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.

Understanding Tracking Modes

Your company can choose between two fundamentally different approaches to inventory management. Full stock tracking maintains running balances for each item, tracking additions and removals to know exactly how much material you have on hand. Usage-only tracking records consumption for cost analysis without managing physical inventory quantities.

The tracking mode is a company-wide setting that affects how the entire inventory system operates. Choose the mode that matches your operational requirements and administrative capabilities. You can change modes if your needs evolve, though this affects how the system displays and calculates inventory information.

Full Stock Tracking Mode

In full stock tracking mode, DrillerDB maintains current quantity for every inventory item. When materials are used on projects, the system decrements quantities automatically. When you receive shipments or perform counts, you increment quantities through adjustment transactions.

This mode provides complete visibility into your inventory position at any moment. You can see what you have on hand, identify low stock situations, and plan purchasing based on actual quantities. The system displays current stock levels prominently and uses color coding to highlight items needing attention.

Stock tracking mode enables reorder point management through minimum quantity thresholds. When an item falls below its minimum, the system flags it as low stock. Out of stock items, those with zero or negative quantities, receive additional emphasis to ensure urgent reordering.

Usage-Only Tracking Mode

Usage-only mode focuses on cost tracking without inventory quantity management. The system records what materials are consumed on projects and calculates costs, but doesn't maintain running balances of what you have in stock. This simplified approach works well for companies with extensive inventories or minimal storage facilities.

In usage-only mode, you don't perform stock adjustments or receive materials into inventory. Instead, you simply record usage when materials are consumed. The system tracks total consumption over time for cost analysis and budgeting purposes.

This mode removes the administrative burden of cycle counts, receiving processes, and reconciliation. It's ideal for companies that purchase materials as needed for specific projects or maintain inventory outside the system through other means.

Minimum and Maximum Quantities

Minimum quantity thresholds serve as reorder points in stock tracking mode. Set minimums based on lead times, usage rates, and desired safety stock. When current quantity drops below minimum, the system alerts you that reordering is necessary.

Maximum quantities are optional upper limits that help prevent over-purchasing. They're useful for items with storage constraints, limited shelf life, or high carrying costs. Maximum thresholds guide purchasing decisions but don't prevent receiving quantities that exceed them.

These thresholds can be adjusted over time as you refine your understanding of usage patterns and optimal stock levels. Regular review ensures your reorder points remain aligned with actual needs.

Stock Level Indicators

DrillerDB uses visual indicators to communicate stock status quickly. Items with adequate stock display normally in the inventory list. Low stock items, those below minimum quantity, appear with warning highlights to draw attention.

Out of stock items with zero or negative quantities receive urgent emphasis through distinct color coding. These visual cues help you prioritize reordering and identify potential project delays from material shortages.

In usage-only mode, these stock-related indicators are hidden since physical quantities aren't tracked. Instead, the interface emphasizes cost tracking and usage trends over time.

Negative Stock Quantities

When operating in stock tracking mode, quantities can become negative if materials are used before being received into inventory. This might happen when field crews consume materials from a delivery before it's formally logged in the system.

Negative quantities serve as indicators that inventory records need reconciliation. They may also reveal that minimum quantities need adjustment to prevent stockouts. Regular monitoring of negative balances helps maintain inventory accuracy.

Switching Between Modes

Your company can change tracking modes through the Inventory Settings. When switching from usage-only to full stock tracking, you'll need to perform initial counts to establish baseline quantities. The system preserves historical usage data but begins tracking quantities going forward.

Switching from full tracking to usage-only mode stops quantity management immediately. Existing quantity information remains in historical records but is no longer updated or displayed. The system transitions to displaying total usage costs instead of inventory values.

Consider the implications carefully before changing modes. Full stock tracking requires ongoing administrative attention to maintain accuracy. Usage-only mode sacrifices visibility into physical inventory for reduced administrative burden.

Best Practices for Stock Management

Regardless of your tracking mode, consistent processes ensure accurate data. In stock tracking mode, perform regular cycle counts to verify system quantities match physical inventory. Investigate and resolve discrepancies promptly to maintain data integrity.

Train all users on proper procedures for recording usage and adjustments. Clear processes prevent duplicate entries, missed transactions, and quantity errors. Regular reconciliation and process adherence keep your inventory data reliable for decision making.