Let's take a look at Stock Parts and what they involve.
In Stock Records, you can manage your Stock Parts, Miscellaneous items, and On-Demand items.
What is the difference?
A Stock Item is something you keep in stock and probably use often.
On-Demand items are made available upon request. These items are not kept in stock, so you don’t need to maintain a physical inventory. This approach is common in "print-on-demand" business models, where items such as t-shirts, mugs, or posters are produced and shipped only after a customer has purchased them.
They might have a limited shelf life or be expensive to store. There are often too many variations to keep in stock, and you may not know when they will be needed.
Miscellaneous items are things you use often, but the price changes regularly.
You might keep some in stock but not all variations, or you may not store large quantities. However, you may keep a base inventory of these items or types. For example, you might list a general category like "Screws" without specifying each type. You can adjust the price as needed for one-off sales.
Getting There
Stock Records can be accessed by:
Select the Stock menu.
Then, Stock Records.
This shows a list of all current Stock Items held in the system.
Using the filter, you can search for any stock you want to review.
When using multiple branches in Service Geeni, keep in mind that the nested grid will not be visible when you are in the All Branches view. This is because the stock records are specific to the branch you are currently viewing.
You can change the branch view by clicking the down arrow to the side of the currently selected branch.
This opens a list of all your branches for you to choose from.
Now that you're here, let's get started!
Navigating Stock Records
The Stock Record screen is split into the following areas:
Sub-modules
Action Tray
Search Field
Stock Details (+)
Stock Record Details (SUK)
Add New Stock Item
Sub Modules
The Stock Record module holds tabs for several sub modules:
On Demand Parts
Kit Parts
Part Requests
Reservations
Pick, Pack and Dispatch
Pick List
Pack & Dispatch List
Action Tray
On a record, you have the Action Tray where you can perform additional tasks such as editing, reserving stock and uploading documentation.
To the left of each item is the Action Tray icon, which houses several options:
Edit using the pencil icon.
Here, you can Archive the item. 
Stock Reservation for the item. 
To raise a click on Purchase Order / Raise PO.
Stock Transfer 
Manually Issue Stock
Manually Receipt Stock
Upload Documents: You can upload any documentation for the part, for instance, a brochure or spec sheet. 
Search For an Item
You can search for a part using the keyword and search filters and then select a part from the list to apply as the superseding part.
By Location of Stock
Click the ellipses next to Select Location.
Select to show only parts from a van location if your engineers carry van stock.
Stock held at other locations will show any stock held by your engineers.
Select Van Location
Stock Details
Here, you can expand the details for the stock item by clicking on the plus icon.
The Item Information section provides details about items that are on order for your branch or other locations. This includes information about your engineer's van stock and items ordered for another branch if you are using multiple branches in Service Geeni. It also includes data on quarantined items and the last received date.
Movement into Stock can be expanded to show details of the stock item that has been received into the system. Receipt no, GNR Movement type, Bin no.
Movement Out of Stock can be expanded to show details of the stock item that has been used in the system.
Work in Progress can be expanded to show details of the stock item that are currently booked to be used on Jobs.
Alternative Part Numbers can be expanded to show details of other parts in the system that can be used if the primary part is out of stock.
Stock Record Details
Clicking an item's SKU number opens up the Stock Record window, where you can view and edit its details.
The Action Bar on the left contains:
Manually Receipt Stock
Manually Issue Stock
Transfer Stock
Raise PO
Reserve Stock
Archive
Here, you can also Upload Documents, Edit, access the Audit log, and Close the stock record.
Add a New Stock Item
Creating new stock items couldn't be easier.
You can create one by clicking the add new button.
This opens the Stock record.
Fill out all the fields to complete the record.
We will now cover each section and how to fill it out.
General Information
Several fields have user-managed lists to help you categorise the part further. These fields can also be used for reporting purposes.
SKU And Description: The SKU will be the part number for this item in the system.
Barcode: You can enter one if you know it.
PI Variance: PI Variance (Perpetual Inventory Variance Notification Threshold) will alert you if there is a difference between the actual stock take versus the on hand amount, e.g. if the variance % is set to 10% if the actual total was 20 and the on hand was 25 then this would raise a notification.
You can choose a number between 0 and 100, this is your percentage.
The perpetual inventory Variance Notification Threshold allows you to set a value for variation in stock level when using the Pick, Pack and Dispatch module.
Product Group: This field allows you to group similar parts.
You can select one from the list via the ellipses.
You can edit an existing group via the Action Tray.
Alternatively, you can click Add to create a new Product Group.
Enter a Name andDescriptiono, and click Save.
Profile: This field allows you to specify a second field to help categorise the item. These are managed in the same way as Product Groups and can add an extra level for reporting.
You can select one from the list via the ellipses.
You can edit an existing group via the Action Tray.
Alternatively, you can click Add to create a new Product Group.
Enter a Profile Code and Description and click Save.
