Stock Module

Stock Module Summary

The Joblogic Stock Module provides you with the following functionality:

● Stock Records - Allowing the recording of ‘in stock’ parts & equipment records
● Locations - locations that stock can be held within, these include static lomotions and mobile locations (using the new
vehicles functionality)
● Vehicles - Recording of vehicles providing the ability to link mobile stock locations to engineers (providing the ability to record and track ‘van stock’)
● Stock Transfer - Allowing the movement of stock from one stock location to another
● Stock Purchase Orders - Raising of Purchase Orders to receive stock into stock locations for use on jobs
● Issuing Stock to Jobs - Allowing the issue of stock to jobs either through the backoffice or on the engineer mobile app

Stock Locations

To access the stock location settings screen select Settings > Library > Locations

Within the “Locations” screen you can view and edit existing stock location records and add new stock locations:

To add a new stock location click the “Add Location” action button located in the top right of this screen:

Populate the “Location Name” and “Address” fields in the “Add Location” screen:

You can set the stock location to be the default by selecting the “Default” checkbox:

You can set the stock location to be a mobile location (i.e. for ‘Van Stock’) by selecting the “Mobile Location” checkbox (see mobile stock locations section below for more details):

Once the location record has been saved you will be able to add racks or shelves for the location by selecting the “Racks/Shelves” tab:

NOTE:

A default rack/shelf is created automatically when saving the stock location record.

To edit an existing rack/shelf record click on it’s name:

This will open the “Edit Rack/Shelf” screen:

To add an additional rack/shelf to the location click the “Add Rack/Shelf” action button located at the top right of the screen:

Complete the “Name” field within the “Create Rack/Shelf” screen

Select the “Default” checkbox if you require this rack/shelf record to be set as the default for this stock location:

The existing Racks/Shelves records for the location are displayed in the “Racks/Shelves Lists” section of the screen:

To delete a rack/shelf record ensure it isn’t currently selected as a default (the filled in yellow star icon indicates the default record) and select the 3 dots icon to the far right of the rack/shelf record:

The “Delete” button will appear:

Selecting this option will result in the “Confirm” screen being displayed:

Mobile Stock Locations

When the “Mobile Location” checkbox is selected in the “Add Location” screen the “Vehicle Registration” dropdown will appear:

Within this screen you can add vehicle details if not previously added by selecting the add button located at the right hand side of the “Vehicle Registration” dropdown field:

The “Add Vehicle” screen will appear requiring a vehicle registration number to be entered as a minimum to be able to save the vehicle record:

To link the vehicle to an existing engineer record use the “Linked Engineer” dropdown field to select the required engineer record:

Once saved the “Racks/Shelves” tab appears allowing you to configure racks/shelves for the mobile stock location if required (see section above for details regarding working with rack/shelf records).

Stock Records

To access the “Stock Records” screen select Stock > All Stock Records

Within the “Stock Records” screen you can search for existing active or suspended stock records, you can edit existing stock records and are able to add stock records by clicking the “Add Stock” action button located in the top right corner of this screen. You can also create a CSV export file of the records by clicking the “Export” action button located in the top right corner of this screen:

Adding a Stock Record

To add a new stock record either select the “Add Stock” action button in the “Stock Records” screen or select the “Log Stock Record” option within the “Stock” menu option in the left hand panel:

The “Add Stock Record” screen will be displayed. Within this screen you can select existing part or equipment records and update the “Quantity in Stock” field for the selected stock location and rack/shelf. You can optionally update the “Minimum Holding” field too if required:

NOTE

New parts or equipment library records can also be added whilst within this screen by clicking the button to the right of the dropdown field (please refer to other training resources for details on adding parts/equipment library records to your Joblogic system).

Once the record has been saved the “Stock Record Details” screen is displayed, within the “Details” tab you can edit the fields for the stock record after clicking on the “Edit” action button, you can delete the strock record by clicking on the 3 dots button and then selecting the “Delete stock record” option.

To view details of the stock records in their stock locations select the “Stock Location” tab:

You can edit Stock Locations from this screen or add new stock locations if required too.

To view audit history regarding stock record transactions select the “Audits” tab:

The “Stocks Audit List” section of this screen displays the transaction details along with the user and a date/time stamp for each stock record processed in the system.

