Our Warehouses module gives you control over the products you choose to stock and track, making it easy for you to:
Create a warehouse for both facilities and vans.
Set the products to be stocked in warehouses, including minimum restock levels.
Bulk import stock inventory and costs from existing systems.
View available stock in all of your warehouses.
Transfer or reserve stock between warehouses.
Understand stock required for both facilities and vans.
Order more stock by creating purchase orders for stock. Where stock levels will automatically increase once a delivery docket has been created.
Consume stock by completing works. Where stock levels will automatically decrease once a service task is performed by a tech assigned to a warehouse.
Track stock cost with "FIFO" or "First In First Out". Where costs are captured from purchase orders, and task costs are updated when stock is consumed.
View the total value of stock available in your warehouses.
Complete a stocktake for each warehouse with stock adjustments.
Audit stock movements with stock history.
Uptick stock has recently been updated, and we want to see everyone getting excited about these changes. All feedback is welcome, simply send to [email protected].
This requires the Warehouses extension to be enabled and appropriate permissions to be configured. Please contact our support team to get started.
Creating a Warehouse (Facility/Van)
How to setup and create a warehouse.
Note: Stock currently does not enforce every technician to have exactly one warehouse, this is the responsibility of our customers to make sure this is set up.
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 |
Manager | This can be:
|
Home Facility Vans only | Nominate the Facility warehouse the van will most often collect and restock from. |
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, that they'll draw stock from a fallback warehouse. This fallback warehouse is where their stock will be consumed from when they perform works on any 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 also configure each branch to have it's own fallback warehouse. This activate on any task that has a branch set which also has a fallback warehouse configured against it, else it will use the default fallback.
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
Stocking Products and Minimum Restock Levels
How to stock products and set minimum restock levels.
Product Stock Levels & Locations
Select Billing > Product Catalogue
Select 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
Setting Products as Stocked in Bulk
You can also set products as Is Stocked in bulk on the product catalogue list view.
Select Billing > Product Catalogue
Check any product that is type materials in the table of results
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.
Once a product is stocked the very first time, you need to set the current stock levels. To do this you must either bulk import a stock adjustment or directly in the warehouse via the add stock option. The below sections cover how to perform these actions.
Seeing Stock Levels & Locations for a product
When viewing a product, this section will display the stock quantities across all warehouses including On hand, Available, On Order, Min. restock level, and Required. This allows you to easily at a glance understand where the select product's stock is currently without looking into each warehouse.
Set Minimum Restock Levels
You can set the minimum restock level for a product that is stocked, so that the warehouse will have a clear view of the stock required they need to either transfer or order more of.
Select Billing > Product Catalogue
Select 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
To get the most out of Warehousing in Uptick you can easily bulk import the stock inventory 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:
|
Warehouse Identifier* | For the Warehouse identifier, only use one of the following:
|
Viewing Warehouses
How to view and access warehouses.
Viewing the main Warehouses view
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':
Name
Assigned Staff (Manager)
Type of warehouse (Facility or Van)
Value of stock (if FIFO enabled)
Inactive label (if marked as inactive)
You can change the warehouse tiled display by selecting Show Types to group by:
All (default)
Managers
Type
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
Viewing a specific warehouse
To view a specific warehouse, simply select it from the tiled list.
When viewing a warehouse, you'll see the following information:
Warehouse information such as Name, Assigned Staff (Manager), Type of warehouse (Facility or Van), Value of stock (if FIFO enabled), Branch (if set) and Inactive label (if marked as inactive)
Options you can take such as, Add Stock, Stock Adjustment, Transfer Stock, Order Required Stock (if a Facility), Action Required Stock (if a Van), Stock History, Update the warehouse information and Transfer individual stock (if available)
Warehouse table of stock that includes an area to Filter Products with keyword search, Download the stock in the warehouse, Change Columns that are shown in the table, the Stock Table itself with Columns you can select to sort by and Rows of Stocked Products you can select to see the product's view
The below table lists the Stock Table Column Headers, their meaning and function.
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 Category Supplier | Comes from the product if these details have been populated. |
On Hand | Total stock in the warehouse for that product. Facilities only. |
Available | Available stock is what is On Hand and not Reserved. Facilities only. |
Available in warehouse | Stock that is available in a selected facility warehouse. Vans only.
 |
Available in van | Stock that is available in a selected van warehouse. Facilities only.
 |
In Van | Available stock for a Van. Vans only.
 |
Reserved | Stock that has been reserved to be collected or picked up for another warehouse.
|
On Order | Any purchase order raised for this stock with the selected warehouse. Facilities only.
|
Restock Level | The minimum stock amount to be maintained, set on the product. |
Required | The amount of stock required for a warehouse that is not available to consume of transfer for either an assigned Task or minimum restock level.
 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. |
Transferring & Reserving Stock
How to transfer and reserve stock in warehouses.
Transfer or reserve stock to a warehouse
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.
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
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.
Reserved stock
If the warehouse you're working with has an outgoing shipment to another warehouse, by courier or is waiting to be collected, then you can use the Reserve stock option when you select to Transfer stock.
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:
Warehouse tile list
From warehouse
For warehouse
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.
When stock is reserved from a warehouse, you'll see the Reserved amount set like be below.
When stock is reserved for a warehouse, you'll see the Reserved amount set as well as an option to Action Reserved Stock.
If you select to Action Reserved Stock you will see the following popup Reserve or transfer stock, where you can see the stock that is reserved for this warehouse and an option to either Remove from Reserved list (which will cancel the reservation) or Confirm pickup that will complete the transfer of stock to this warehouse. If you select the Comment you can also read any messages left when the stock was reserved.
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.
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.
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.
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.
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.
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
If a home warehouse is set, this option will be chosen as the default option
Either Increase, Decrease or enter the Amount to action
It won't let you enter a negative amount of items
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
Ordering and purchasing stock
How to order required stock or purchase stock into your warehouses.
Order required 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.
Consuming stock
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
Viewing the total value of your stock
How to view the total value of stock available in your warehouses.
You can view the total value of stock available in your warehouse in 3 ways.
On the warehouses titled list view
Total sum of stock from all warehouses
Total for each warehouse
In an individual warehouse it's total value
In the individual stocked product's row in a warehouse
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
New counts cannot be negative as it is a complete replace of available
Enter "0" as a value to indicate that there is zero stock
Leaving a stock's row blank will mean no change is made to available
Any new count of stock will replace available
When a new count entered is greater than available enter a Unit Cost
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
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 | Comes from the product if these details have been populated. |
Source | The origin of the transaction. Source origins can include the following:
|
Difference | The amount of difference to applied in the stock transactions ledger.
|
Cost Price | The amount of total cost added with the stock increase into the stock transactions ledger.
|
FAQ: What Warehouse details can be edited?
You can update the following information on Warehouses by clicking on the 'Update' button on the right hand side when viewing a specific Warehouse.
For example:
