Our Warehouses module gives you control over the products you choose to stock and track, making it easy for you to:

Create warehouses for both facilities and vans.
Set minimum restock levels for individual warehouses.
Bulk import stock levels and costs from existing systems.
Transfer or reserve stock between warehouses.
Understand stock required for facilities, and the vans attached to those facilities.
Make orders to replenish minimum levels for warehouses.
Manage stock levels with automatic consumption as field staff perform tasks.
Increase the accuracy of costs used on tasks with "FIFO" or "First In First Out".
Report on the value of stock sitting in your warehouses.
Complete stocktakes and adjustments for each warehouse.
Audit stock movements.

To turn on this module, contact the support team to enable the Warehouse extension.

This feature will start functioning the moment you mark any products in your catalogue as 'Stocked', and those stocked products start getting used on tasks.

Permissions for feature:

For now, there is on one permission to rule them all: "Can create and manage warehouses, stock-takes and transfers"

Setting up new warehouses in Uptick

Creating a Warehouse (Facility/Van)

How to setup and create a warehouse.

Note: The system does not currently enforce every technician to have a van warehouse, this is the responsibility of the office to make sure this is set up, allowing the system to know where to consume the stock from.

Select Billing > Warehouses
Select Create Warehouse
On the following view you'll need to set the Warehouse/Van details and select Create to complete creating a warehouse.

Name	The name of the Facility/Van
Type	Select between Facility and Van
Address	Address of warehouse. This will pre-populate onto purchase orders that need to be delivered here.
Delivery Instructions	Any applicable delivery instructions for this warehouse. This will pre-populate onto purchase orders that need to be delivered here.
Manager	This can be: For Facilities, the person managing/supervising the facility where stock is kept For Vans, the technician's vehicle holding the stock. We recommend that actual technicians be assigned as the manager, so that we can correctly attribute their consumption of stock from their van.
Home Facility Vans only	Nominate the Facility warehouse the van will most often collect and restock from. Features this will support: If a technician is out onsite and uses a product that the system things is not currently available in their van, we will automatically take stock from the van's Home Facility. A van's Home Facility will flag when any of its vans require stock, allowing you to order and replenish stock for the warehouse, as well as the vans that call it home.
Branch Branches extension only	Nominate the Branch the Warehouse is assigned to.

Configuring your Fallback Warehouses

In Uptick you can now also ensure that anytime an engineer or technician doesn't have a warehouse assigned to them, or the system thinks that their assigned van doesn't have enough stock to perform a task, the system will draw stock from those fallback warehouses as that engineer or technician is performing materials on a task.

Default Fallback

Select Control Panel > General > Warehouses
Select the Default Warehouse dropdown and choose a facility warehouse
Select Save to commit the changes

Fallbacks per Branch

If you have the Branches extension enabled, you can configure a fallback warehouse for each branch.

Select Control Panel > General > Branches
Choose the Branch you want to modify by selecting Edit
Scroll down and select the Default Warehouse dropdown and choose a facility warehouse
Select Save to commit the changes

Setting up products for in your warehouses (and their minimum restock levels)

Full video on how to stock products and set minimum restock levels:

Setting Individual Products as "Stocked"

The warehousing feature will start functioning the moment you mark any products in your catalogue as 'Stocked', and those stocked products start getting used on tasks. A "Stocked" product represents materials you wish to start tracking & replenishing in any of your warehouses.

Select Billing > Product Catalogue
View any product that is type materials
On the product's view under Stock Levels & Locations select the Is Stocked option
In the Is Stocked popup message, select Confirm to stock the product

Set stock levels and see locations of products in Uptick.

Setting Products as "Stocked" in Bulk

You can set products as Stocked in bulk via the product catalogue or via the data importer.

Via the product catalogue:

Select Billing > Product Catalogue
Filter for only products that are type materials (i.e remove the equipment and expenses from the list)
Select the Edit Products option and choose from the Is Stocked dropdown Yes and select Apply Changes to bulk set those products as stocked

Stocking products the first time.

The warehousing feature will start changing stock levels the moment you mark any products in your catalogue as 'Stocked', and those products start getting performed/used on tasks.

If it's your first time setting up warehouses in Uptick, we suggest you mark your products as Stocked & then set the current stock levels (as known in your previous system) as close to each other as possible. We suggest using the data importer to import stock levels.

