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Stock

  • guide
  • Who is this guide for?

Stock is a workshop tool designed specifically to manage stock quantities by the parts manager, this is an additional module and is not part of the core product. Please note, your r2c contract may affect this as well as user role permissions.

Table of Contents

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  • FAQs

Introduction

Used by all roles in the workshop, Stock is either utilised at the user level i.e. adding parts to jobsheets in order to carry out work, or by the management level in order to maintain the stock system.

Stock replaces i2i parts, where i2i parts is a menu only setup, Stock holds menu pricing and maintains stock quantities.

Stock consists of 4 pages, the main stock page as shown here, the Demand page, Orders, Supplier Lists and Settings.

The STOCK VALUE KPI initially displays the total value of stock, however this figure will change depending on the filters applied to the current view. 

The STOCK ON ORDER KPI is a total value of orders currently on the ORDERS page.

STOCK BELOW MIN QTY is one of the primary indicators that a stock order may be needed. This KPI is also a filter allowing the stock list to be filtered to those specific parts.

The RESERVED KPIs are also filters and will display the stock parts currently reserved/on a future jobsheet, at the status of BOOKED or ONSITE. These KPIs are only relevant if parts are loaded to jobsheets prior to being in progress.

STOCK SHORTFALLS is the primary indicator that a stock order is needed. This KPI works in conjunction with the RESERVED KPIs indicating that there is not enough stock to cover future jobsheets.  This KPI is also a filter allowing the stock list to be filtered to those specific parts.

The Stock page can quickly be turned into a STOCK TAKING page. Four additional columns are added to the stock list to enable stock taking.

Step by Step

User Configuration – In order to maintain the Stock module, additional roles are required to be allocated to the appropriate users. This does not prevent other user roles from accessing or maintaining stock but instead restricts specific processes. For further information on user roles see Managing Workshop Users The additional roles are;

• Parts Manager: General management of the Stock module e.g. carrying out a stock take and creating new parts. This role is needed for access the demand page.

• Purchase Order Authorisation: Authorises all orders, transfers and returns. These users are also required to be added to an authorisation group.

• Administrator: Although not a new role, some functions within Stock are limited to administrators such as adding new suppliers.

Supplier Lists – To see the steps taken to view or add suppliers and add parts to supplier lists, click or swipe through the 13 steps below.

Step 1 – If r2c has recently imported supplier and stock data, it can be viewed in the ‘SUPPLIER LISTS’ page.
Step 1 – If r2c has recently imported supplier and stock data, it can be viewed in the ‘SUPPLIER LISTS’ page.
Step 2 – There are two types of supplier catalogues, main suppliers of which there can be many and the Own catalogue of which there can be only one. Click the Supplier drop down list.
Step 2 – There are two types of supplier catalogues, main suppliers of which there can be many and the Own catalogue of which there can be only one. Click the Supplier drop down list.
Step 3 – Once selected, the suppliers list of parts and quantities in stock are displayed.
Step 3 – Once selected, the suppliers list of parts and quantities in stock are displayed.
Step 4 – The second type of catalogue is the Own catalogue, there is only one instance of the Own catalogue, but it can be used for a variety of reasons such as one-off purchases, refurbished parts or parts that have been fabricated locally.
Step 4 – The second type of catalogue is the Own catalogue, there is only one instance of the Own catalogue, but it can be used for a variety of reasons such as one-off purchases, refurbished parts or parts that have been fabricated locally.
Step 5 – Only Administrators can create suppliers; this can be achieved by selecting CREATE NEW SUPPLIER.
Step 5 – Only Administrators can create suppliers; this can be achieved by selecting CREATE NEW SUPPLIER.
Step 6 – The new supplier fields can now be completed before selecting SAVE AND CLOSE.
Step 6 – The new supplier fields can now be completed before selecting SAVE AND CLOSE.
Step 7 – The new supplier can now be found in the drop-down list.
Step 7 – The new supplier can now be found in the drop-down list.
Step 8 – To add parts to a new supplier, an existing supplier or the Own catalogue the user must be a Parts Manager. Click ADD NEW PART.
Step 8 – To add parts to a new supplier, an existing supplier or the Own catalogue the user must be a Parts Manager. Click ADD NEW PART.
Step 9 – The part can now be built up or amended on the Part Details tab. The fields highlighted here are the mandatory fields, all other fields are optional and for information only.
Step 9 – The part can now be built up or amended on the Part Details tab. The fields highlighted here are the mandatory fields, all other fields are optional and for information only.
Step 10 – After the part details are complete, a stock record is also required, this can be one of three types; Owned Stock, Impress Stock or Customer Stock. To select the stock type, click the Create Stock Record tick box.
Step 10 – After the part details are complete, a stock record is also required, this can be one of three types; Owned Stock, Impress Stock or Customer Stock. To select the stock type, click the Create Stock Record tick box.
Step 11 – The information entered on the stock record is optional however as these fields do interact with the stock system and they are recommended fields. Click SAVE AND CLOSE.
Step 11 – The information entered on the stock record is optional however as these fields do interact with the stock system and they are recommended fields. Click SAVE AND CLOSE.
Step 12 – Parts can be amended or monitored by first locating the part and clicking on the part description.
Step 12 – Parts can be amended or monitored by first locating the part and clicking on the part description.
Step 13 – Any of the fields can be amended except for the Supplier and the Part Number.
Step 13 – Any of the fields can be amended except for the Supplier and the Part Number.

