The Stock tab is where you check what you hold, correct it when the numbers are wrong, and move parts between locations. It has three sections: Stock details, Current stock, and Stock due in.
View record
The Stock tab is one of the four tabs on a part record, and the tab the record opens on.
➡️ Click the Global search bar > enter the Part name, the Manufacturer part number, or a Stock location > select the individual part > click View
Tip: For the other tabs and an overview of the whole screen, read Understand the part record.
Stock details
Stock details gives you a quick overview of the key information for the individual part.
Part name: The name of the item
Industry: The sector the part is used in, for example Gas or Plumbing
Category and Subcategory: Classify the part by usage, which helps with reporting, filtering, and selection during jobs or purchasing
Price: The base cost of the part, usually excluding markup or VAT
Type: Whether the record is a part or an item
MPN (Manufacturer Part Number): The unique identifier from the manufacturer, useful for sourcing and supplier communication
Markup: The percentage markup applied to the item
VAT rate: The tax rate applied to the part
Current stock
Current stock shows the quantity and status of the part at each stock location.
Each column tells you something different about where that stock sits:
Total stock: The total quantity across all locations
Reserved stock: Parts allocated to ongoing jobs
Reserved for return: Stock set aside for return to suppliers or internal reallocation
Reserved for replenishment: Parts held back to meet reorder level thresholds
Scheduled for supplier pickup: Items awaiting collection by the supplier
Balance available: The stock that is not reserved or allocated
Note: Every reserved column reduces your balance available. If a part looks unavailable but the total looks healthy, check which reserved column is holding it, then use the Reserve list tab to see the individual reservations.
Click the plus (+) icon next to a location to see three options:
View stock location: Opens details about where the stock is stored
Adjust stock: Correct the quantity by hand
Transfer stock: Move stock between locations
Adjust stock
Adjusting stock lets you manually update the quantity of a part in a stock location. Use it during audits, or when the physical stock does not match the system.
Adjust stock when:
You find missing or extra parts during a stock check
You need to correct levels after damage, loss, or a miscount
A part was received or removed without a purchase order or job record
Complete these fields on the Adjust stock side panel:
Source: Shows the current stock location
Alteration: Choose Add to increase stock or Reduce to decrease it
Action: Select the reason from the dropdown. Purchased for stock bought but not yet recorded, Found for extra parts discovered, or Unknown where there is no clear reason but the quantity needs correcting
Quantity: The number of units being adjusted
Unit value: The value of the adjustment per item, used when assigning stock to jobs or valuing inventory
Click Save to update the system with the new levels. The History tab records who made the adjustment, when, and why.
Transfer stock
Transferring stock moves parts from one location to another, such as from a warehouse to an engineer's van, or between two engineers.
Complete these fields on the Transfer stock side panel:
Destination: The location the stock is moving to, for example an engineer's van or another warehouse
Quantity: The amount to transfer
Quantity transferred: The amount already moved
Remaining quantity: The stock left after the transfer
Note: You can only transfer the quantity currently available at the selected location. Entering more than you hold shows a warning message.
Stock due in
Stock due in gives you a clear overview of incoming inventory from your suppliers, so you can see what is on its way before it arrives.
Click the plus (+) icon next to an entry to see the option Mark as arrived.
Mark stock due in as arrived
Marking stock as arrived books the delivery into your inventory and lets you split it across locations.
The Stock allocation side panel shows the part details, quantity, supplier, dates, unit price, and PO number.
Enter the actual number of units received in Quantity delivered.
Select where the stock will be stored in Destination.
Specify how many units to allocate to that location in Quantity.
Click Add another option if you need to split the delivery across more than one location.
Click Save to update your stock inventory.
Common questions
Where do I find the Stock tab?
The Stock tab is on the part record, and it is the tab the record opens on. Search for the part in the Global search bar, select it, then click View.
Why is my balance available lower than my total stock?
Your balance available is lower than your total stock because one of the reserved columns is holding units. Check Reserved stock, Reserved for return, Reserved for replenishment, and Scheduled for supplier pickup to see which one, then open the Reserve list tab to see the individual reservations.