Stock refers to the physical inventory of parts and materials that your company manages across various locations, such as engineer vans, warehouses, and supplier sites.
Every part added to a job moves through a defined status-based workflow to reflect real-world movement. These statuses help you track the lifecycle of each part from request to usage, return, or reporting.
Part Statuses in Commusoft
Each part goes through the following statuses during its lifecycle:
Requested: The part has been added to a job and is awaiting fulfillment.
On Order: A purchase order has been raised for the part.
Available: The part has arrived or is ready for pickup.
Picked up: The engineer has collected the part from the office or supplier.
Installed: The part has been used in a job and marked as installed.
Returned: The part was not used and is returned to the stockroom or supplier.
You can update statuses from both the web app and mobile app, depending on your workflow configuration.
Request Parts: Available Workflows
Commusoft offers two main workflows to request parts for a job, depending on whether you're working from the office or on-site:
Web Workflow – Office staff can request parts by creating a job and assigning the required parts via the web platform.
Mobile Workflow – Engineers can request the necessary parts directly from the Commusoft mobile app while in the field.
Additionally, when managing jobs that require multiple parts, users can consolidate these into a single purchase order for the supplier. This reduces administrative overhead and simplifies the process by allowing all required parts to be selected and fulfilled on the same page before generating the purchase order.
Web Workflow: Requesting Parts from the Job Screen
➡️ Customer Timeline > Select a Job > Parts tab
Click "Add new part" to request an individual part.
To request a bundle of pre-configured items, click "Add new part kit".
Search and select the part name.
Enter the required quantity and fill in all the fields.
Click the "Save part" button to confirm your request.
Once added, the part’s status will update to "Requested", and it will appear in the job’s parts list ready for fulfillment.
Managing Parts
Each part has a ➕ icon on the far right. Clicking this reveals a menu of actions:
Fulfil part
Change part status
Delete part
Edit part
View
Fulfil parts
Fulfil parts
This allows you to confirm how the part will be sourced—either from your existing stock or a supplier.
What you'll see:
Fulfil quantity: Total quantity required for the job.
Stock Locations: Shows the available quantity in each warehouse or van.
Order from supplier: If stock isn't available, enter the quantity you wish to order.
Order all from supplier: Auto-fills the full quantity into the supplier order field.
What happens next:
If fulfilled from stock and saved → status becomes Available.
If ordered from supplier → status becomes On Order and you’re redirected to the PO screen.
Change part statuses
Change part statuses
This is a manual override used when part statuses were incorrectly set or need adjusting.
When to use it:
For instance, if a part was marked as "Installed" by mistake, you can manually change it to "Returned".
Select a new Status from the dropdown.
Enter the Quantity to change.
Click Save to update.
This should be used only when corrections are necessary. Regular workflows update statuses automatically.
If the parts are in Requested, the available statuses are:
If the parts are in On Order, the available statuses are:
If the parts are in Available, the available statuses are:
If the parts are in Picked up, the available statuses are:
If the parts are installed, the available statuses are:
If the parts are in Returned, the available statuses are:
Delete part
Delete part
If the part is still in Requested status, you can delete it entirely.
Click "Delete part"
Type "Delete" to proceed with deletion.
Edit part
Edit part
You can edit part information based on its current status:
If Requested: Edit Quantity, Cost price, and Sale price
If On Order / Available / Picked Up / Installed / Returned: Only Sale price can be edited
Click Edit part to make changes.
View
View
Click "View" to see part details such as:
Part name
Quantity
Cost & Sale price
Fulfilment source
Creation date and creator
This view is useful for audit and tracking.
Mass Update Options
At the top of the parts list, you’ll also see two additional options:
Change selected part status: Apply status changes to multiple selected parts at once.
Mass fulfil parts: Fulfil multiple parts in one action, saving time during high-volume updates.
Please refer to the guide to learn more about the mobile workflow for requesting parts and stock movement.
Moving Parts from “Requested” to “On Order
To move parts from "Requested" to "On order", that specific part must be sourced from suppliers instead of available stock.
There are three ways to move parts from Requested to On order:
Create a job and request parts. From the "Cost" tab, raise a purchase order.
Request parts first, then fulfil and raise a PO later.
Request a PO from the reporting tab.
Fulfil Parts via Parts Tab (Job Screen)
For a Single Part
For a Single Part
For Multiple Parts
For Multiple Parts
➡️ Job > Parts tab > Filter by Requested
Tick the checkboxes for the parts you want to order.
Click Mass fulfil parts.
From the dropdown, select Raise PO for all parts.
Click "Save and create purchase order".
This creates a single purchase order for the selected items.
Fulfil Parts via Reporting Tab
➡️ Reporting > Hamburger Menus > Parts > Parts operational list > Requested tab
Tick the checkbox next to the parts you want to fulfil
Click "Fulfil selected parts".
Choose the fulfilment methods as "Raise PO for all parts".
Click Save and create a purchase order
Moving Parts from “On Order” to “Available”
The status of parts changes from On Order to Available once they have been received from the supplier. This helps ensure accurate inventory levels and proper part tracking for future installation or collection.
General Guidelines for Purchase Order Management
Use the mobile app to streamline access to purchase orders for engineers.
