The stock quantity of a part is how many of the item you have in stock.
Each part can have two “in stock” values – one value for the quantity of “new” stock, and one value for the quantity of “second-hand” stock (aka, salvaged, ex, etc). You don’t have to use both figures – many sites just use the “new” quantity.
There are several ways in which in stock quantities will change:
Part Usage Transactions
When you use a part, you record the subtraction from stock with a “part transaction”. This can be done from the Stock Card screen, or from the Equipment screen, depending on whether you are using the part on a piece of equipment or a numbered machine.
Upon selecting the option to add a transaction, a dialog is displayed allowing entry of:
- The quantity of new parts used.
- The quantity of second-hand parts used.
- The date.
- In the case of the Stock Card screen, you can choose the numbered machine (or pair of machines) the part was used on, or give a generic description.
- In the case of the Equipment screen, the equipment name will be set already.
Receiving An Order
When an order is received (the Receive button is pressed in the Order screen and the receive process completed) each received quantity will be added to each part’s In Stock quantity. If some quantities were back-ordered, these amounts won’t be added to the In Stock quantity until you receive the back-ordered quantities (at a later date).
Note that if you order parts in packages of multiple individual units the actual count of individual units is added to the part In Stock quantity. E.g. if you have 1″ washers, the part’s In Stock quantity is the actual count of individual washers – if you order two boxes of 100, then the value 200 will be added to the value in the Part screen. The Order screen indicates the package quantity when creating and receiving an order.
Manual Changes to In Stock Quantity – “Stocktake“
You can manually set the In Stock quantity at any time:
- from the Part screen, by typing in a new value in either New or Second-hand In Stock Quantity.
- from the Part List screen, by typing in a new value in either New or Second-hand In Stock Quantity.
- from the Stock Card screen, by adding a new transaction and selecting the Stocktake transaction type.
- from the Receive Order screen, by clicking the button next to the In Stock quantity field.
Doing it in any of these ways creates a stock transaction labelled “STOCKTAKE” which represents a manual adjustment of In Stock quantity.
Other Part Transaction Types
The Stock Card screen also allows entering the following part transaction types which will add or subtract from the part’s In Stock quantities:
- Lend to – records a part loaned to another site. This is different to the “Transfer to” transaction type in that it is remembered until marked as “repaid” via the Lend/Borrow list (see the button in the Stock Card screen).
- Loss – records a part either going missing (if you need to track that aside from Stocktake transactions) or was damaged (e.g. you might keep second-hand spares until you receive new ones as emergency spares and get rid of them).
- Transfer to – records exchange of parts with another site (where you don’t expect it to be given back in contrast to the “Lend to” transaction type).
- Salvage – where you remove a part from a machine.
- Borrow from – records a part borrowed from another site. This is different to the “Transfer from” transaction type in that it is remembered until marked as “repaid” via the Lend/Borrow list (see the button in the Stock Card screen).
- Purchase – this transaction type is used when receiving parts via an order.
- Transfer from – records exchange of parts with another site (where you don’t expect it to give it back in contrast to the “Borrow from” transaction type).
Reporting
There are several reports which show stock transactions. You can find these on the Parts page of the main menu.
Stock quantities are also listed in the Current Stock report and Export Current Stock function.