Stock in Smartworks
How Smartworks counts the stock you buy, hold and use on jobs, and where Xero fits.
Smartworks keeps its own stock record for the products in your Xero organisation. Every time stock is ordered, received, used on a job, credited or adjusted, Smartworks writes a stock movement, and the quantity on hand is the sum of those movements. The quantities live only in Smartworks. Xero receives the purchase orders, bills, invoices and credit notes, but never a stock quantity.
What the stock record does
- Counts what you hold. Each tracked product shows Quantity on hand and Incoming in Products and Services, worked out from its stock movements.
- Follows purchase orders. Ordering adds to Incoming. Receiving moves the goods to on hand, or straight onto the job the order was for.
- Follows jobs. Parts added on the mobile app, and material lines added in the Scheduler, take stock off hand as soon as they are saved, not when the job is invoiced.
- Costs what you use. Each job line carries a cost price, which feeds the Cost of Goods Sold report.
- Keeps one location. All stock sits in one place. There are no warehouses, vans or bins.
What Xero does
Xero is where your products, suppliers, purchase orders, bills and invoices live. Smartworks reads the product list from Xero and creates the documents there. It does not send Xero any stock quantities, adjustments or stock values, so Xero’s own inventory figures, if you use them, do not follow Smartworks. Xero and stock explains exactly what goes where.
The pages in this guide
| Page | What it covers |
|---|---|
| Track stock for a product | Turning tracking on or off, what changes, and product groups. |
| Stock on hand and incoming | How on-hand, incoming and job stock are worked out. |
| Xero and stock | What passes between the stock record and Xero, and what does not. |
| Receive stock from a purchase order | Receiving, back orders, supplier bills and bill credit notes. |
| Use stock on jobs | Add Parts, Scheduler job lines, stock checks and sales credit notes. |
| Adjust and import stock | Adjust Stock, Import Stock and the Stock Type Reference. |
| How cost of goods sold is worked out | Cost prices, month locking and product issues. |
| Stock limitations | What the stock system does not do, and the workarounds. |
See also
- Products and Services - the screen where you see each product’s stock.
- Purchase Orders - where stock comes in from your suppliers.
- Xero and stock - read this before you compare Smartworks with Xero.