The parts record is essential for managing individual stock items efficiently. It allows you to track part details, monitor stock levels, perform manual adjustments, and manage transfers. Understanding how to navigate and use this screen effectively ensures accurate stock control and streamlined workflows.
🔎How to access a part record
➡️ Use the Global search bar → Enter the Part name, the Manufacturer part number or a Stock loaction → Select the individual part and click View → Part record
Part record
Each individual part record offers a complete overview of the selected part and how it is currently being used across stock locations, it has four key tabs.
Stock: Covers stock details, availability, transfers, adjustments, and stock due in.
History: Tracks stock movements and adjustments over time.
Suppliers: Lists suppliers linked to the stock item.
Reserve list: Displays jobs or orders reserving this stock item.
Action icons:
Icon | Function |
 | Print the current stock and you can download it in the PDF |
 | Download the current stock |
Stock tab
The Stock tab has three key sections Stock details, Current stock and Stock due in.
Stock details
Stock Details provides a quick overview of key information for the individual part.
Here's what each field represents
Here's what each field represents
Part name | The name of the item |
Industry | The sector in which the part is used (e.g., Gas, Plumbing). |
Category, Subcategory | These fields classify the part based on its usage or application, helping organize stock for reporting, filtering, and selection during jobs or purchasing. |
Price | The base cost of the part, typically excluding markup or VAT. |
Type | Specifies if it is as a part or item. |
MPN (Manufacturer Part Number) | The unique identifier assigned by the manufacturer, useful for sourcing or supplier communication. |
Markup
| Percentage markup applied to the item. |
VAT rate | Tax rate applied to the part. |
Current stock table
Current stock displays the quantity and status of the part at each stock location.
Here's what each field in the Current stock table represents.
Here's what each field in the Current stock table represents.
Section | Description |
Total stock | The total quantity available across all locations. |
Reserved stock | Parts allocated for ongoing jobs. |
Reserved for return | Stock designated for return to suppliers or internal reallocation. |
Reserved for replenishment | Parts set aside to meet reorder level thresholds. |
Scheduled for supplier pickup | Items awaiting collection from the supplier. |
Balance available | The amount of stock that is not reserved or allocated. |
Clicking the plus (+) button next to a location gives you three options View stock location, Adjust stock and Transfer stock.
The following explains the function of each option.
The following explains the function of each option.
Option | Function |
View stock location | Displays details about where the stock is stored. |
Adjust stock | Allows manual stock adjustments. |
Transfer stock | Moves stock between locations. |
Lets look at these actions in more detail.
View stock location
For more information refer to the Managing stock locations.
Adjust stock
The Adjust stock feature allows you to manually update the quantity of a specific part in a stock location. This is useful during audits or when discrepancies are found between physical stock and what’s recorded in the system.
Use this feature when:
You've found missing or extra parts during a stock check.
You need to correct stock levels due to damage, loss, or miscount.
A part was received or removed without a purchase order or job record.
You need to complete the relevant fields on the Adjust stock side panel.
You need to complete the relevant fields on the Adjust stock side panel.
Field | Function |
Source | Displays the current stock location. |
Alteration | Choose between 'Add' (to increase stock) or 'Reduce' (to decrease stock). |
Action | Select the reason for the adjustment from the dropdown menu.
Purchased: Stock added through a purchase but not yet recorded in the system.
Found: Extra part physically found that wasn’t listed in stock.
Unknown: No clear reason, but the quantity must be corrected. |
Quantity | Enter the number of units being adjusted. |
Unit value | Defines the value of the adjustment per item, used when assigning stock to jobs or valuing inventory. |
Once the stock is Adjusted, clicking Save updates the system with the new stock levels. The History tab records who made the adjustment, when it was made, and the reason for the change.
Transfer stock
The Transfer Stock feature allows you to move parts from one stock location to another, such as from a warehouse to an engineer’s van or between two engineers.
You need to complete the relevant fields on the Transfer stock side panel.
You need to complete the relevant fields on the Transfer stock side panel.
Field | Function |
Destination | Select the location where the stock will be moved. E.g An engineer’s van, Another warehouse. |
Quantity | Input the amount to be transferred. |
Quantity transferred | Displays the amount already moved. |
Remaining quantity | Shows the stock left after transfer. |
You can only transfer the quantity currently available at the selected location. If you attempt to transfer more than what’s in stock, the system will show a warning message.
