Inventory Guide

Overview

Inventory control enables you to track the quantity of stock at the various locations in the business, including warehouses or vans. Once enabled Ascora will track stock transfers, stock received and stock used on Jobs. Stock Takes can also be performed regularly for the inventory locations to ensure the levels in Ascora are accurate.

Enabling Inventory Tracking

By default in Ascora Inventory tracking is not be turned on. To start tracking stock levels Inventory Tracking will need to be enabled.

Inventory Tracking can be enabled under Administration → Defaults.

Note: Once Inventory Tracking is enabled additional options will be displayed under the Inventory Menu (and also in the Supplies themselves).

Once Inventory Tracking is enabled you will want to:

1. Create Stock Locations for the places you will store and track inventory

2. Set the Default Stock Locations for the Users who will be working with inventory (both for the mobile team and in-office).

3. Perform a Stock Take for the Stock Locations to have the starting balances correct for the current Inventory.

4. Create Stock Adjustments for minor corrections to stock for a particular Supply.

Creating Stock Locations

New Inventory Locations can be created under Administration → Inventory.

5. Click + Add New

6. Enter the Name of the new Inventory Location.

7. Once all necessary Locations have been created, click Save.

Assigning Stock Locations to Users

Ascora allows you to associate a Stock Location with a User. When they are performing inventory actions, the selected location will then be defaulted to the specified one. For example, you will want to set the Stock Location to the Van driven by a particular tradesman.

1. Navigate to the Users under Administration → Users.

2. Select the related User for which we want to set the Stock Location.

3. In the Details area select the Stock Location for the User.

4. Click Save.

Note: When Jobs are being completed on the Mobile Apps, the Stock used on the Job will automatically be taken out of the default Stock Location.

Performing a Stock Take

Stock Takes are used to correct the quantity of Supplies at a particular Location. Each Stock Take is performed for a single Location. Once that Stock Take has been committed, stock adjustments are created for each of the Supplies to set the current Quantity to the counted Quantity.

Note: Stock Takes in Ascora are performed for a location in its entirety. This means that whatever counted quantity is entered will become the Stock on Hand quantity once the Stock Take is committed. If the Counted Quantity is zero for any items the Stock on Hand for those Supplies will be set to 0. In other words, it is not possible to do a partial Stock Take which only adjusts the Supplies counted – any items on the counted list will be set to zero.

1. Navigate to the Stock Takes area under Inventory

2. Click + New.

3. Select the Stock Location and Click Commence Stock Take.

Creating Stock Adjustments

Stock Adjustments are corrections to the Stock on Hand at a particular Stock Location. They allow you to increase or decrease the quantity of stock at a particular Stock Location.
To create a Stock Adjustment for an item:

1. Navigate to Inventory → Supplies.

2. Search and open the Supply Details.

3. Open the Stock Levels tab and click Stock Adjustment

Note: If you do not see the Stock Levels tab, Inventory tracking is not enabled in your Ascora account.

4. Enter the Quantity for the Supply at each of the Stock locations. This quantity is the quantity that should exist at the location (in other words it is not the extra amount but rather the final amount right now which can be higher or lower than what exists). If necessary you can also adjust the Unit Cost – this will affect the Weighted Average Value of the Stock if additional stock is added.

5. Click Update Stock Levels to save the changes.

You will note the Stock Levels have adjusted to the entered values.