Workforce tracks how many of each part is held in every van and warehouse. When engineers record parts on a job, the stock comes off the van straight away. This article covers the routine tasks that keep those numbers accurate.
How it works
Every van, and any warehouse, is set up as a Store.
When an engineer adds a part on a job's Parts Used tab, they choose which store it came from. That quantity is taken off that store.
If a part on a visit report is later changed or removed, the stock is adjusted to match.
See what needs restocking
Go to Reports → Stock Replenishment Report.
The report lists each product that has a Min Stock level, with how many are needed to bring it back up to that minimum.
Use the store filter to look at one van or several.
Click a product to see which vans are below their minimum.
Click Download CSV for a picking list or a purchase order list.
Only products with a Min Stock level appear on this report. See "Set minimum stock levels" below.
Restock a van
Go to Stores and open the van.
Under Store Stock Levels, click the pencil icon next to the product.
In Quantity, enter the new total now on the van, not the number you've added.
Example: there were 3 on the van and you've loaded 7 more, so enter 10.You can also update the Location (for example a shelf or bin) and the Min Stock.
Click Save.
If the product isn't on the van yet, click Add Product To Store, choose the product and enter how many are on the van.
Move stock between vans or from the warehouse
There's no transfer option, so update both stores:
Lower the quantity on the store the parts came from.
Raise the quantity on the store they went to.
Do a stock count
Count what's physically on the van.
Open the van in Stores.
For each product, click the pencil icon and enter the counted quantity as the new total.
Use Download CSV on the store's page, if you have it, to print a count sheet of what Workforce expects to be on the van.
Set minimum stock levels
Open the van in Stores.
Click the pencil icon next to a product.
Enter the Min Stock, which is the lowest number you want on the van before it's flagged for restocking.
Click Save.
Each van can have its own minimum for the same part.
Check one part across all vans
Go to Products and open the product to see how many are held in each store.
Remove a product from a van
Click the bin icon next to the product on the store's stock list. If an engineer later books that part against the van, it will reappear.
Tips for accurate stock
Choosing the right store matters. If a part is booked against the wrong van, correct both vans' quantities using the pencil icon.
The Parts Used tab can't make engineers add parts. Marking the tab as mandatory still lets an engineer finish a job without adding any. To make engineers confirm either way, add a mandatory Yes/No question to another tab, such as Completion Questions, asking: "Have you recorded all parts used on this job?"
Count regularly. A monthly count of each van catches parts that were used but not recorded.
Who can manage stock
Users whose permissions include Stores can view stock levels. To change them they need write access to Stores.
Adding or editing products needs the Products permission.
Your admin can change these permissions on each user.