Stock due in table
This section focuses on managing parts that are expected to arrive at a stock location. The "Stock due in" list provides a clear overview of incoming inventory from the supplier.
Here's what each field in the "Stock due in" table represents.
Here's what each field in the "Stock due in" table represents.
Field | Description |
Quantity delivered | Enter the actual number of units received. |
Destination | Select where the stock will be stored. |
Quantity | Specify how many units to allocate to the selected location. |
Add another option | Allows multiple storage locations to be selected for distributing the stock. |
Clicking the plus (+) button next to a entry in the "Stock due in" table gives you the option "Mark as arrived".
Mark stock due in as arrived
The "Stock allocation" side panel includes all the Part details again, Quantity, Supplier, Dates, Unit price and PO number.
You need to complete the relevant fields on the Transfer stock side panel.
You need to complete the relevant fields on the Transfer stock side panel.
Field | Function |
Quantity delivered | Enter the actual number of units received. |
Destination | Select where the stock will be stored. |
Quantity | Specify how many units to allocate to the selected location. |
Add another option | Allows multiple storage locations to be selected for distributing the stock. |
Once you have entered the delivered quantity and specified the allocation, click the "Save" button to update your Stock inventory.
History tab
The History tab provides a complete audit trail of every part movement that has occurred at all the locations. 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.
Actions:
While the "Action" filter is part of the History Tab (Lesson 3), for comprehensive understanding, here are the detailed options available in the "Action" dropdown, which allow you to filter the stock movement history by specific event types:
Manually adjusted: Displays records where stock levels were changed manually, outside of typical purchasing or usage workflows.
Purchased: Shows entries for parts that have been acquired and added to the stock location, typically through a purchase order.
Reserved: Filters for parts that have been allocated for specific upcoming jobs or purposes, reducing their available balance.
Unreserved: Indicates records where parts that were previously reserved have now been released and are available for general use.
Used on site: Shows parts that have been consumed or utilized during jobs performed at a customer's site.
All transfers: Provides a comprehensive view of all stock movements involving transfers, both into and out of the current location.
Transferred for a job: Filters for parts that were moved from this location specifically to fulfill the requirements of a particular job.
Transfer without a job: Displays transfers of stock that were not associated with a specific job, such as movements between internal stock locations.
Reserved for return: Shows parts that have been designated to be returned to this stock location, but have not yet arrived.
Returned to supplier: Filters for parts that have been sent back to the original supplier.
Adjusted: A general category for various stock adjustments that may not fit into other specific action types.
Part: Search for a specific stock location by name to see only its history for this part. 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 stock.
Unit cost: Filter by the cost of the stock.
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 stock history". Clicking this will take you directly to that stock main information page for an even deeper dive.
Suppliers tab
This tab lists all the suppliers that you have associated with a particular part. It serves as a quick reference guide so you can instantly see who you can purchase the item from.
The "Suppliers" table typically includes the following information:
Name: The name of the supplier.
Highest price paid: The highest price you have paid for this part from this supplier.
Lowest price paid: The lowest price you have paid for this part from this supplier.
Average price paid: The average price you have paid for this part from this supplier.
Last price paid: The most recent price you paid for this part from this supplier.
Landline number: The landline contact number for the supplier.
Click the + icon and you can view the supplier.
View: A button to view more details about the supplier. Clicking the View button will open a side panel titled "View part suppliers." This panel provides comprehensive information about the selected supplier, and you can download the PO from this screen.
Reserve list tab
A detailed explanation of the "Reserve list" tab is crucial to display 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 customise 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, reservation details, etc.
Additionally, for each reserved item, you will see an Unreserve button. Clicking this button opens the "Unreserve stock" side panel. This panel allows you to release reserved stock back into the available inventory. The "Unreserve stock" side panel has Unreserve options:
Quantity: This field allows you to specify the quantity of the part you wish to unreserve.
Remaining quantity: Shows the quantity that will remain reserved after your current unreserve action.
After specifying the quantity to unreserve, click the Save and unreserve stock button to confirm the action.