Creating Purchase Orders (POs) – To see the steps taken to create a PO from different locations, click or swipe through the 8 steps below.

Step 1 – The first example of creating an order is where a part has been added to a jobsheet however there is insufficient stock, the user will be prompted to Create Parts Order, this prompt only occurs when there is no order for the same part in progress on the system.
Step 1 – The first example of creating an order is where a part has been added to a jobsheet however there is insufficient stock, the user will be prompted to Create Parts Order, this prompt only occurs when there is no order for the same part in progress on the system.
Step 2 – The second example is where the parts manager has identified a shortfall and has selected Create Order from the Part Record, unlike the jobsheet order more function where the requirement is auto infilled, a quantity can now be selected.
Step 2 – The second example is where the parts manager has identified a shortfall and has selected Create Order from the Part Record, unlike the jobsheet order more function where the requirement is auto infilled, a quantity can now be selected.
Step 3 – The third and final example is where an order is created from scratch. From within the ORDERS page Click CREATE ORDER.
Step 3 – The third and final example is where an order is created from scratch. From within the ORDERS page Click CREATE ORDER.
Step 4 – The Purchase Order (PO) can now be completed by first selecting the supplier from the drop-down list on the left and then ADD ITEM on the right.
Step 4 – The Purchase Order (PO) can now be completed by first selecting the supplier from the drop-down list on the left and then ADD ITEM on the right.
Step 5 – There are two ways items can be added, by typing in the part number before selecting the part from the drop-down list or by using the QR code. Ensuring the quantity and unit cost are correct, Click SAVE AND CLOSE.
Step 5 – There are two ways items can be added, by typing in the part number before selecting the part from the drop-down list or by using the QR code. Ensuring the quantity and unit cost are correct, Click SAVE AND CLOSE.
Step 6 – Before saving this PO, additional parts can be added providing the parts being added are from the same supplier. Once complete Click SAVE AND CLOSE.
Step 6 – Before saving this PO, additional parts can be added providing the parts being added are from the same supplier. Once complete Click SAVE AND CLOSE.
Step 7 – Orders that have been created via the jobsheet can also be opened for processing by clicking the relevant PO.
Step 7 – Orders that have been created via the jobsheet can also be opened for processing by clicking the relevant PO.
Step 8 – Jobsheet derived POs are easily identified by the addition of the requesting job reference number. As the quantity is auto infilled by the amount required for the job, this may require increasing to account for the wider requirement. Additional items can also be added to jobsheet derived POs.
Step 8 – Jobsheet derived POs are easily identified by the addition of the requesting job reference number. As the quantity is auto infilled by the amount required for the job, this may require increasing to account for the wider requirement. Additional items can also be added to jobsheet derived POs.

