A stock location is any place where you physically keep inventory. This could be your main warehouse, a small storeroom, or, most commonly, an engineer's van. Overseeing your stock locations is crucial to maintain accurate stock levels.
It begins with creating and assigning stock locations to users, followed by the addition of stock. Properly managing these locations is key to knowing where your parts are at all times, which is crucial for efficient inventory control and avoiding delays in operations.
This emphasises gaining insights into inventory levels, reorder lists, reservations, and available balances. Furthermore, it mentions viewing reservations on jobs and taking actions such as adding, modifying, or removing parts from stock locations.
Search stock location
Once you have created your stock locations and assigned them to the necessary users, you will need to start adding stock to them so they are ready to go. However, you may need to access them in the future to view the history of the stock location, check the parts reorder lists against them, and see which parts they have reserved.
To search for your Stock locations, go to the global search and type settingsstocklocations. Alternatively, you can also search for the stock location's name, for example, ‘Warehouse’.
Stock location Overview
When you click on a stock location from the search results, you are taken to its detailed view page. This screen is your central hub for managing the inventory within that single location. The page is typically broken down into several sections that give you a complete overview.
Let's briefly cover the main sections you will see:
Stock location details: This top section displays the basic information about the location, such as its name and which user, if any, is assigned to it (for example, which engineer is assigned to a specific van).
History: This provides a complete audit trail of all stock movements specifically related to this location. You can see when parts were transferred in, used on jobs, or manually adjusted, giving you full traceability for that location's inventory.
Reserve list: This tab shows you all the parts from this specific location that are currently reserved for upcoming jobs, giving you a clear picture of what inventory is already allocated.
Stock location
The Stock location tab gives you a detailed, at-a-glance view of everything stored at a specific location. Whether it's a warehouse or an engineer’s van, this tab helps you understand what parts are available, what needs to be reordered, and who is responsible for the stock.
Stock location details
At the top, you’ll find the stock location details section. This gives you the basic identification info for the location:
Stock location:
The name of the location, such as "Warehouse" or "Bob’s Van."
Parts reorder list:
Next is the Parts reorder list, a powerful tool for managing stock levels. This section acts as an automated to-do list for stock controllers or purchasing managers.
If any part in this location falls below the minimum quantity you've configured, it will be flagged here.
You’ll also see the reorder list name tied to the location, so you can quickly identify and manage low-stock items for that specific site.
This helps you restock before shortages occur, keeping jobs moving smoothly.
Current Stock
The Current stock section shows a full list of all parts currently held at the location. For each part, several important data points are shown:
Part: The name of the part.
Manufacturer’s part: The part number assigned by the manufacturer.
Total stock: The total number of units for that part at this location.
Reserved stock: How many units are already set aside for upcoming jobs.
Reserved for return: The number of units being held for return to this location.
Reserved for replenishment: Parts set aside to restock other locations.
Scheduled for supplier pickup: Items that will be collected by a supplier.
Balance available: This is the actual usable quantity available for new jobs. It’s calculated by subtracting all types of reserved stock from the total stock.
icon:
If you want to investigate a specific part further, click the plus (+) icon next to the part name. You’ll see an option to View stock.
Clicking "View stock" takes you to the part’s detailed view page, where you can access:
The full history of the part
Supplier information
A list of all other stock locations where the part is held
This makes it easy to go from a general overview to a detailed inspection, helping you make informed decisions quickly.
Action icons:
Icon | Uses |
 | Print the current stock and you can download it in the PDF |
 | Download the current stock |
History
The History tab provides a complete audit trail of every stock movement that has occurred at this specific location. This is essential for tracking down discrepancies and understanding how inventory is being used.
To investigate the history, you have several powerful tools:
Filtering: At the top of the page, you can filter the list to find exactly what you're looking for.
Action: Use this dropdown to see only specific types of events, like 'Purchased', 'Used on site', or 'All transfers'. The available options in the dropdown typically include:
Purchased - Stock that has been bought from a supplier
Manually adjusted - Stock that has been changed through the 'manually adjust stock' button
Reserved - Stock that's been marked as 'available' on a job
Unreserved - Stock that's been manually unreserved from the parts reserved tab
Used on site - Stock that has been marked as 'installed' on a job
All transfers - Stock that's either been transferred for a job and stock that's been transferred without a job
Transferred for a job - Stock that has been delivered to the office and then moved to the engineer's van / Stock that has been made available from a stock location, from which the engineer collects and moves into their van
Transfer without a job - Stock that has been manually moved from one location to another
Reserved for return - Stock that has been reserved to be returned to stock
Returned to supplier - Stock that has been marked as reserved to be returned to a supplier
Reserved for replenishment - Stock that cannot be used as it must be maintained for your minimum stock quantity for the parts re-order list.
Part: Search for a specific part by name to see only its history within this location. You will be prompted to "Please enter 2 or more characters" to start your search.
Date: Select a predefined date range like 'This Week' or 'Last Month', or choose a custom date range to narrow your search. The dropdown options include:
Today
This Week
Last Week
This Month
Last Month
Next Month
Last 3 Months
Date Range: Allows you to select a custom start and end date.
More filters: This opens a side panel allowing you to filter by more specific criteria, like:
Quantity: Filter by a specific quantity of parts.
Unit cost: Filter by the cost of the part.
Job no: Filter by a specific job number.
PO created date: Filter by the purchase order creation date.
Customising the Table: You can change the information displayed in the history table by clicking the pencil icon. This opens a side panel where you can select which columns you want to see (like 'Unit cost' or 'Customer name') and drag and drop them to change their order.
Viewing Details: For any event in the history log, you can click the plus (+) icon on the right. This expands the row to show you more details, including the option to "View part". Clicking this will take you directly to that part's main information page for an even deeper dive.
Reserve List
The Reserve list tab is crucial for understanding your commitments. It displays every part from the current stock location that has been allocated to a specific job but has not yet been used.
The main list gives you a clear overview, showing the Part name, the Quantity reserved, the Date reserved, and all the associated job details, including the Job number and Customer name.
You can customize this view by clicking the pencil icon to add, remove, or reorder the columns to suit your needs.
To get more information on a specific reservation, click the plus (+) icon at the end of the row. This will reveal a "View" button. Clicking "View" opens the View part reservation side panel.
This side panel gives you a concise summary of the reservation, including:
Location Details: Confirms the stock location and the engineer assigned to it.
Reservation Details: Shows the specific part, the quantity reserved, the date of the reservation, and all the relevant job information, including the job number, job date, and the customer's name and address. This allows for quick verification of which parts are allocated to which upcoming jobs.
Manually adjust stock
To manually adjust stock:
➡️ Quick links > Manually adjust stock
Upon clicking "Manually adjust stock," you will be taken to a new screen where you can add or modify parts. Here, you will typically see a table with fields such as:
Part: This is where you select or type the name of the part you wish to adjust.
Quantity: Enter the new quantity for the selected part. This will either increase or decrease the current stock based on your input.
Unit cost: The cost per unit of the part.
VAT: The Value Added Tax percentage applicable to the part.
Action: Provides options like 'Delete' to remove a part from the adjustment list.
It’s best to hit the ‘save parts’ button every 10 minutes or so to ensure that no progress is lost if something were to interrupt this process. Once you have made all your adjustments, click the Save parts button to apply the changes to your stock location.