Superseded By: This field allows you to select a part that replaces or supersedes the current one. This field is typically not required when creating a new part. You can use this field when editing an existing part that has been replaced by another part already in the system.
Once you click the ellipsis, a parts list will open.
To find a part, you can use keywords and search filters, then choose a part from the list to designate as the superseding part.
You can also add a new Stock Item via the button.
Product Ref: This field is a text entry field and can be used to store any additional product details you need to capture.
Item Weight Unit: The Weight Unit field is another user managed list that allows you to select one or create a new one if required.
If you are creating a new one, enter a name and description.
The ellipsis will open a list of Weight units, these can be edited or removed via the action tray.
Item Weight: Item weights are optional but can help to store additional information if needed.
This is helpful to know for onward shipping costs or storage requirements.
Make sure you have the correct Weight Unit selected.
Commodity Code: The Commodity Code can be used to store the relevant code for the item if it is being imported or exported from the UK.
Stock Item Type: There are 2 for Stock Item Types; these help you manage how the stock is managed:
Item Held In Stock
On Demand Item
Item Held In Stock: The default for creating new items is set to Item Held in Stock. You can change this setting if the item you are creating will be listed as an on-demand item and not typically in stock.
On Demand Item: These items are not normally carried in stock. This allows you to view these items in a separate list if needed.
Expiry Date: By ticking the box, you can set an expiry date for an item.
When this is enabled, the person receiving any orders for this part is required to enter an Expiry Date for each item.
This is useful for stock items with a limited shelf life, as you can ship the oldest items first.
Enable SN: When Enable Serial Number is engaged, upon receiving a stock part, you must enter the serial number.
Stock Image: The image field lets you upload a file to represent the item.
To select an image, click change.
Then, locate it on your device.
Click to upload it.
The image can be deleted or changed if required.
Warranties
Here, you can add the warranty details to a Stock Item or Part.
Customer Warranty
Customer Warranty allows you to provide a warranty to your customers.
You can set the warranty Duration in Days, Weeks or Months.
Then, type in a duration or use the up and down arrows.
Charge Codes can also be assigned here.
Click on the ellipses to choose one from the list, or click the +Add button to create a Customer Warranty Charge Code.
This will be used to assign the costs for any warranty claims your customer makes on the part.
Supplier Warranty
This is the warranty provided to you by your supplier for a particular part.
Fill in the provided warranty period.
Select the Duration from Days, Weeks or Months.
Then, type in a duration or use the up and down arrows.
You cannot add new Supplier Warranties, as they are defined by your supplier.
Financial
In this section, you can add any financial information for the item.
Prices
You can enter an appropriate value for each of the three fields:
Cost Price: This is the price an item costs you, which is useful for reporting on markup and profit.
List Price: This is the base price, the price a customer sees and would pay before any discounts or special pricing have been applied.
Selling Price: This is the price your customer pays, which can be lower than the list price due to discounts and special pricing.
Cost and selling prices will pull through into the financial breakdowns of jobs when this part is used.
Analysis Codes
Sales and Purchase Analysis Codes ensure that when items are purchased or sold, the transactions are posted to the correct nominals for your accounting package.
You can select a Code from the list or create a new one via the Add button.
Do this for all three fields: SA Code, PA Code and VAT Code.
Next, you have the Sales ODG field: The Sales Order Discount field allows you to specify a discount group for the item.
You can select one from the list or create a new one via the +Add button.
Creating a new one.
Add a name and description for the group.
Select a Sales Order Discount Group
Location
Here, you can specify where the item is located by branch/Van and country.
Branch/Van No: This field specifies where the item is located
Click on the ellipses to choose a branch from the list.
Country: This is predominantly used as the country of manufacture; it is sometimes needed for certain reports.
Click on the drop-down to specify a country of origin for the part.
This is optional, but you can make a selection from the list if needed.
Enable Last Usage Check No: If this feature is enabled, when an engineer books this SKU to equipment using a PDA, the system will check if that SKU has already been booked within the specified number of months (Months to Check). If a prior booking is found, a notification will be sent to the device, alerting the engineer about the existing booking. This ensures that engineers are aware of any potential issues or overlaps with the stock items they are managing.
You can enable the toggle with a simple click.
Then, enter a period to check in months.
Notes: You can add any notes in the Notes field related to the item.
Create Stock in All Branches
If you have multiple branches set up in Service Geeni, you can create the stock item in the All Branches view.
This will allow you to select a default bin from all the bins available across all your different branches.
You can also choose to add multiple Bin locations further down the page.
Suppliers
The Suppliers panel allows you to specify Primary and secondary suppliers.
A primary supplier is mandatory, whereas a secondary supplier is optional.
You can also add supplier part numbers and other information if you need them via the Add button.
Branch Specific Prices
The Branch Specific Prices panel lets you set different prices per branch (if you are using multiple branches).
