Transactions
Every change to a material's stock creates a transaction. The Transactions tab in Products & Services is the running log of those changes: material usage from jobs, manual adjustments, and receipts from purchase orders. Together they form the audit trail behind every quantity on hand.
Quick Start: Record a Transaction
- Select Products & Services in the sidebar
- Open the item you want to change
- Click Adjust stock
- Choose Add, Remove, or Set to
- Enter the quantity and, if you like, a reason
- Click Apply
Usage transactions are created for you when crews record materials on projects and work orders, and receiving a purchase order adds its stock, so most of the log fills in automatically.
Transaction Types
The tabs at the top of the log filter it by how the stock changed.
| Tab | Shows |
|---|---|
| Added | Stock added by an adjustment or a purchase order receipt |
| Removed | Stock removed by an adjustment |
| Adjusted | Manual corrections |
| Project usage | Materials used on a project or work order |
| Set | Quantities overwritten to an exact count |
Recording Material Usage
When materials are attached to a project or work order, saving the record creates usage transactions and changes material stock. Those entries link back to the project, so you can trace which jobs used which materials.
Step-by-Step: Log Usage from a Project
- Open the project or work order
- Add the materials and quantities used
- Save the record
- Usage transactions are created and stock changes automatically
Stock Adjustments
Adjustments change a material's quantity directly, without a project reference. Make them with Adjust stock on the item's page, or with Add stock and Remove stock in the item's row menu on the Items list.
| Situation | Adjustment |
|---|---|
| Damaged or wasted stock | Remove |
| Physical count differs | Set to the counted quantity |
| Opening balance | Add or Set to |
| Stock bought without a purchase order | Add |
The reason is optional. An adjustment from the item's page saved without a reason is noted as "Manual adjustment". A clear reason, such as "Physical count 10/5", gives the next person context when they review the history.
Stock from a purchase order comes in when you click Receive inventory on the Purchase Orders tab. Do not also add it with an adjustment, or the shipment counts twice.
Reviewing the Transaction Log
The Transactions tab opens the Transaction Log, newest first. The number of transactions that match your filters shows at the right of the tabs.
| Column | Shows |
|---|---|
| Date | When the change was recorded |
| Item | The item. Click it to open the item's page. |
| Change | What happened, such as Added 5, Removed 2, or Set to 40 |
| Balance | The quantity on hand after the change |
| Note | The reason or note, plus a link to the project for usage |
On a narrow screen, each transaction is a compact row with the same details.
Filtering the Log
| Filter | Use for |
|---|---|
| Type tabs | Show one kind of transaction. On a phone, pick the type from a list. |
| Date range | Narrow to a period for reconciliation |
| Rows per page | Show 25, 50, or 100 rows |
Use Export CSV at the top of the page to pull the filtered log into a spreadsheet for reconciliation or reporting.
Item-Level History
Each item's page has a Stock history tab with its 50 most recent changes, so you can trace a single material's movements without filtering the whole log. Open the full log at the bottom of a long history goes to the Transactions tab.
To correct a mistake, record a new adjustment that offsets it rather than trying to delete the original. That keeps the audit trail intact.
Troubleshooting
A transaction isn't showing?
- Click the All tab and clear the date range
- Confirm the adjustment saved
A quantity looks wrong?
- Record a correcting adjustment with a reason that explains it
- Leave the original entry in place for the audit trail
Stock went up twice for one delivery?
- Look for both a "Receipt for PO" entry and a manual Added entry, and remove the extra units with Adjust stock
Can't create an adjustment?
- Check that your user has access to Products & Services
- In the dialog, Remove cannot take away more than is on hand
Related Topics
- Managing Items - View and organize items
- Stock Level Tracking - Reorder points and status
- Reporting & Exports - Usage and cost analysis
- Purchase Orders - Order, receive, and bill