Set Minimum Restock Levels

The minimum restock level is the level you wish for Uptick to start flagging to you that this product needs to be replenished.

Select Billing > Product Catalogue
View any product that is type materials
On the product's view under Stock Levels & Locations select the Set min restock levels option
In the Set minimum restock levels popup, either Increase, Decrease or enter the restock level as a whole number for each warehouse you wish to have it set for
Once ready select Confirm to set the minimum restock levels for this product

Bulk Import Stock Inventory from Previous Systems

You can easily bulk import your current stock levels and costs from existing systems.

Select Tools > Data Importer to access the data importer tool to bulk import stock
Navigate down the view to select the Stock Adjustments CSV template to Download the datasheet template you can use to fill in the stock you wish to import
Complete the Stock Adjustments CSV template rows by entering product stock information to import, Quantity, Cost Price, Product Identifier*, Warehouse Identifier*
Once ready, select from the What are you importing list the Stock Adjustments option and choose the CSV file you have ready for the import
Preview the Field Mapping and amend any issues before selecting to Save and Preview
Confirm there are no issues on the Preview with the data Finalise to bulk import the stock & costs into the warehouses

Quantity	Total stock levels of this product.
Cost Price	Cost Price / Unit Cost to associate with this product. This is the individual unit cost value of the product. If you only have a total whole figure for all units, divide the total by the quantity to set a Cost Price for as the unit cost.
Product Identifier*	For the Product Identifier, only use one of the following: product_name product_code product_id combination of supplier_name and product_sku
Warehouse Identifier*	For the Warehouse identifier, only use one of the following: warehouse_name warehouse_id

Using Warehouses in Uptick

Full video on how to view and access your warehouses:

Select Billing > Warehouses to access the Warehouses view
On this view you can see a tiled list of warehouses you have created, seeing each warehouses':
1. Name
2. Assigned Staff (Manager)
3. Type of warehouse (Facility or Van)
4. Value of stock
You can change the warehouse tiled display by selecting Show Types to group by:
1. All (default)
2. Managers
3. Type
4. Branches (if extension is enabled)
Apart from this, you can also access Stock History, Create Warehouse and Download to get a csv file of all the warehouses and who they are assigned to

To view a specific warehouse, simply select it from the tiled list.

What do all the columns mean in a warehouse?

Product	The name of the product stocked in this warehouse. You can click on any product in the warehouse to go to the product to manage whether the product is a stocked item and set minimum restock levels.
SKU Supplier Code Category Supplier	Comes from the product if these details have been populated.
On Hand Facility only.	Total stock in the warehouse for that product, regardless of whether it's reserved or not.
Available Facility only.	Unreserved stock in the warehouse for that product.
Reserved	Reserved stock in the warehouse for later collection. When viewing a van rather than a facility, this is the amount of stock reserved for the van.
On Order Facility only.	Stock that has been added to a purchase order which has been raised for this warehouse. The purchase order may not have been sent to the supplier yet, this information can be found by clicking on the number:
Restock Level	The minimum stock amount to be expected in this warehouse or van
Required	The amount of stock required for a warehouse that is not available to consume or transfer for either an assigned Task or minimum restock level. You can select the dropdown to switch between all tasks, only those scheduled, or only those unscheduled. You can select an amount for individual stock to show the required amount and what it is for, either a Task, minimum restock level or a van (if a facility). See the below section on Required stock to learn more.
Stock Value	Total value of stock in the warehouse that is made up of each quantity of stock's unit costs added together. With FIFO this total figure includes the oldest stock available unit cost, along with newer stock and any change in unit cost for them. See the below section on FIFO to learn more.

Available in warehouse	Stock that is available in a selected facility warehouse. Vans only. You can select the dropdown to switch between different facilities.
Available in van	Stock that is available in a selected van warehouse. Facilities only. You can select the dropdown to switch between different vans.
In Van	Available stock for a Van. Vans only. You can select an amount for individual stock to check how much is available for Tasks assigned to the Van's manager and select them to go those tasks.

