Let’s get started!
How you manage parts in Service Geeni depends on whether you need to hold and track physical stock, purchase specialist items when required, or simply record one-off costs.
Before creating your Stock Records, it’s useful to understand the different ways parts can be handled.
Understanding Your Stock Options
There are three main ways to manage parts:
Stock Items: Use Stock Items for parts that you regularly hold in stock, such as within a warehouse or engineer’s van.
These are suitable when you need to actively manage quantities and stock levels.
On-Demand Items: Use On-Demand Items for less frequently used or specialist parts.
These allow you to maintain a record of the part without routinely holding quantities in stock.
Miscellaneous Items: Use Miscellaneous Items for one-off or ad-hoc purchases where you only need to record what was purchased and the associated cost.
If you don't need to maintain a full Stock Record or track quantities of an item, a Miscellaneous Item may be sufficient.
Note: If you only hold a small amount of stock, you don't need to create Stock Records for everything you may purchase. Use Stock Records for the parts you need to actively manage and Miscellaneous Items for one-off purchases.
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.
Creating a Stock Record
When creating a Stock Record, focus on the information needed to identify, price, purchase and manage the item.
You can create one by clicking the Add New Stock Item button.
This opens the Stock Record window.
Start by entering the basic information for the part:
SKU: Enter a unique reference that identifies the part.
Description: Add a clear description so users can easily identify the item.
Serial Number Tracking: Enable this where individual items need to be identified and tracked by serial number.
Keep your Stock Records clear and consistent so that parts can be easily identified when they are required elsewhere in Service Geeni.
Enter the appropriate Cost Price and Selling Price for the item.
Your SA Code and PA Code should be provided via your existing system defaults, where they have already been configured. This helps keep the financial treatment of your stock consistent without requiring these values to be manually selected each time a Stock Record is created.
Add the supplier you normally use to purchase the item.
Set the appropriate supplier as the Primary Supplier.
Additional suppliers can be recorded as required, but for a straightforward stock setup, you only need to maintain the supplier information relevant to how you purchase the part.
If you physically hold the item in stock, use a Default Bin Location to identify where it is stored.
A bin location helps users find the item and supports stock management processes such as Stock Takes.
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.
Note: You don't need to create a complicated bin structure if your business doesn't require one. A simple/default location can be used to keep your stock organised.
Saving the Stock Record
Once you've entered the information you need, Save the Stock Record.
The part is then available for use within the relevant stock and job processes in Service Geeni.
Related Articles
.