You can create these specifications by clicking Add.
Then, select the Branch from the list.
Set the cost and selling price for that branch.
You can simply repeat the steps for each branch that will have different pricing.
Alternative Parts
This panel allows you to designate alternative parts in the system that can be used if the primary part is out of stock.
The alternative parts tab identifies any parts that have been marked as alternatives within the item record.
In this grid, you can view the part numbers of any alternative options and check the stock levels for each one.
Click Add, then choose a part from the list.
Repeat the steps for all alternative parts for the item.
Bin Locations and Re-Order Points
The Bin location section lets you specify where to store the item.
The Branch or Van number is set to the branch where you are creating the item.
You can create a new Bin via the Add button.
In the Branch/Van No. and Bin Location field, click the ellipsis to select one from the list.
If you are adding a new Bin Location, click Add and enter a bin number and description.
Select from the ellipsis if this is a bin for a specific van.
You can also toggle the switch if this will be a quarantine stock location and add a barcode number for the bin if you are using barcodes for bin locations.
Click to save and then select the default bin to apply it.
Re-Order Points
Re-order points are useful to help you manage your stock so you don't get caught short.
Saving your Stock Record
When you have finished filling in all the details for the stock item, scroll to the top and click Save.
The new part will be listed on the Stock Records page.
If you need to make any changes, you can easily edit it via the Action Tray.
Congratulations! You have created a Stock Record.
On Demand Parts
Coming Soon
On-demand parts are components that are produced or supplied only when needed, rather than being kept in stock. This approach helps reduce inventory costs and ensures parts are available when required for specific repairs, production, or orders.
Kit Parts
Coming Soon
Kit parts are individual components packaged together as a set, typically for a specific assembly, repair, or task. They provide all the necessary parts needed for a particular project.
Part Requests
Part Requests allows you to notify your Stock team about upcoming jobs and the required parts in a simple and straightforward manner. This feature is integrated throughout the system, covering Jobs, Quotes, Sales Order Quotes, and Sales Orders.
Reservations
From within a Stock Record, you can click on Reserve Stock and add it.
To do this from the Action Tray, click on the Stock Reservation icon.
In the Stock Reservations window, fill in all the appropriate fields.
Quantity to Reserve from On-Hand: Here, you can enter the amount of the stock to reserve.
A reserve quantity must be entered for either Reserve from On - Order or Reserve from On - Hand.
Serial Number: This field will be pre-populated; however, if you change the branch, then you can change these details.
Pick List, Pack & Dispatch
Pick, Pack and Dispatch allows you to easily Pick, Pack and dispatch Stock Parts.
Picking list, packing list, dispatch and everything surrounding it like Dispatch notes.
Managing Stock
Earlier in the Article, we spoke about the Action Bar within a record. Here, we will look at each section in a bit more detail.
You can get there by clicking on the SKU link.
The stock item will open a popup with more information for the items on order, including quantities, order numbers, dates, Job or Sales order numbers and Supplier info.
Manual Stock Receipt
A manual stock receipt is essentially you telling the system that you have received an SKU item, the quantity of it, and where it is located.
- Click on the Manual Stock Receipt Icon to open the editor.
Manual Stock Issue
Manual Stock Issue will (as it suggests) manually issue out or release the stock you select. It is a way of keeping the stock numbers updated.
- You can open it via the Manual Stock Issue icon.
@GM
Stock Posting and Issue stock are different things
Stock Posting: The act of recording inventory transactions (e.g., receiving or transferring stock) in the system.
Issue of Stock: The process of removing stock from inventory for use, sale, or distribution.
Essentially, posting updates records, while issuing moves the physical stock.
Stock Transfer
The Stock Transfer function enables the movement of stock items from one location to another. For example, it allows you to transfer stock from a branch bin to an engineer’s van bin and vice versa.
Clicking the Stock Transfer icon will open the New Stock Transfer window.
You can easily re-allocate stock with the Stock Transfer option (also known as Stock Movement).
New Stock Transfer
Completed all the fields.
In the Stock Transfer module, you can view a list of transfers that have occurred and also create new ones.
Purchase Order / Raise PO.
You can raise a PO via the Action Bars Raise PO button.
The Add New Purchase Order screen will open.
After filling in the necessary details, click Save.
This will add the PO, you can then:
Raise Purchase Order.
Or Save As Draft.
Reserve Stock
Allocating to Stock
@Jo I don't understand this/ where do i find it?
If allocating to Stock, you just need to select the quantity.
When the order is received, the stock will be allocated to the identifiers you specified.
The Action Tray also allows you to view any reservations that have been made for the stock item.
This will show quantities, dates and what the reservation is for – for example, a job or sales order.
Typical data shown here includes
Receipt Numbers
GRN Numbers
Movement Type
Dates
Quantities
Pricing
@Jo, not sure what this section is?
This is a big article to drill down see each individual article for xxxx