Transferring & Reserving Stock

Full video on how to transfer and reserve stock in warehouses:

If the warehouse you are viewing has available stock to transfer or you want to reserve stock for a specific warehouse, you can simply:

In the Stock Table confirm you have stock Available to transfer, you should see a Transfer option if possible
Select Transfer for that specific row of stock
You will see the Transfer stock popup with the current warehouse you're viewing will automatically be selected in the From field.
1. You can change a different source warehouse if needed, the popup will ensure availability before enabling the option to complete the transfer
Nominate the destination warehouse in the To field from the dropdown
Optionally add a Comment for the transfer.
Either Increase, Decrease or enter the Move items amount
1. It won't let you enter a negative amount of items
Click either Reserve stock to reserve it for the destination warehouse or Confirm transfer to transfer now.

Reserving stock simply means that you can earmark stock to be transferred from one warehouse to another. Once stock has been reserved for a warehouse, it acts as a type of pending transfer that waits for confirmation or approval. Once marked as collected or picked up, it will set the transfer as completed with the quantity of stock on hand adjusted to reflect in the from warehouse and increasing the quantity of stock available in the warehouse it went to.

There are 3 places you can see if stock is reserved:

1. When viewing the warehouse tile list, you'll see any Reserved stock for a warehouse like the below, with the amount shown with a clipboard icon.

Seeing reserved stock in the warehouse list in Uptick.

2. When viewing a facility warehouse, stock reserved in a warehouse for later collection can be seen in the Reserved column.

See the reserved amount of stock in the from warehouse in Uptick.

3. When viewing a van, stock reserved for the van to collect can be seen in the Reserved column.

See the reserved stock for a warehouse in Uptick.

Collecting & Transfering Reserved Stock to a Van (or cancelling a reservation)

If a van has reserved stock, you can select Action Reserved Stock when you view that van. Doing this will also allow you to Confirm Pickup or remove the requirement from that van. If you select the Comment you can also read any messages left when the stock was reserved.

Confirm pickup for reserved stock in Uptick.

Bulk transfer stock to a warehouse

If you need to do a bulk transfer of stock you can do so via the Bulk Transfer option.

On any Warehouse's view or even the Warehouses list, select the Bulk Transfer option.
A new Stock Transfer view will appear where you can confirm the From Warehouse and select the To Warehouse.
1. You can change a different source warehouse if needed, the popup will ensure availability before enabling the option to complete the transfer.
Optionally add a Comment for the transfer.
Optionally type in the Filter products to search for the products you want to transfer.
Either Increase, Decrease or enter the Move items amount for the Products you want to transfer in bulk together.
1. It won't let you enter a negative amount of items.
Click either Reserve stock to reserve it for the destination warehouse or Confirm transfer to transfer now.

Understanding required stock

Stock is marked as required in two ways with warehousing.

Stock available is less than the minimum restock level that you have set for a warehouse.
Stock available is less than the amount required for Task that has the same assigned technician or engineer as the warehouse.

When there is Required stock we surface this so that you can Action Required Stock to resolve either getting the stock levels back to normal or to ensure your workforce can complete and perform their tasks with the stock they need.

Viewing required stock on a task

When a task has been assigned to a technician and they're also assigned to a Van warehouse, if the service tasks are stocked and not available in their warehouse you'll see a Stock Required flag. This can help in determining when to schedule the task, check whether you transfer stock for them or if you need to order more stock.

You can select the badge to see what products are required, how many and from what warehouse they are needed in.

If a fallback warehouse is configured, any task assigned to a technician without a warehouse, that also requires stock will show the breakdown from the warehouse set as the fallback instead.

Viewing required stock across all warehouses

When you go to the Warehouses view, you'll see any warehouse that requires stock highlighted in orange with the amount shown with a clipboard icon. You can select this icon to open up the Action Required Stock popup.

See required stock across all warehouses in Uptick.

Viewing required stock in a warehouse

When you go into a Warehouse with required stock, you'll see each row of required stock with the amount required in the required column. You can select the amount required to view a breakdown of what the required stock is for.

See required stock in a warehouse in Uptick.

Viewing required stock in a facility warehouse

When any van warehouse has it's home warehouse set, if the van requires stock you can also see that in the home facility's warehouse as well. You can select the amount required to view a breakdown of what it is for and which Van warehouse.

See required stock in home facility warehouses in Uptick.

Action required stock

When there is required stock in a Van warehouse, you'll be able to select an option Action Required Stock to view and action the stock that is needed.

