Stock levels, adjustments and the review queue

Overview#

The Stock tab shows every truck and warehouse with its items, units, value at cost and anything needing attention. Materials a technician invoices come out of their truck automatically, and nobody is ever blocked: if stock goes negative or a line wasn't deducted, it's flagged in Review for someone to fix. Every move is a ledger entry that's never edited; corrections are new entries.

Before you start#

• Viewing needs inventory.read (Owner, Admin, Dispatcher, Customer service, Accounting, Viewer).

• Adjustments and review actions need inventory.manage (Owner, Admin, Dispatcher).

Steps#

Read stock#

1. Go to Purchasing › Inventory. Tiles show Inventory value (cost), Below min, Negative on hand, Not yet deducted, Counts to review and Open POs.

2. Locations lists each location's Technician, Items, Units, Value and Attention ("below min", "negative" or OK).

3. Low stock lists items below the template minimum. Click Replenish to refill.

4. Click a location for its On hand list (with Low and Review badges) and Ledger.

Record an adjustment#

1. Open the location. In Adjust stock, add the item lines.

2. Choose Add to stock or Remove from stock.

3. Enter the Reason (for example "Opening balance", "Damaged") and, when adding, an optional Unit cost when adding (updates the item's average cost).

4. Click Record adjustment.

Work the Review tab#

1. Negative on hand: items that went below zero, with the cause (for example used on job #N). Count the item (the Count link), then click Mark reviewed. It clears by itself once stock is back to zero or more.

2. Invoiced but not deducted: tracked materials on invoices that never came out of stock (office-added lines, or sold options the technician didn't mark used). Pick a location in Pick a location… and click Deduct.

3. Usage for removed invoice lines: stock deducted for a line that was later removed. Click Put back in stock.

Settings that change this#

• Purchasing › Inventory › Setup: tracked items, templates and trucks.

Tips#

• Use adjustments for opening balances on day one, with the cost, so value is right from the start.

• Value uses each item's moving average cost, falling back to the pricebook cost. Items with no cost are left out of the value, and the page tells you how many.

• Clear the Review tab weekly so truck numbers stay trustworthy.

Troubleshooting#

• "Say why (e.g. damaged, found in the van, opening balance)" → a reason is required.

• "Enter the cost as an amount, like 12.50." → fix the cost.

• "That item isn't negative anymore." → it was already fixed.

• "That invoice line still exists. Remove it from the invoice first." → only removed lines can be put back.

FAQ#

Why did stock go negative instead of blocking the technician? Blocking a technician on site costs more than a fix later. Negative stock is flagged for review instead.

Are serialized items deducted automatically? No. Serialized items aren't deducted from invoices automatically.

Coming from ServiceTitan#

• Same: on-hand by location, adjustments with reasons, automatic usage from invoices.

• Different: negative stock and missed deductions go to a review queue instead of blocking anyone.

• Where it lived: ServiceTitan Inventory and adjustments; Purchasing › Inventory (Stock and Review tabs) in TradesWork.