Stock Level Tracking
Stock tracking in Products & Services is driven by item type. Material items carry a running quantity, a reorder point, and a stock status. Service and non-inventory items are stockless, so they track cost and usage without a quantity on hand.
How Material Stock Moves
For material items, the quantity on hand updates as work happens.
| Event | Effect on quantity |
|---|---|
| Materials used on a project or work order | Decreases automatically |
| Stock received or counted | Increases via an adjustment |
| Correction after a physical count | Set to the exact count via an adjustment |
Services and non-inventory items never change quantity; they show as N/A in the stock status column.
Reorder Points and Status
Each material item has a single reorder point. The list compares the on-hand quantity to that threshold to set the item's status.
| Status | Condition | Meaning |
|---|---|---|
| OK | Quantity at or above the reorder point | No action needed |
| Low | Quantity below the reorder point | Reorder soon |
| N/A | Stockless item | Not tracked |
Items below their reorder point appear in the Low Stock card, the Low Stock Alerts panel, and the Show Low Stock Only filter, so you can turn a reorder list into a purchase order quickly.
Set the reorder point to cover your typical lead time plus a safety buffer, then adjust it over time as you learn real usage patterns.
Setting and Correcting Quantities
Use Adjust Stock on an item's detail page for any deliberate change.
| Adjustment | Use for |
|---|---|
| Add | Receiving a shipment or adding found stock |
| Remove | Damage, waste, or shrinkage |
| Set | Overwriting the count to match a physical count |
Every adjustment takes a reason note and is written to the item's transaction history. For quick one-off changes, the plus and minus controls on the list row add or remove stock inline.
Negative Stock
A material can go below zero when more usage is recorded than stock received. When that happens, a reconciliation banner appears at the top of the list.
| Cause | Fix |
|---|---|
| Usage logged before receiving | Record the receipt with an Add adjustment |
| A shipment was never entered | Add the actual received quantity |
| A counting error | Run a physical count and record a Set adjustment |
Below-zero items are counted as $0 in Total Value until you reconcile them. Use the "Review below-zero items" button on the banner to filter straight to them.
Best Practices
| Practice | Frequency |
|---|---|
| Cycle counts on key materials | Monthly or quarterly |
| Resolve negative-stock items | As they appear |
| Review reorder points | Quarterly |
| Log usage promptly | Every job |
Troubleshooting
Stock doesn't match a physical count?
- Review recent transactions for duplicate or missed entries
- Record a Set adjustment with a "physical count" note
Low Stock warnings aren't appearing?
- Confirm the item is a Material (services and non-inventory are stockless)
- Check that a reorder point is set
Related Topics
- Managing Items - View and organize items
- Transactions - Record adjustments and usage
- Reporting & Exports - Value and usage analysis
- Purchase Orders - Reorder low-stock materials