Stock: counting, adjusting and reorder alerts

Some things aren't tracked one by one. Gloves, trench sheets, connectors and hi-vis vests are counted. In Maliru they're stock lines: assets whose Tracking is Stock (quantity), with an on-hand count and a reorder level.

The Stock tab sits beside Register in Assets & equipment and lists only stock lines. It's a feature of the Assets & equipment module. If you can't see the tab, switch Stock on under Global settings › Modules. Stock is on the Crew plan and above; a workspace already using it keeps it.

The Stock tab

Each row shows the Item (with a red Low pill when it's at or under its level), On hand, Reorder at, Category, Supplier and Status, and an Adjust button.

Above the list, choose which lines to see:

• All
• Below reorder level
• No reorder level, with a count. This option only appears while some lines have no level set, so a workspace that has set every level never sees it.

Adding a stock line

On the Stock tab, choose Add stock line. The form opens with Tracking already set to Stock (quantity). Fill in the name and category, then:

• Unit: each, box, pair…
• Reorder level.
• On hand: the count you're starting with.

"When on hand falls to the reorder level, the people who manage assets are told. Leave it blank and this line will never say it is running out."

On hand can only be typed in when the line is created. After that, the count changes through adjustments, so every change has a reason and a history.

Setting a reorder level

A line without a level shows Set level in its Reorder at cell. Choose it to open Set reorder level, which shows the current count: "When on hand falls to this, the people who manage assets are told to reorder."

Adjusting stock

Choose Adjust on the row, or on the stock line's own record, to open Adjust stock:

• Reason: Receipt (add), Issue (remove) or Correction (add).
• Quantity: a positive number, in the line's unit.
• Note (optional).

Choose Apply. A count can't go below zero: "Not enough stock on hand." Correction (add) only adds, so to bring a count down after a stocktake, use Issue (remove) with a note saying why.

The line's record shows its count and minimum, and its recent movements with the running balance after each one. Stock issued against a request also comes off the count. See Asset requests, stores and audits.

The reorder alert

When a line reaches its reorder level, everyone with Manage assets is told: "Hi-vis vests (L) is down to 12 vests", or "… has run out" when it hits zero, with the reorder level and the usual supplier.

• The alert fires once when the line crosses its level, and then at most once a week while it stays low.
• Restocking above the level resets it, so the next dip alerts straight away.
• Several lines low at once arrive as one notice listing them, such as "3 stock lines are low".
• Lines with no reorder level, and lines whose status is in the Retired phase (your own Sold, say), never alert.

The Low stock tile on the Assets page counts lines at or under their level, and clicking it narrows the list to them.

Tip: after you import your stores, open No reorder level and work down it. A line with no level is the one that runs out without anyone noticing.