Stock on hand and incoming

How Smartworks adds up a product's stock movements into on-hand and incoming quantities.

Overview

Smartworks does not store a stock count. It stores every stock movement for a product, and adds them up whenever you look. Quantity on hand is what you hold now. Incoming is what is on order from suppliers and not yet received. Stock bought for a job goes straight to that job when it arrives, so it never sits in on hand.

Purchase orderAdds to Incoming

Receive

On handQuantity on hand

Add Parts, job lines

JobTakes off on hand

The two quantities, and what moves stock between them

Where you see the quantities

Products and Services lists On Hand and Incoming for every product.
Product Details shows Quantity on hand and Incoming, and the stock movement list with the running On Hand and Incoming for each movement.
In the Scheduler’s Select Product list, hover over the information icon beside a product to see O/H and Inc.
The Stock On Hand report values what you held at the end of each month.

How each movement counts

Movement, as the stock list names it	On hand	Incoming
Purchase Order, a line on an order		Adds what was ordered
Receive Goods, the receipt		Takes off what was received, up to what was ordered
Transfer, made with each receipt	Adds what arrived
Material, used on a job	Takes off what was used
Cancelled, the rest of an order you back ordered		Takes off what did not arrive
Adjustment, from Adjust Stock	Adds or takes off
Opening Balance, from Import Stock	Sets the quantity	Sets the quantity, if the file has one
Sales Credit, a sales credit note	Adds the credited quantity
Bill Credit, a credit note to a supplier	Takes off the credited quantity

Click the information icon beside Type in the stock list to open Stock Type Reference, which describes each kind of movement in the app’s own words.

Opening balances reset the count

An Opening Balance sets the quantity as at its date. Smartworks counts only the opening balance and the movements dated on or after it. Anything dated earlier, such as a back-dated adjustment, no longer changes the quantity. This is what makes Import Stock work as a stock count.

Stock bought for a job

A purchase order line with a Job on it is bought for that job. When you receive it, Smartworks records three movements together: the Receive Goods receipt, a Transfer into on hand, and a Material use on the job for the quantity ordered. On hand goes up and straight back down, so the goods are allocated to the job. If more arrives than was ordered, the extra stays in on hand.

Smartworks does not keep a separate “allocated” figure. Stock is either on hand or used on a job.

Negative stock

Quantity on hand can go below zero. This happens when parts are used on jobs before the purchase order that brings them in is received, or before you have loaded an opening balance. Smartworks allows it unless you switch on the stock checks in Product settings.