Help Center

Managing inventory

Add part numbers, understand on-hand versus reserved quantities, see stock at your other locations, and catch items that need reordering.

On this page

Inventory tracks the parts and tires you keep on the shelf. Outside-purchase parts (ordered for one job and not stocked) do not need an inventory record; they are typed straight onto the work order. See Line items.

Standard plan: Inventory is included with Standard (up to 500 items) and Pro (unlimited). It is not available on Free.

The inventory list #

Open Inventory from the left menu. Each row shows the Manufacturer, Part Number, Description, Cost, Retail, On Hand, and Reserved. In a multi-store organization there is one extra column per other location showing how many are available there, so the counter can see at a glance whether a sister store has the part.

The list is sorted by On Hand, highest first. Use the search box to find anything, and the Copy, Excel, and CSV buttons to take the list elsewhere. Show Inactive reveals items you have retired; they are highlighted in red.

On hand versus reserved #

  • On Hand is what is physically in stock.
  • Reserved is how many of those are already on open work orders. When a Stock Part or Stock Tire line is added to a ticket, its quantity is reserved. When the ticket is invoiced, the reservation is released and On Hand goes down. Lines the customer declines are not reserved.
  • What you can actually sell is On Hand minus Reserved.

Click a Reserved number to see exactly which open work orders are holding the item, with the customer, vehicle, status, and quantity for each.

Adding a part number #

  1. Click Add Part Number (admins only).
  2. Enter the Manufacturer, Part Number, and Description.
  3. Tick the Stores that carry it, or Select all.
  4. Enter Cost (what you pay) and Retail Price (what you charge). Cost is updated automatically as you receive vendor invoices.
  5. Enter the On Hand quantity, leave Reserved at 0, and set a Stock Level if you want a reorder reminder (see below).
  6. Tick Active so the item shows up in searches, then click Add.

Tip: Rather than typing opening quantities by hand, enter your opening stock as a vendor invoice. That sets quantities and costs together and leaves a record. See Receiving stock with vendor invoices.

Editing or retiring a part #

Choose Edit at the end of the row. To retire an item you no longer carry, untick Active instead of trying to delete it; past invoices still reference it. Inactive items are hidden unless Show Inactive is on.

Reorder reminders: Stock Level #

Stock Level is the minimum you want to keep. Items whose available quantity (On Hand minus Reserved) falls below it appear on the Inventory Stock Level page, reached with the Check Stock Level button. The page groups items by the vendor you last bought them from, shows the Qty Needed to get back to the stock level, and can be exported to Excel, CSV, or PDF as a reorder list.

Leave Stock Level at 0 for items you do not want on that list.

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