Editing a Stock Record

To edit an existing stock record select Stock > All Stock Records from the left hand panel to open the “Stock Records” screen. Within this screen you can search for the required stock record by typing into the “Search Stock Records” field:

To edit the stock record click on the “Number” for the required record to open the “Stock Record Details” screen:

Click the orange “Edit” action button to enable editing for the record and click Save to submit any changes made. To delete a stock record click the 3 dots button and select the “Delete Stock record” option:

Editing Stock Record Quantities

Find the required stock record in the “Stock Records” screen (Stock > All Stock Records). To access more details for the required stock record click the “Number” to open the “Stock Record Details” page:

Click the “Stock Location” tab to view details of the stock record quantities in specific stock locations:

To edit the stock quantity for a specific stock location click the orange edit button to the right of the line in the “Stock Location List” section of this screen:

This opens the “Edit Stock Location” screen enabling you to update the “Minimum Holding” and “Quantity In Stock” fields:

Click the “Audits” tab to view details of stock transactions for the selected stock record:

Within this screen you can filter transactions using the date range filters and can filter the type of transactions displayed by selecting the required option from the “Type” dropdown field:

Stock Transfers

In order to create a stock transfer record you will need two stock location records linked to an existing stock record. Find the required stock record in the “Stock Records” screen (Stock > All Stock Records). To access more details for the required stock record click the “Number” to open the “Stock Record Details” page:

Click the “Stock Location” tab to view details of the stock record quantities in specific stock locations:

Click on the 3 dots button to the right of the stock location you want to transfer the stock quantity from, this enables the “Delete Stock” and “Transfer Stock” buttons:

After clicking on the “Transfer Stock” button the “Transfer Stock” window appears:

Select the required stock location in the “Transfer To” dropdown field and enter the required quantity you wish to transfer to the selected stock location in the “Quantity” field:

Click the “Save” action button to complete the stock transfer.

Stock Purchase Orders

To add a stock purchase order either select Purchase Orders > Create Stock PO from the left hand menu or click the “Create Stock PO” action button located in the top right hand corner of the “Purchase Orders” screen:

In the “Add Stock Purchase Order” screen select the required stock location in the “Stock Delivery Location” dropdown field and the required supplier in the “Supplier” dropdown field:

The stock location address will populate in the “Location Address” section of the screen once the stock location has been selected in the “Stock Delivery Location” dropdown field, to edit the stock location address click the orange edit button to the right of the “Location Address” label.

The “Location Address” screen will be displayed:

WARNING:

Modifying the address here is updating the address held against the stock location, it is not editing the delivery address for just this purchase order record.

Once saved, the “Items”, “Supplier Invoices” and “Notes” tabs become available (the same as are available in a non Stock PO record). Select the “Items” tab to add the required items you wish to order for the selected stock location (Please see additional training resources for working with Purchase Orders if you are unsure of how to use the Purchase Order module).

When adding items in the Stock PO you’ll see that the Part or Equipment field is now mandatory:

Accessing existing Stock Purchase Orders

To find existing Stock Purchase Orders select Purchase Orders > All Purchase Orders from the left hand panel:

In the “Purchase Orders” screen select “Stock” from the “PO Type(s)” dropdown field:

The list of Stock Purchase Orders are displayed in the lower half of this screen:

Click on the PO Number to open the required purchase order record to edit details, deliver line items or enter Supplier Invoices for the PO.

Once Stock PO item lines have been delivered you can view the updated quantities in Stock > All Stock Records. The quantity in stock is displayed in the “In Stock” column within the table view in this screen:

To access more details for the required stock record click the “Number” to open the “Stock Record Details” page:

Click the “Stock Location” tab to view details of the stock record levels in specific stock locations:

For more details regarding the options available in this screen please refer to the “Stock Records” section above.

Click the “Audits” tab to view details of stock transactions for the selected stock record:

For more details regarding the options available in this screen please refer to the “Stock Records” section above.

Issuing Stock to Jobs

To issue stock to a job open the required job record and click on the “Costs” tab, click the “Add Material” button:

The “Add Material Costs” window appears:

Click the “Issue from Stock?” checkbox to enable additional fields below the “Part Category” and “Part” dropdown fields:

This results in the “Part”, “Location” and “Rack/Shelf” fields being set to mandatory.

Select the required options in the dropdown fields and update other fields within the material costs window as required:

Click “Save” to complete the job stock issue process.

The job stock issue transaction is visible in the Stock Record “Audits” tab (Stock > All Stock Records):

The issue part from stock option is also available to the engineer when using the joblogic mobile app:

Reversing a job stock issue

To reverse the stock issued to a job edit the material line within the “Costs” tab on the required job and remove the tick from the “Issue from Stock?” checkbox:

Click Save to complete the stock issue reversal.

The job stock issue reversal transaction is visible in the Stock Record “Audits” tab (Stock > All Stock Records):