Creating Purchase Orders (POs) from the Stock Page – To see the steps taken to create a PO, click or swipe through the 4 steps below.

Step 1 – When creating a PO from the stock page, it will normally be due to one of a couple of reasons, i.e., a stock level has dropped below the minimum quantity.
Step 1 – When creating a PO from the stock page, it will normally be due to one of a couple of reasons, i.e., a stock level has dropped below the minimum quantity.
Step 2 – The part record can then be opened by clicking on the part No. or Description.
Step 2 – The part record can then be opened by clicking on the part No. or Description.
Step 3 – On the part record, Owned in the example, Click ORDER MORE.
Step 3 – On the part record, Owned in the example, Click ORDER MORE.
Step 4 – Now the quantity required can be set before clicking OK to create the PO in the orders page.
Step 4 – Now the quantity required can be set before clicking OK to create the PO in the orders page.

Processing and Completing PO’s – To see the steps taken to process orders to complete, click or swipe through the 6 steps below.

Step 1 – To process an existing PO, it must first be authorised by a user with the relevant role. If the current user does not have this role, then the authorise button would display REQUEST AUTHORISATION. This is also the first opportunity to amend the PO number if required.
Step 1 – To process an existing PO, it must first be authorised by a user with the relevant role. If the current user does not have this role, then the authorise button would display REQUEST AUTHORISATION. This is also the first opportunity to amend the PO number if required.
Step 2 – Where a PO authorisation has been requested, the authorisation officer will receive an email alerting them to access r2c and process the job to authorised. From here the PO can be processed further by clicking on the authorised order.
Step 2 – Where a PO authorisation has been requested, the authorisation officer will receive an email alerting them to access r2c and process the job to authorised. From here the PO can be processed further by clicking on the authorised order.
Step 3 – The PO can now be submitted to the supplier, r2c provides two pieces of functionality to assist, if required, in the form of PDF or the ability to email the PDF directly to the supplier. These links can be found in the upper right corner of the PO.
Step 3 – The PO can now be submitted to the supplier, r2c provides two pieces of functionality to assist, if required, in the form of PDF or the ability to email the PDF directly to the supplier. These links can be found in the upper right corner of the PO.
Step 4 – However the PO is submitted to the supplier; the PO should now be MARK AS ORDERED.
Step 4 – However the PO is submitted to the supplier; the PO should now be MARK AS ORDERED.
Step 3 – On receipt of the parts, the PO can be completed in one of two ways, CONFIRM ALL AND COMPLETE i.e. the PO was fulfilled in full or MARK ORDER AS COMPLETE where a partial delivery has been made and those amount have been entered on the relevant lines.
Step 3 – On receipt of the parts, the PO can be completed in one of two ways, CONFIRM ALL AND COMPLETE i.e. the PO was fulfilled in full or MARK ORDER AS COMPLETE where a partial delivery has been made and those amount have been entered on the relevant lines.
Step 2 – On the stock orders page, click the relevant order number
Step 2 – On the stock orders page, click the relevant order number

Adding Stock Parts to a Jobsheet – To see the steps taken on stock-enabled jobsheets, click or swipe through the 10 steps below.