From the warehouses tiled view, select any van's required stock amount or in the individual van warehouse's view select the Action Required Stock option
Preview the list of stock required and select the Available in warehouse to see if stock is available to action
1. If a home warehouse is set, this option will be chosen as the default option
Either Increase, Decrease or enter the Amount to action
1. It won't let you enter a negative amount of items
2. You can choose to unselect any rows you don't want to action as all are selected by default
Enter a Comment if required
Either Transfer now or Reserve stock to be transferred later

Action required stock either by transfer or reserve in Uptick.

Ordering and purchasing stock

Order stock for a facility

In your facility warehouses, any stock that is required can easily be ordered via the Order required stock option.

Select a facility warehouse that may have required stock
If there is required stock you will see an option to Order Required Stock
Select the Order Required Stock and a draft Purchase Order will be created with all the stock you require added as product line items
Amend the quantity and unit cost or remove product line items in the draft purchase order
Select Update on the purchase order to modify the intended supplier you wish to purchase from
Select to Save your draft purchase order and choose to Submit for Approval or Submit to the supplier
Await for your delivery & bill to arrive, your stock is now on order and will be updated in the warehouse.

Create a warehouse purchase order manually

You can also go into the purchase orders view to create one manually for a warehouse.

Select Billing > Purchase Orders > Create Warehouse Purchase Order
Choose your intended Supplier and Warehouse the order is for
Select to Save and add the products you wish to stock in the warehouse while in draft.
Amend the quantity and unit cost or remove product line items in the draft purchase order
Select to Save your draft purchase order and choose to Submit for Approval or Submit to the supplier
Await for your delivery & bill to arrive, your stock is now on order and will be updated in the warehouse.

Receipt or docket warehouse purchase order deliveries

You can add delivery receipt or docket to a warehouse purchase order to update the warehouse with the quantity of stock received.

Open an approved or submitted purchase order
Select to +Add Docket to see the Add docket popup
Enter in a docket number, delivery date and any notes
Adjust the quantity to docket amount, by default we prefill this to the total expected
Select to Submit which will add the quantity into the warehouse of the purchase order

For more information you can read our Purchase Orders guide to learn more.

How stock is used from your warehouses

Stock consumption is determined only by who performs the service tasks.

On tasks, any time a service task is linked with a stocked product, it means that it can be consumed from a warehouse. When it is performed by a technician, and they are assigned to a warehouse, stock will be consumed from their warehouse.

Conditions:

Task has service tasks with stocked products
Service task is performed by technician with assigned to a warehouse

Once stock is consumed with a task, the amount available will automatically decrease.

Fallback consumption

On tasks, any service task linked with a stocked product, when performed by a technician, and they are not assigned to a warehouse, stock will be consumed from a fallback warehouse.

When a default warehouse is set, every Task will list that fallback warehouse until the Task is assigned to a technician who has their own warehouse.

If a branch has a fallback warehouse set, every Task that has that branch set, will list the fallback warehouse for that branch, until the Task is assigned to a technician who has their own warehouse. At any time another technician without a warehouse performs service tasks on a branch task, the stock will be consumed from the fallback branch warehouse.

Negative stock

It is possible for stock to go negative from over consumption. We actively chose not to limit this right now as we roll out our newest changes. We believe this will enable greater flexibility during onboarding and getting accustomed to new workflows with stock control.

Steps to avoid negative stock:

Ensure minimum restock levels are set on stocked products in Van warehouses
Actively transfer stock into warehouses
Monitor stock required for Tasks with assigned technicians or engineers
Action required stock for Tasks before they are scheduled
Order more stock with a purchase order to your warehouses
Deploy an iPad in the warehouse so that technicians can self update stock levels in their vans when they come to collect stock

Track stock cost with FIFO

You can now track your stock costs along with your stock consumption with "FIFO" or "First In First Out". With FIFO, costs are captured from POs and task costs are updated when stock is consumed.

You can contact us via support to enable this new cost tracking method for stock in your warehouse.

Our warehouse and stock control data is organised on a ledger much like a financial ledger. All transactions are recorded over time from oldest to newest. With FIFO active, both stock quantities and costs are tracked on a first in, first out basis. This means the oldest recorded transactions are the first to be closed out.

