Items and stock levels

An item is anything you stock and consume — a spare part, a consumable, a tool. Each item belongs to one worksite and holds that worksite’s stock of it.

The item record

Open Operations → Inventory and click any item. It opens in a side panel.

Item detail page

Fields on the item:

Name and Part Number
Description
Categories (for filtering)
Manufacturer and Supplier — picked from your contacts rather than typed
Unit — Piece, Liter, Kilogram, Meter, Box, Set, and many more
Storage Location and Stock Number — where the item is kept

The panel also has the item’s Stock History, the Linked Assets it’s a spare part for, comments, attachments, and a QR code.

Stock levels

Each item shows:

Quantity on hand — what’s actually in stock
On order — what’s been ordered but not yet received
Min Stock Level — the level at which the item counts as low
Reorder amount — the stock level at which it’s time to reorder
Max Stock Level — the most you want to hold

The Stock Level bar on the item turns from green to amber when the quantity drops to the reorder amount, and to red when it drops to the minimum.

Stock levels on an item

Low stock

An item counts as Low Stock once its quantity reaches the reorder amount or the minimum, and No Stock when it reaches zero. The Low stock card on the Overview page shows how many items are low and how many are out.

Low stock on the Overview page

Setting these correctly is what makes inventory “just-in-time” instead of constantly out of something. Typical pattern: minimum = 2× weekly usage, reorder amount = 4× weekly usage, allowing lead time for delivery.

Adjusting stock manually

If you take a stock count and discover a discrepancy, open the item and click the up-and-down-arrows icon (Adjust Stock) at the top of its side panel. You can also find Adjust Stock under the three vertical dots (⋮) at the start of the item’s row.

In the dialog, choose Add or Remove, enter the Quantity, and give a Reason. The dialog shows the current and new stock before you confirm. The change is recorded in the item’s Stock History, so you can audit it later.