Step 1 – A stock jobsheet can easily be identified by the STOCK key, these colour codes highlight the status of the part in the stock system. The first two are for reserved stock, these are only applicable where parts are loaded to jobsheets in advance and display as reserved until the jobsheet is set to to In Progress. Click the Edit link to add parts.
Step 1 – A stock jobsheet can easily be identified by the STOCK key, these colour codes highlight the status of the part in the stock system. The first two are for reserved stock, these are only applicable where parts are loaded to jobsheets in advance and display as reserved until the jobsheet is set to to In Progress. Click the Edit link to add parts.
Step 2 – Select the Parts tab followed by ADD NEW ROW.
Step 2 – Select the Parts tab followed by ADD NEW ROW.
Step 3 – Parts can be added in one of two ways, by selecting the QR symbol and scanning the QR code or typing the part number in. The resulting drop-down list will display a filtered view of stock parts, the required part can now be selected.
Step 3 – Parts can be added in one of two ways, by selecting the QR symbol and scanning the QR code or typing the part number in. The resulting drop-down list will display a filtered view of stock parts, the required part can now be selected.
Step 4 – This example displays an In Progress jobsheet with a part that has been consumed (Green), a non-stock part (Sandy) and a part that is not currently on hand which now displays as pending (Purple). Click SAVE AND CLOSE.
Step 4 – This example displays an In Progress jobsheet with a part that has been consumed (Green), a non-stock part (Sandy) and a part that is not currently on hand which now displays as pending (Purple). Click SAVE AND CLOSE.
Step 5 – The stock system will attempt to move the parts from stock and onto the jobsheet. In this example, 16 Litres of oil have moved, no movement was required for the non-stock item but the windscreen wiper is not in stock and therefore displays an insufficient stock warning. Click Ok.
Step 5 – The stock system will attempt to move the parts from stock and onto the jobsheet. In this example, 16 Litres of oil have moved, no movement was required for the non-stock item but the windscreen wiper is not in stock and therefore displays an insufficient stock warning. Click Ok.
Step 6 – The user adding the part to the jobsheet is then asked if they would like to create a parts order. If there was a pre-existing order for this part, this pop up would not display. Click the required option.
Step 6 – The user adding the part to the jobsheet is then asked if they would like to create a parts order. If there was a pre-existing order for this part, this pop up would not display. Click the required option.
Step 7 – The status of the parts can be seen in the graded view on the jobsheet face or expanded by selecting the Stock Detail tab.
Step 7 – The status of the parts can be seen in the graded view on the jobsheet face or expanded by selecting the Stock Detail tab.
Step 8 – The Stock Detail tab displays the status’ and whether they have been ordered or are now in stock.
Step 8 – The Stock Detail tab displays the status’ and whether they have been ordered or are now in stock.
Step 9 – Where a jobsheet is Complete and Authorised, a pending part will prevent the Invoice button from displaying. To rectify this the part must have the order completed and then consumed to the jobsheet by the Parts Manager.
Step 9 – Where a jobsheet is Complete and Authorised, a pending part will prevent the Invoice button from displaying. To rectify this the part must have the order completed and then consumed to the jobsheet by the Parts Manager.
Step 10 – This example displays the Invoice button as the pending part has now been rectified.
Step 10 – This example displays the Invoice button as the pending part has now been rectified.

Parts Held in Demand – The primary function of the Demand page is to track and process parts pending on jobsheets. From here parts can be;

  • Ordered with the use of order more.
  • Tracked and processed with the use of the Shopping Trolley.
  • Consumed back to the pending jobsheet with the use of the Consume Stock button.
Note: Where the part has been received and the PO completed, if the part is not consumed to the pending jobsheet and the same part is added to a different jobsheet, the new job will automatically consume the part.

Parts Pending on jobsheets are displayed here on the Demand page, in an ideal world, all demands would be fulfilled where this filter would be set to zero and the list below would be empty.

The Shopping Trolley is displayed when the part in demand is currently on order, by clicking this trolley a popup will display the PO number which is a direct link to that PO. See Processing and Completing PO's for more info.

The Order More button is displayed when the part in demand is not currently on order, by clicking this button a popup allows for a PO to be created with the additional function of being able to set a quantity. See Processing and Completing PO's for more info.

The Consume Stock button is displayed when the part in demand has been received and the PO is at the completed status. Although the part is now in stock it is not automatically allocated to the jobsheet. The Consume button should be used to allocate the part to the pending jobsheet.

Part Pending & Demand Process

Part Pending

The jobsheet is displaying a purple row for the part not in stock, if the part has been placed on order it will now display a trolley icon.

Demand

The demand page displays all parts required for in progress jobsheets, these will be in 1 of 3 statuses, 'on order', 'order more' or in stock waiting to be consumed.

Order More

A new PO can be generated from here if more are required.

On Order

Once on order, the PO can be found by clicking the trolley.

Consume Stock

When the parts have been received and the PO complete, the part can be consumed to the pending jobsheet.

Popup

The order more popup will auto fill with the default quantity, this can be amended here.

