Track stock for a product
Choose which products Smartworks counts stock for, and leave services and sundries out.
Every product from Xero is tracked in Smartworks unless you switch tracking off. A tracked product shows its stock on hand, its stock movements and its value in the stock reports. Switch tracking off for anything you do not count, such as labour, call-out fees or consumables.
Step by step: turn tracking on or off
- Click Products and Services in the header.
- Find the product with Search, or tick Non-Tracked to list the products you do not track.
- Click the product to open it in Product Details.
- Click the Tracked? switch.
The change saves as soon as you click. You can also change tracking from Stock Product Issues, which lists products whose stock records need attention. See How cost of goods sold is worked out.
What tracking changes
| Tracked | Not tracked | |
|---|---|---|
| Quantity on hand and Incoming | Shown | N/A |
| Stock movement list in Product Details | Shown, with Adjust Stock | This product is not being tracked. Enable tracking to view stock movements. |
| Ensure Products are in stock checks | Applied | Never applied |
| Stock on hand report | Included | Left out |
| Cost of goods sold | Counted | Only with Include Non-Tracked ticked |
Smartworks still records stock movements for a product while it is not tracked, for example when it is used on a job or received on a purchase order. If you switch tracking on later, its history and quantity on hand are already there.
Excluded from COGS
Excluded from COGS, beside Tracked?, leaves a product out of the cost of goods sold report while still tracking its stock. Use it for products you hold but do not want in your job costs. It also means a purchase order for that product does not hold a COGS month open.
Product groups
Product groups are named sets of products. They help your team find a product when adding parts on the mobile app, and you can filter Products and Services by Product Group. A product group has no effect on stock: it does not hold its own quantity, and a product can be in several groups.
Products deleted from Xero
Stock belongs to the Xero item, not to its code. When a product is deleted from Xero, its stock records stay in Smartworks and it shows Deleted from Xero. Tick Deleted in the product filters to list these products. If you delete an item in Xero and create it again with the same code, Xero gives it a new identity, so the old stock does not follow it.
See also
- Products and Services - the full Product Details screen and its filters.
- Product settings - stop tracked products with no stock being added to jobs.
- Stock on hand and incoming - how the quantities for a tracked product are worked out.
- Products in Xero - which product details come from Xero.