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Inventory

Inventory is where you record the parts, supplies and services your building uses, such as light bulbs, fire extinguishers or an hour of maintenance labour. For each item you track how many you have, what it costs you and what you charge, so you can see stock levels and profit at a glance. 

Open your Manager Web Portal, and select Building ➔ Inventory.
 

At the top of the page, three totals summarise the items for the date range you pick: Costs, Sell and Profit. Below them, a table lists every item with these columns:

Tab Name What it shows
Item The name of the item
Location Where the item is stored
Serial The serial or part number, if you entered one
Cost Price What the item costs you
Sell Price What you charge for it
Total Profit Profit made on the item in the selected date range
Quantity How many you have on hand, or Unlimited. Negative or low quantities show in red
Low Stock The level at which the item counts as low stock

Use Search to find an item, change the date range at the top left, or tick Show low stock items only to see what needs reordering.

 

Adding an Inventory item

Step 1: Go to Building ➔ Inventory and click New.
 
Step 2: Enter the Item name and the Quantity on hand. If you do not want to count stock, tick Unlimited instead.
 
Step 3: Enter the Cost (what the item costs you) and the Sell price (what you charge).
 
Step 4: To be warned when stock runs low, tick Low stock reminder. Enter a Low stock number, and tick Send Email Notification if you want an email when the item falls to that level.
 

To adjust who receives the low stock notifications, click on Notification Email in the top right corner of the main Inventory page.

 
Step 5: Add a Location, a Part number and a Description. You can also drag and drop or click into the area to upload a photo or file into Attachments.
 
Step 6: Click Save.
 

 

Top up stock

When you restock an item, click Top Up at the end of its row to increase the quantity on hand.

 

Using Inventory on a case

Go to Building ➔ Cases, click on a job Case and scroll to the Inventory section on the right hand side. Search and select the Item, enter the quantity used and save. Once the Case is Completed, the Inventory Item/s are automatically sent to the Pending tab within the Invoice Approval section. 

 

Charging for labour

Inventory items do not have to be physical. To charge for time, create an item with a time-based rate, for example 15 minutes of maintenance team time, and add it to cases the same way as any other item. Tick Unlimited on the item so its quantity never runs down.

 

Reviewing and exporting

Change the date range at the top of the page to see costs, sales and profit for any period. Tick items in the table to export them to Excel for further analysis.

 

Deleting an Inventory item is a permanent action and is irretrievable. 

 

Video Walk Through

Inventory Feature Setup and Usage - Watch Video

 

Tips and FAQs

Why is an item's quantity shown in red? Red means the quantity is at or below your low stock level, or has gone negative because more was used than was recorded. Top up the item to correct it.

What does Unlimited mean? The item is not counted, so its quantity never runs down. It suits services such as labour.

How do I see which items need reordering? Tick Show low stock items only above the table.

How do I get warned before I run out? Tick Low stock reminder on the item, enter a low stock number, and choose to send an email notification.

Where do I see profit? The Costs, Sell and Profit totals at the top of the page, and Total Profit for each item, reflect the date range you have selected.