Warehouses and stock control

Article author
Aleks Petrovic
  • Updated

The Warehouses module allows you to track stock levels by making it easy for you to:

  • Complete a stock take for each warehouse
  • Transfer stock between warehouses
  • Create purchase orders for large amounts of stock. Stock levels will automatically increase once a delivery docket has been created.
    Note: Stock will not be added with the All goods received button. The delivery docket must be added in order for the warehouse stock to be allocated.
  • Consume stock. Stock levels will automatically decrease once a service task has been performed on a task.

Uptick stock is currently very simple, we want to see our customers getting excited about Uptick stock to encourage us to continue building on it. All feedback is welcome, simply send to support@uptickhq.com.

 

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)

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. 

  1. Click Billing > Warehouses
  2. Click Create Warehouse
  3. On the following page you'll need to set the Warehouse/Van details
    Name The name of the Facility/Van
    Type Select between Facility and Van
    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

CreateWH.gif

Completing a stock take

  1. From the Warehouses page, View the Facility/Van you'd like to do a stock take on
  2. Click Set Stock Levels.
  3. 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)
  4. Type the current stock count in the Quantity field
  5. If there are additional line items you want to add, click + Add Line Item and repeat steps 3 to 4 on the new line. 
  6. 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.

Stocktake.gif

Transferring stock

Note: Uptick stock allows stock levels to go into a negative number. We have permitted flexibility here as we believe this will start a conversation between the office and technicians as to why stock hasn't been allocated correctly. We are open to any feedback regarding this configuration.

  1. From the Warehouses page, View the Facility/Van from which stock will be sourced and then click Transfer Stock
  2. In the To Warehouse field, select the Facility/Van where the stock will be transferred
  3. 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)
  4. Type the appropriate stock to be transferred in the Quantity field
  5. If there are additional line items you want to add, click + Add Line Item and repeat steps 1 to 4 on the new line. 
  6. Click Submit to transfer the stock. This will return you to the main page of that Warehouse with where the updated stock levels will be displayed.

Transferstock.gif

Purchasing stock

Ordering stock for your Warehouses can be initiated by going to:

Billing > Purchase Orders > Create Warehouse Purchase Order

It is required for you to set a warehouse when creating a purchase order. This warehouse will prefill each delivery docket you create however, this can be overridden per docket.

Upon receipting the delivery docket, that warehouse's stock levels will go up for the materials received.

Screen_Shot_2022-08-12_at_12.06.29_pm.png

From there you can follow our Purchase Orders guide to learn how to complete the process.

 

Consuming stock

Whenever stock is used by a technician on a task, stock levels will automatically decrease for that technician's assigned warehouse. 

Screen_Shot_2022-08-12_at_2.21.35_pm.png

In more technical terms, if a servicetask with a material product is performed, that technician's warehouse will reduce in stock. In the example above, Vanessa's 2.0kg ABE Extinguisher stock will be reduced by 1 in Vanessa's assigned warehouse.

If you unperform a servicetask, that technician's warehouse will gain back that stock.

 

Note: Stock will not be consumed if that technician doesn't have a warehouse assigned.

Note: It's currently possible on the web to perform a servicetask without a technician, stock will also not be consumed in this situation. We will be working on locking down the editing of servicetasks once they are performed, as well as the inability to perform a servicetask without a technician.

 

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