Any time stock is added in, it goes to the end of the ledger and extends its length
Calculating the amount of stock on hand and it's value is done by reading the ledger from oldest to newest
Any time stock is consumed our starting point in the ledger moves up closer to the end of the ledger
When stock is docketed in a purchase order, the quantity and unit costs are captured in the warehouse
When a service task is performed with stock by a technician assigned a warehouse, task costs are updated from the warehouse
When viewing the warehouse at any point of time, the total value of all stock available is visible

Transferring unused task stock back to a warehouse.

We've built a basic workflow for office staff to transfer unsed stock from tasks, back into a chosen warehouse.

When your field staff don't need all the warehouse stock collected for the task, they are expected to add this information to the technician notes of the task to flag this to the office. Any materials that are not used should remain unperformed on the Work tab if possible.

Unperformed, warehouse stock on the Work tab of the task can be transferred back to a warehouse by going to the Margin Review tab of a task here:

** If you need to transfer out only some of a Work tab item, you'll need to manually split the item into 2 Work tab items, one to transfer out and one to perform.

Completing a stocktake

How to complete a stocktake with stock adjustments.

Stock adjustments

In any warehouse you can perform a stocktake with our stock adjustments tool, where it pre-fills the products in the warehouse, so you don’t need to add each one manually.

From the warehouses view, select the Facility/Van you'd like to do a stocktake on
Select Stock Adjustment to see the stock adjustment popup
Fill in any Comment you need to leave for the adjustment
Review the current list of stock available in the warehouse
Perform a stocktake in your warehouse
Either Increase, Decrease or enter your new count of stock
1. New counts cannot be negative as it is a complete replace of available
2. Enter "0" as a value to indicate that there is zero stock
3. Leaving a stock's row blank will mean no change is made to available
4. Any new count of stock will replace available
When a new count entered is greater than available enter a Unit Cost
1. A default unit cost is added from the product catalogue
Select to Finalise adjustment when you are ready to update the warehouse with the new stocktake results

Perform stocktakes with stock adjustments in Uptick.

Add stock

Sometimes when you perform a stocktake new stock is found that wasn't already listed in a warehouse. You can add stock in a warehouse the following way.

From the warehouses view, select the Facility/Van you'd like to add stock on
Select Add stock
Start typing a search term in the Product field and then select it once it appears in the list (Code and Supplier fields will populate automatically if these details are present on the product)
Type the current stock count in the Quantity field
If there are additional line items you want to add, click + Add Line Item and repeat steps 3 to 4 on the new line.
Click Submit to complete the stock take. This will return you to the main page of that Warehouse where the updated stock levels will be displayed.

Audit stock movements with stock history

You can now easily audit stock movements with stock history, allowing you to see where stock has come from or gone to.

From the warehouses tiled view, you can select Stock History to view the stock history across all your warehouses. Or you can navigate to an individual warehouse and also select to view Stock History.

In this view you can see the following:

A section to filter the stock history, by warehouse, product, committed by, After or Before Date
A table list of stock transactions (the stock ledger) sorted by most recent date
A option to Download the stock transactions
A option to Change columns of what is showing in the table

The table itself details the following information:

Warehouse	Name of the warehouse for a transaction. Only visible if viewing from the warehouses view. Not visible on an individual warehouse view.
Transaction	The identification number of the stock transaction.
Created	The date recorded in the stock transactions ledger of when the transaction was created.
Committed by	The person who committed transaction.
Product	The name of the stocked product.
SKU Supplier Code Supplier	Comes from the product if these details have been populated.
Source	The origin of the transaction. Source origins can include the following: Purchase Orders - the PO number and link Stock adjustment via importer - the bulk import and link Stocktake - the stock adjustment or add stock options Tasks - the Task number and link
Difference	The amount of difference to applied in the stock transactions ledger. Positive amounts appear in green and mean that there was an increase in stock Negative amounts appear in red and mean that there was a decrease in stock
Cost Price	The amount of total cost added with the stock increase into the stock transactions ledger. Only shows a positive amount Stock consumption will also show a zero amount as no total cost is added to the ledger Cost price is the sum of unit cost and quantity in the individual transaction

September 2023 - Website Release

November 2023 - Website Release

December 2023 - Website Release

See stock in your van from your mobile

January 2024 - Website Release