Popup

The on order popup provides the ability to navigate directly to the PO which needs to be completed before moving to the next step. See Processing and Completing PO's

Popup

The confirmation popup will push the part to the pending jobsheet which will now show as consumed.

Stock Page – To see the steps taken when carrying out a stock take, click or swipe through the 11 steps below.

Step 1 – Stock taking can be carried out as per the original list or filtered/grouped with the use of table components. In this example the list has been grouped by location.
Step 1 – Stock taking can be carried out as per the original list or filtered/grouped with the use of table components. In this example the list has been grouped by location.
Step 2 – In order to turn this page into a stock taking page, Click the STOCK TAKING button to produce the three additional columns.
Step 2 – In order to turn this page into a stock taking page, Click the STOCK TAKING button to produce the three additional columns.
Step 3 – If the amount expected is the same as the amount found, then the row can simply be confirmed. This action will date stamp the part with today’s date, in this example 22/02/2023.
Step 3 – If the amount expected is the same as the amount found, then the row can simply be confirmed. This action will date stamp the part with today’s date, in this example 22/02/2023.
Step 4 – Where more are found than expected then the STOCK TAKE quantity should be increased, in this example, by +1 as indicated next to the quantity field.
Step 4 – Where more are found than expected then the STOCK TAKE quantity should be increased, in this example, by +1 as indicated next to the quantity field.
Step 5 - Where less than expected are found, the STOCK TAKE quantity should be decreased, in this example, by -1 as indicated next to the quantity field.
Step 5 - Where less than expected are found, the STOCK TAKE quantity should be decreased, in this example, by -1 as indicated next to the quantity field.
Step 6 – r2c provides the additional functionality of being able to add parts to Stock without having to navigate to the supplier first. This helps where parts are required to be added during a stock take. Click ADD STOCK ITEM.
Step 6 – r2c provides the additional functionality of being able to add parts to Stock without having to navigate to the supplier first. This helps where parts are required to be added during a stock take. Click ADD STOCK ITEM.
Step 7 – The quantity of parts can be added before or after creating the part record, Click Add New Part.
Step 7 – The quantity of parts can be added before or after creating the part record, Click Add New Part.
Step 8 – The part can now be created in the same way as adding the part via the jobsheet or the supplier lists page.
Step 8 – The part can now be created in the same way as adding the part via the jobsheet or the supplier lists page.
Step 9 – Additional info can be added to the record type before selecting SAVE AND CLOSE.
Step 9 – Additional info can be added to the record type before selecting SAVE AND CLOSE.
Step 10 – The new part can be found at the top of the list waiting to be confirmed as checked.
Step 10 – The new part can be found at the top of the list waiting to be confirmed as checked.
Step 11 – Confirmation the stock take is complete is best achieved with the use of the Date group.
Step 11 – Confirmation the stock take is complete is best achieved with the use of the Date group.

Technical Info & Self Help

How do I set default Order Quantities?

Default Order Quantities can be set within the part record, where a quantity is a multi-pack i.e. Bag, Pallet, Litres, etc. when creating the order, a Qty of 2 could equate to 410 liters.

Can I use QR codes?

QR/Barcodes can be generated for ease of accounting, these can be pre-printed directly from the part’s record screen by selecting the ‘QR and Bar Codes’ link and then selecting the print button against the desired format. Where a large number of QR’s or Barcodes are required, a request can be made via r2c Customer Support.

Why can't I complete a Non Digital Jobsheet?

In order for a stock movement to occur the job status has to be in progress first. For this reason, the Complete Tasks button is not initially available.

To complete a job, first set the jobsheet status to In Progress, this action will then show the COMPLETE TASKS button for non-digital tasks.

Why can't I Invoice a jobsheet?

Any Pending parts on a jobsheet will prevent it from being invoiced, all stock parts should be consumed to the jobsheet in order to see the INVOICE button. See Parts Held in Demand for more details.

Why do I have a exclamation symbol if the part has been consumed?

When a part has been consumed but, was also reserved for a booked job. The exclamation symbol will show to highlight the shortfall for the upcoming booked job. 

The Order More button can be used to replenish the stock item ahead of the booked job. 

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