movement, which stays attached to that supplier.
• Free text: leave “None (free text)” and type a name (once you have typed two characters, the suppliers already entered in your movements are suggested).

Receiving a supplier order

The parts of a supplier order are received from the order page (Receive button), not with a part’s Delivery button: the receipt is then attached to the order, at the ordered price (or the price on the delivery note), and the order keeps track of what remains to be received. On the Stock screen, the Orders to receive section lists the orders that are sent, confirmed or partly received, with a link to each one.

In the movement log, such a receipt carries the supplier’s name and the delivery note reference entered. A non-stock part received on an order creates no movement.

Return to supplier

The Supplier return button takes returned parts out of stock: enter the quantity returned and, if you wish, the supplier (declared or free text, as for a delivery) and the note reference.

The supplier and the note reference stay in the movement log, which cannot be erased: do not put any personal data in them (a customer’s name, a phone number…).

Adjustment

The Adjust button corrects a quantity. The quantity is signed: negative to remove (“-1”), positive to add. The reason is required: breakage, loss, entry error or other.

A mistake is never fixed by editing a movement: record a reverse adjustment (reason “Entry error”), or a return to supplier for an excess delivery. The log thus keeps the trace of the correction.

Initial stock

The Initial stock button sets a part’s starting quantity and purchase price. It is only offered while the part has no movement: after that, use a delivery or an adjustment.

Location and alert threshold

The Location and threshold button records where the part is stored (“Shelf B3”, 40 characters at most; the list of existing locations opens with a click and is filtered as you type; for a new location, simply type it) and sets its alert threshold, in the part’s unit. A part is to reorder when its quantity falls below the threshold: with a threshold of 2, it is at 1, not at 2. Leave the threshold empty to receive no alert.

Negative stock

A quantity can become negative, for example when a part is put on a work order before its delivery is entered. Nothing is blocked: the part is flagged with the Negative stock badge until the delivery or adjustment that brings it back to level.

Weighted average cost

Stock is valued at the weighted average cost: at each delivery, the average cost takes into account the quantities already in stock.

Example: you receive 10 parts at €6.50 excl. VAT, then 10 parts at €7.50 excl. VAT. The weighted average cost becomes (10 × 6.50 + 10 × 7.50) ÷ 20 = €7.00.

Issues, returns and adjustments are valued at the average cost of the moment, without changing it. When the quantity is zero or negative, the next delivery sets the average cost to its own price. Like the stock value, the average cost is only visible to members who manage the catalog or adjust stock.

Part page and log

Click a part’s reference to open its page: quantity, location, threshold and, depending on your permissions, average cost and value. The Movement log lists, from most recent to oldest, each movement with its date, quantity, the stock after the movement, the reason or supplier, and the member who entered it. The part list of the Stock tab and this log are read in pages of 25.

Parts put on a work order leave stock when the work order reaches the completed stage, and return to it if it is reopened. These movements, Issued to work order and Return from work order, carry the work order number, with a link to it if you can view it.

Permissions

Three permissions control access to stock (see Roles and permissions):

Permission	What it allows
View stock (quantities, locations, movement log, alerts, export)	See the list, counters, part pages and the log.
Record deliveries and returns to suppliers	The Delivery and Supplier return buttons, the Orders to receive section and the Receive button of a supplier order.
Adjust stock, run stock counts, enter or import initial stock, view stock value	The Adjust, Initial stock and Location and threshold buttons, and the cost view (average cost, stock value).

Buttons only appear with the matching permission. Issues to work orders require no stock permission: they follow the rights on the work order.