Stock Level Tracking
DrillerDB offers flexible inventory tracking that adapts to your company's operational needs. The system supports two distinct tracking modes: full stock tracking with quantity management and usage-only tracking for cost analysis without inventory levels.
Quick Start: Configure Tracking Mode
- Go to Settings > Inventory
- Choose tracking mode (Full Stock or Usage-Only)
- Save settings
- If Full Stock: set up initial item quantities
- Begin recording usage on projects
Step-by-Step Workflow
- Go to Settings > Inventory
- Choose tracking mode (Full Stock or Usage-Only)
- Save settings
- If Full Stock: set up initial item quantities
- Begin recording usage on projects
Understanding Tracking Modes
Your company can choose between two approaches to inventory management.
Mode Comparison
| Feature | Full Stock Tracking | Usage-Only Tracking |
|---|---|---|
| Running quantities | Yes | No |
| Low stock warnings | Yes | No |
| Stock adjustments | Yes | No |
| Usage recording | Yes | Yes |
| Cost tracking | Yes | Yes |
| Administrative effort | Higher | Lower |
Choosing the Right Mode
| Choose Full Stock If | Choose Usage-Only If |
|---|---|
| You manage a warehouse | You buy materials per-project |
| You need reorder alerts | You track costs, not quantities |
| You perform cycle counts | You want minimal admin overhead |
| You want quantity visibility | Materials stored externally |
The tracking mode is a company-wide setting. You can change modes later, but full stock tracking requires establishing initial quantities for all items.
Full Stock Tracking Mode
Full stock tracking maintains current quantity for every inventory item.
How It Works
| Event | System Action |
|---|---|
| Materials used on project | Quantity decrements automatically |
| Receive shipment | Quantity increments via adjustment |
| Physical count correction | Quantity updated via adjustment |
| Item falls below minimum | Low stock warning displays |
Stock Level Indicators
| Status | Display | Meaning |
|---|---|---|
| Normal | Standard text | Above minimum quantity |
| Low Stock | Warning highlight | Below minimum, reorder needed |
| Out of Stock | Urgent highlight | Zero or negative quantity |
Usage-Only Tracking Mode
Usage-only mode focuses on cost tracking without inventory quantity management.
What Usage-Only Mode Tracks
| Tracks | Doesn't Track |
|---|---|
| Materials consumed per project | Current quantity on hand |
| Total cost of usage | Low/out of stock status |
| Usage trends over time | Shipment receiving |
Benefits of Usage-Only Mode
| Benefit | Details |
|---|---|
| No stock adjustments needed | Simply record usage |
| No cycle counts required | Less administrative burden |
| Project cost visibility | Know what each job consumes |
| Simple to maintain | Minimal ongoing effort |
Usage-only mode is ideal for companies that purchase materials as needed for specific projects or maintain inventory tracking outside DrillerDB.
Minimum and Maximum Quantities
In stock tracking mode, quantity thresholds help manage reordering.
Setting Thresholds
| Threshold | Purpose | How to Set |
|---|---|---|
| Minimum | Reorder point | Lead time × daily usage + safety stock |
| Maximum | Upper limit | Storage capacity or budget constraint |
Threshold Behavior
| Situation | System Response |
|---|---|
| Current ≥ Minimum | Normal display |
| Current < Minimum | Low stock warning |
| Current = 0 | Out of stock alert |
| Current < 0 | Negative quantity warning |
Adjust thresholds over time as you learn actual usage patterns. Regular review ensures reorder points match real needs.
Negative Stock Quantities
Quantities can become negative when materials are used before being formally received.
Causes of Negative Stock
| Cause | Solution |
|---|---|
| Usage logged before receiving | Receive shipment promptly |
| Forgot to log receiving | Create adjustment for actual receipt |
| Count error | Perform physical count and adjust |
Negative quantities indicate records need reconciliation. Monitor regularly and resolve promptly to maintain accuracy.
Switching Between Modes
Your company can change tracking modes through Settings.
Switching to Full Stock Tracking
- Go to Settings > Inventory
- Select "Full Stock Tracking"
- Save settings
- Perform physical count of all items
- Create stock adjustments to set initial quantities
Switching to Usage-Only Mode
- Go to Settings > Inventory
- Select "Usage-Only Tracking"
- Save settings
- Quantity tracking stops immediately
- Historical data preserved, quantities hidden
Consider implications carefully before changing modes. Full stock tracking requires ongoing administrative attention; usage-only sacrifices quantity visibility for simplicity.
Best Practices for Stock Management
Regardless of tracking mode, consistent processes ensure accurate data.
Full Stock Tracking Best Practices
| Practice | Frequency |
|---|---|
| Cycle counts | Monthly or quarterly |
| Reconcile discrepancies | As discovered |
| Review minimum quantities | Quarterly |
| Train users on procedures | Onboarding + refresher |
Common Pitfalls to Avoid
| Pitfall | Prevention |
|---|---|
| Duplicate entries | Clear procedures, user training |
| Missed transactions | Log usage immediately |
| Stale minimum quantities | Regular review and adjustment |
| Ignoring negative quantities | Resolve promptly |
Troubleshooting
Stock levels don't match physical count?
- Review recent transactions for errors
- Check for unreceived shipments
- Create adjustment with count note
Low stock warnings not appearing?
- Verify minimum quantity is set
- Check tracking mode is Full Stock
- Refresh page to see current status
Can't change tracking mode?
- Verify you have admin permissions
- Check Settings > Inventory page
Related Topics
- Managing Inventory Items - View and organize items
- Inventory Transactions - Record adjustments
- Inventory Reports - Analyze usage and costs
- Purchase Orders - Manage reordering