How to add a new stock item to the parts inventory

Stock items are parts that the business physically holds stock of. They are not one-off purchases or external services supplied (outwork). These types do not need to be loaded into your stock list as they "clutter" the list and make stocktaking a bigger job (by including these items in the stocktake).

To add a new stock item, navigate to Workshop, Stock Enquiry select the New icon

Enter in as much information as possible. There are some mandatory fields (highlighted below) to enter information into before the stock item can be saved. 


Tip: When loading a Cost enter the same value in the Average and Last cost fields. Including this information is especially important if your system is integrated with a third-party accounting system (e.g. Xero) as it is used to calculate the Cost of Sales values.

 

Options

  • Min Stock This is used by the suggested buy/suggested order functionality and helps the system determine which stock needs to be re-ordered as it has reached or passed your minimum stock level.
  • Max Stock This is used by the suggested buy/suggested order functionality and helps the system determine the appropriate number of items to order to reach your 'Maximum Stock' value.
  • Unit of Measure To define the 'units' the current stock item is sold in, examples: Each, Litres, KG, Hours etc. (feel free to use the full word or abbreviation, but whichever you choose, it's best to stick to that format for all products you set up, this is just 'best practice' and makes for tidier, more consistent presentation on invoices etc).
  • Bin Location This field allows you to group products by a specific location, for example, if you have a shelving/rack system for storing stock, and had a naming convention for each specific rack/shelf you could type this value into this field and when stocktaking you can order the stocktake by location, or stocktake only a specific location, which simplifies the stock counting procedure.
  • Do Not Reorder = Blocks the item from being ordered into stock
  • Sundry = Is a non stocked part (no physical stock "on-hand"). This part is not for stock ordering; it can only be ordered for a specific job or sold within the context of a job. Typical uses are for adding Sundry charges onto an invoice e.g. Consumables, Freight

While on the topic of stock/parts here are some other articles you may be interested in:

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