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Consumable stock

Consumable stock

Overview

The Stock screen answers the storekeeper's daily question: how much of each consumable is in each storeroom, what it is worth and what is running out. It is also where stock is corrected when the physical count does not match the system.

Each row is one consumable in one location: the same toner can have 14 units in the Main Office and 3 in the Data Center, each with its own reorder point.

How to get there

Consumables > Stock

Direct URL: /Consumables/stock

Key concepts

Term Definition
Quantity on hand The available quantity of a consumable in a location. It is never negative.
Average cost The weighted average cost of the units on hand. It is only recalculated on receipt.
Value Quantity on hand x average cost.
Reorder point The quantity at or below which the row is flagged Below minimum. It can be adjusted per storeroom.
Adjustment A correction of the stock against a physical count, breakage or an error. It is recorded in the history.

Statuses

Status When it appears
In stock There are units and they are above the reorder point.
Below minimum Stock reached or fell below the reorder point (and the point is greater than zero).
Out of stock No units remain.

The status is calculated per location, not per item: the same consumable can be In stock in the Main Office and Below minimum in the Data Center, because each storeroom carries its own reorder point. A reorder point of zero switches that storeroom's alert off: the row is never reported below minimum, however low the stock gets.

Example: toilet paper has a reorder point of 24 in the Main Office and 12 in the Data Center. With 7 rolls in the Main Office and 4 in the Data Center, both rows come out Below minimum, and both appear in the Replenishment report with their own suggested quantity - 17 and 8 rolls - because each storeroom is restocked up to its own minimum.

How to use it

Check the stock

  1. The table shows Code, Consumable, Location, Quantity on hand (with its unit of measure), Average cost, Value, Reorder point and Status.
  2. Use the search to find by code, name or location, and the column filters to narrow down by storeroom.

Adjust a stock figure

This needs the adjust permission. An adjustment does not correct the average cost, only the quantity.

  1. Right-click the row and choose the adjust option.
  2. The Adjust stock dialog shows the consumable, the location and the current quantity on hand.
  3. Choose the Adjustment type: Increase or Decrease.
  4. Enter the Quantity.
  5. Write the reason in Notes: physical count, breakage, correction. That text stays in the history and is what makes the adjustment auditable.
  6. Click Save.

If you try to decrease by more than there is, the system rejects the adjustment and states how much is actually left. Stock never goes negative.

Table columns

Column Description
Code The consumable's code.
Consumable The consumable's name.
Location The storeroom holding the stock.
Quantity on hand The available quantity, with its unit of measure.
Average cost The weighted average cost, in the company's currency.
Value Quantity on hand x average cost.
Reorder point That storeroom's restock threshold.
Status In stock, Below minimum or Out of stock.

Automatic alerts

Process Frequency What it sends Recipients
Daily replenishment sweep Once a day The Consumables that reached or fell below their reorder point, with their location and quantity Users with the manager permission who switched low-stock alerts on in My profile

The alert for a given consumable is not repeated inside 24 hours, and it travels in the same email as the Asset models' low-stock alerts: one habit, not two mailing lists.

Permissions

Action Permission
View the screen Consumables.View
Adjust stock Consumables.Adjust

Notes

  • Stock is per location: there is no single company-wide total on this screen; the stock report consolidates it.
  • The average cost only changes when new goods come in (a receipt, or a transfer received). Issuing does not move it.
  • An adjustment is just another movement in the history: it does not erase or change what came before.

Troubleshooting

Symptom Likely cause Resolution
The adjust option does not appear. The Consumables.Adjust permission is missing. Ask your administrator for it.
The system rejects the decrease. You are trying to take out more than there is in that storeroom. Check the physical count; stock cannot go negative.
A consumable does not appear in the list. It has never been received into any storeroom. Record a receipt for it; the stock row is created at that moment.
The value does not match what was paid. The average cost weights every purchase, not the last one. Check the history under Movements to see each receipt and its cost.

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