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The Stock Record module allows for the creation and management of stock parts and other functions, such as Part Requests and Reservations.
Getting There
Stock Records can be accessed via the Stock menu and selecting Stock Records.
This shows a list of all current Stock Items held in the system.
Multi-Branch User
When using multiple branches in Service Geeni, keep in mind that features like 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.
Navigation
The first tab displayed is Stock Records, displaying all the stock items held in the system. The other tabs are covered in detail in separate articles.
To the left of each stock item listed is the Action Tray
Any columns that have coloured totals are clickable and can give further information on the stock record.
For instance, stock count shows any receipts and information about the purchase of the item.
Clicking on the part number takes you into the stock item record, where you can edit or use the action tray functions from within the page.
Nested Grid
To the left of a record, you can expand its details by clicking on the plus icon.
Within each section, you have some options:
The columns can be edited (displayed or hidden) and data exported using the Down Arrow located on the header row.
Selecting any applicable field links will open a pop-up with more information for the items on order.
Item Information: This 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: This displays any stock that has been received into the system.
Movement Out of Stock: This displays any stock that has been used or transferred within the system.
Work in Progress: Shows details of the stock items that are currently booked to be used on Jobs.
Alternative Part Numbers: This section shows details of other parts in the system that can be used if the primary part is out of stock.
Add a New Stock Item
You can create one by clicking the Add New Stock Item button.
This opens the Stock Record window.
General Information
In the SKU and Description, enter a SKU number and a description; these are commonly shown to customers on documentation going outbound (e.g. job sheets and invoices).
By adding a Barcode, you can scan to search for parts on the mobile app.
The PI Variance feature is only relevant when used with Service Geeni's pick, pack and dispatch functionality.
You can choose a number between 0 and 100; this is your percentage.
Several fields have user-managed lists to help you categorise the part further. These fields can also be used for reporting purposes:
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 and Description, 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, which 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
Warranties can be set up for the customer or supplier.
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.
A Supplier Warranty 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
Enter a value in each field as appropriate for the following:
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.
The Sales ODG (Sales Order Discount) field allows for the selection of a discount group for the item. Select the Ellipsis to select a group or select Add to create a new group.
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
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
The Alternative Parts panel allows you to specify other parts in the system that could be used if this part is not in stock.
Click Add, then select a part from the list.
Use the filters or keywords where needed to narrow the item search.
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 the 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.
The next step is to bring in your stock and check out Manual Stock Posting.
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