Consolidate parts into a single purchase order whenever possible to minimize complexity.
Ensure all required parts are selected and fulfilled before generating the purchase order.
By following these guidelines, users can optimize their workflow and improve efficiency in managing purchase orders within Commusoft.
➡️ Reporting > Hamburger menu > Parts > Parts operational list > On Order tab
Accessing Purchase Orders on Mobile
Engineers can view purchase orders directly within the Commusoft mobile app. This functionality ensures they have the necessary information at their fingertips without relying on emailed purchase orders.
You will now see a list of all parts that have been ordered but not yet marked as available.
Parts on this list are grouped by "Due In" dates. This represents when the supplier is expected to deliver the items.
This view gives you a clear timeline of which deliveries are expected and helps coordinate warehouse or engineer collection.
Marking Parts as Available
Once the delivery is received and confirmed:
Tick the checkboxes for the relevant parts
Click Mark as available
Choose the correct Stock Location to assign the received parts
Click Save
The status of these parts will now change to Available, and they will be ready to allocate to jobs or collections.
Moving Parts from "Available" to "Installed"
Once a part has been physically used on-site, it should be marked as Installed to reflect that it’s no longer in stock and has been applied to the job.
Navigate to the job record.
Go to the Parts tab.
Click the ➕ Plus icon next to the part and select Change part status.
In the side panel, select Installed from the status dropdown.
Click Save.
The part status will now update to "Installed" and appear under that section.
Moving Parts from "Requested" or "On Order" to "Cancelled"
If a part is no longer needed and hasn't been installed, you can cancel it directly from the parts tab.
Navigate to the job record
Go to the Parts tab
Filter by Requested or On Order
Click the ➕ Plus icon next to the part and select Change part status.
In the side panel, select Cancelled from the status dropdown.
Click Save
Only parts not yet fulfilled can be cancelled.
Returning Parts
If a part is available but no longer needed, you can return it to stock or the supplier, depending on how it was sourced.
Mark the Parts as Returned: Jobs
Navigate to the Job record
Go to the Parts tab
Click the ➕ Plus icon next to the part and select Change part status.
In the side panel, select Returned to supplier/stock from the status dropdown.
Click Save
To re-allocate returned parts back to the stock location or supplier,
➡️ Reporting > Hamburger Menus > Stock Control > Stocks returns operational list
In the "Parts not used" tab, select the parts that need to be returned and click "Allocate returns".
You will be presented with three options for return:
Keep in van: Return to the original engineer’s stock location
Stock Location: Choose another stockroom/warehouse
Supplier: First returns to a stockroom, then is marked as sent back to the supplier
Enter the required quantity and click "Save".
Moving from Requested to On Order via Reporting
➡️ Navigate to the Reporting tab
Three lines on the left > Parts
Parts operational list
Requested
Tick the parts
Fulfil selected parts
Fullfill parts individually
Raise P.O for all parts
Fulfill all from stock room
Click Save
Moving Parts from "On Order" to "Available"
➡️ Navigate to Reporting
Three lines on the left > Parts
Parts operational list > On Order
Tick the parts.
Choose Mark as Available.
Click Save.
Choose stock location.
Moving Parts from "Available" to "Installed"
➡️ Navigate to the job record
Parts tab > Plus icon
Change part status to Installed
Click Save.
Moving Parts from "Requested" or "On Order" to "Cancelled"
➡️ Navigate to the job record
Parts tab
Select "On Order" or "Requested" parts
Change status to "Cancelled"
Click Save.
Returning Parts
Parts may need returning to stock or the supplier if they’re not required. Ensure only parts from a stock location or supplier are returned.
Mark the Parts as returned
Navigate to Job > Parts tab > Available
Select parts
Change status to Returned
Save.
Allocate the returned parts
Naviagate to Reporting > Stock control
Stock returns list > Select parts
Allocate returns
Keep in van: Return to the original location.
Stock Location: Choose another location.
Supplier: Send to stock location before returning to supplier.
Choose where the stock should be return to
To Stock:
Navigate to the Stock tab > Select parts
Mark as reached stock location.
To Supplier:
Navigate to the Supplier tab > Select parts
Inform Supplier/Mark as picked up.
Mobile app workflow
Requesting Parts from the Office on Mobile
➡️ Diary event
More (iOS) / 9 Squares (Android)
Parts > Tap the Plus button
Search
Add quantity
Tap tick.
Transferring Parts Between Locations
➡️ My Van
Tap the Plus button
Search parts
Tap part
Set quantity
Tap Add
Installing Parts Directly from Van
➡️ Diary event
Parts
Locate part
Add quantity
Tap tick.
Picking Up Parts for a Job
Engineers receive app notifications to pick up parts for scheduled jobs. Diary events should be in the future for notifications to appear.
Ordered from supplier: Delivered to office/site or collected.
No notification, as parts are already available on-site.
From stock location: Engineer notified for pickup.
Except when stock location is their van
Collecting from Supplier
➡️ Home
Tap notification
Select part
Confirm.
Collecting from Stock Location:
➡️ Home
Pick up parts banner
Scan QR code.
Part status auto updates to "Picked Up"