Reserving and Using Stock on a Work Order

Availability: all plans

You can set stock aside for a work order before the visit, record the parts that were used on the job, and release anything that went unused. This is the operational record of parts and stock used. It is separate from the billed line items on the work order, which come from your price book.

Before you start

The items must be in the Catalog and at least one location must exist. If either is missing, the page asks you to add catalog items and locations before recording stock.
The three actions are separate permissions: reserving, consuming and returning. You see only the forms your role allows.
You need permission to view inventory to see the page and the summary panel at all.

Steps

Open the work order. In the Parts & stock used panel, select Manage. The panel appears only if you can view inventory.
Read Stock activity. For each item it shows Reserved, Consumed, Returned and Still reserved.
To allocate stock before the visit, open Reserve stock (allocate before the visit). Choose the item under Item…, the location under From…, enter Qty, and select Reserve.
To record parts used on the job, open Consume stock (used on the job). Choose the item, the location under From…, enter Qty, and select Consume.
To release stock you reserved but did not use, open Return unused reservation. Choose the item, the location under At…, enter Qty, and select Return.
Select Back to work order to go back.

How the quantities change

Reserve raises the reserved figure and leaves on hand unchanged. The quantity must be greater than zero and no more than what is available at that location (on hand minus reserved).
Consume lowers on hand. It checks on-hand stock, not available stock, so you can consume parts you never reserved. If there is a reservation at that location, it is released by the quantity consumed, up to the amount reserved.
Return lowers the reserved figure only. It cannot exceed what is currently reserved at that location. It does not put anything back on hand, because reserved stock never left on hand.
Each action writes a movement that points to the work order, and the Ledger shows a work order marker on those entries.

Tips

Consuming records an operational fact. It does not add a billed line to the work order and does not change a Property's service history.
Reserve at the location the technician will take the parts from, such as their vehicle, then consume from that same location. The reservation is released only at the location where you consume.
Check Still reserved before closing out a job so that unused reservations are returned to available stock.

If something goes wrong

"Choose an item, a location, and a positive quantity." means one of those three fields was left empty or the quantity was zero.
"Insufficient available stock" on a reserve means other reservations already cover what is on hand. Choose another location or transfer stock in first.
"Insufficient on-hand stock" on a consume means the location has less than you entered.
"Cannot return more than is reserved" means the quantity is above what is still reserved at that location. Check the location matches the one you reserved from.

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