Inventory
Track on-hand stock per operation — credited by approved purchase orders, depleted automatically when jobs are approved.
Inventory tracks how much of each material you have on hand, per Operation. Stock flows in when purchase orders are approved and flows out automatically when the jobs that used the material are marked Approved — with manual adjustments, transfers, and a full transaction history to keep the numbers honest.
Note: Inventory requires a Premier subscription and can be switched on under Settings. The Inventory Tracker requires Plus or Premier.
Make an item inventoried
Only items you opt in are tracked. Edit an item in your Items catalog and, in the Purchasing section, check Inventoried. From then on, that item participates in the on-hand ledger. Nothing changes for items you leave unchecked.
The Inventory page
Open Purchases > Inventory. Pick an Operation to see that division's stock, or choose Global Inventory Report to see totals across all operations. Each item row shows:
- On hand — total quantity in stock.
- Held — quantity reserved but not yet consumed.
- Available — on hand minus held.
If the list is empty, that's expected at first: items appear here once a purchase order is approved or an inventory adjustment is recorded.
How stock moves
- Purchase order approval (in) — when a PO is approved, each line for an inventoried item credits on-hand stock in the PO's operation. See Create & Approve Purchase Orders.
- Job approval (out) — when a job is marked Approved, the inventoried materials used on it deplete automatically from the job's operation. Depletion uses the actual quantity recorded on each line (falling back to the estimated quantity if no actual was entered), so entering accurate actuals at completion keeps inventory accurate too.
- Manual adjustments — each row has Add and Deplete actions for corrections, shrinkage, or opening balances. Enter a Quantity and optional Notes.
- Transfers — the Transfer action moves quantity from one operation to another: pick a Destination operation and a quantity.
Every movement is recorded. Click History on a row to open the Inventory Transactions dialog — every movement for that item in that operation, newest first, with the type (PO receipt, Manual add, Manual deplete, Transfer in, Transfer out, Job depletion), the change, and the running total. There is also an inventory transactions report under Reports for the same ledger across items.
Item Units (rolls)
Some materials — sod, fabric, wire — are easier to manage as individual rolls than as one pooled number. Enable Item Units on an item (edit the item, Purchasing section), then use the View toggle on the Inventory page to switch between Pool and Item Units. In the Item Units view you can:
- Add Roll — record a roll with a Label, Quantity (linear), Warehouse, and optional Bin.
- View Rolls — expand an item to see each roll, its location, and quantity. Open a roll to move it, adjust its quantity (notes required), fill in custom fields, review holds and movement history, or archive it.
Rolls arriving on a purchase order are received through the PO's Receive Item Units dialog after approval.
Inventory Locations
Purchases > Inventory Locations is where you define the physical places stock lives: click Add Warehouse + to create a warehouse, then + Add Bin to add bins inside it. Warehouses and bins are used when adding, receiving, and moving rolls. You can rename either, and delete a bin (permanently) if it's no longer needed.
Inventory Tracker
Purchases > Inventory Tracker answers a different question: what will today's scheduled visits use? Pick an Operation and a Date to see two sections:
- Expiring — items that expire at the end of the day (sod, for example), showing the quantity to be used today. Items opt into the tracker with the Include in Inventory Tracker flag; uninventoried tracker items appear here.
- Static — longer-lasting inventoried items, showing today's usage plus the running on-hand at the end of today and tomorrow.
Use the Add inventory action to top up stock directly from the tracker. If line items on today's visits belong to a different operation than the one you're viewing, a banner lets you know so nothing hides behind the filter.