Use stock on jobs
How parts added on site or in the office come off stock, and how returns go back.
Stock comes off hand the moment a product is saved on a job, whether a team member adds it with Add Parts on the mobile app or the office adds a line in the Scheduler. Invoicing the job does not move stock again. Changing or deleting the line changes the stock to match.
Add parts on the mobile app
Step by step: add parts to a job
- Open the job and tap Add Parts.
- Tap Add Product.
- Tap a product group, or All, and find the product.
- Tap the product.
- Set the quantity.
- Tap Save.
Each product becomes a material line on the job, and its quantity comes off hand straight away. The job screen covers the rest of Add Parts, including Add Travel.
Add materials in the Scheduler
In Invoicing, click + Add line under a job’s table and choose a product. The line takes stock off hand as soon as it saves. Changing its Quantity changes the stock. A negative quantity puts stock back on hand.
When a quote is turned into a job, its product lines become material lines on the job, and take stock off hand in the same way.
Stock checks
With Ensure Products are in stock switched on, picking a tracked product that has no stock on hand shows Cannot add product, there is insufficient stock, and the product is not added. Turn the checks on in Product settings, separately for the mobile app and the Scheduler.
The check looks only at whether the product has any stock on hand when you pick it. It does not compare the quantity you then enter, so a line can still take on hand below zero. Untracked products, quotes turned into jobs and purchase orders are never checked.
Removing parts from a job
Deleting a material line puts its quantity back on hand. In the Scheduler, tick the line in Invoicing and click Delete selected transaction lines.
Deleting a purchase order line that was already received takes it off the job but keeps the purchase. Smartworks treats it as an order for stock instead, so the received quantity goes to on hand.
Sales credit notes return stock
Issue Sales Credit Note creates the credit note in Xero and adds every product line on it back to stock on hand, as a Sales Credit movement. Smartworks does this for any product line, whether or not the goods actually came back.
If you are crediting an overcharge rather than returned goods, take the quantity back off afterwards with Adjust Stock.
A sales credit note is not linked to a job, so it does not change the job’s lines or its cost of goods sold.
See also
- The job screen - everything else on the mobile job, including Create PO.
- Invoicing - the Scheduler screen where job lines are added and corrected.
- Product settings - switch the stock checks on or off.
- How cost of goods sold is worked out - what the parts you use cost each month.