Manage inventory and parts

Inventory tracks the parts and materials your company stocks — how much of each item you have, where it is, and when it's time to reorder.

Where stock lives

Every item's quantity is tracked per location, not as one org-wide number. A location is either a warehouse or a van — a van location is assigned to one technician and represents their truck stock. One warehouse per org is the default location that receiving and transfers fall back to.

Open any item to see its on-hand quantity, how much is committed to open jobs, what's actually available, its reorder point, and its current unit cost.

Add and adjust stock

• Adjust stock sets an item's quantity at a location directly.
• Restock adds a quantity received outside a formal purchase order.
• Transfer moves quantity from one location to another — single item, or select several and use Bulk transfer. Serialized items (below) can't be bulk-transferred; move them one at a time so each unit's location stays accurate.
• Set reorder point (single or bulk) is the quantity that triggers a "low stock" flag on the item.

Stock counts

Open Inventory → Counts, choose New count, select the warehouse or van, then Start count. Enter the counted quantity for each part. Leave the field or press Enter to save; check the row for a saved message or an error before moving on.

Review the signed quantity differences and cost variances. Choose Post count to review the number of adjusted lines and the net cost variance, then Confirm posting. Uncounted lines stay unchanged, and stock movements after counting are preserved. A posting that would take stock below zero is refused without posting any lines. Cancel count lets you stop without changing stock. Posted and canceled sheets stay available to read.

For parts with a count interval, Due to count lists the selected location's due parts, with never-counted parts first; select parts and choose Start count from selected to cycle count them, and posting resets their count dates even when the quantities match.

See Counts and Count sheet for the controls.

Serialized items

Some items (compressors, control boards — anything you need to trace by individual unit rather than just a count) can be marked serialized. Once marked, this can't be changed later. A serialized item tracks each physical unit's serial number, bin, and status (in stock, checked out, or consumed) underneath its aggregate quantity, so you can answer "which compressor is at 123 Main St" and not just "how many do we have."

Reorder from a low item

Open a low or out-of-stock item and choose Create purchase order — it starts a new PO pre-filled with a suggested reorder quantity. See Manage purchase orders for the rest of that flow.

How receiving updates cost

When a purchase order is received, Thermal can update the item's cost basis automatically, depending on your company's costing method (Settings → Inventory): leave costs exactly as entered (manual only), always take the most recent receipt's cost (latest cost), or blend the new receipt into the existing on-hand value (weighted average). See Settings reference for the exact setting and default.

Restock requests from the field

A technician can request their van be topped up from their device. Those requests land in an office queue on this screen, where you fulfill, reject, or close each one.

Archiving an item

An item can only be archived once it has zero on-hand stock everywhere and no stock movement in the last 30 days — this keeps you from losing history on something that's still active.

Company tools

Open Inventory → Tools to add company tools and record who holds them. Check a tool out to an active staff member, then check it back in with any condition notes when it returns. The tool record keeps both events and the person who recorded each one. See Tools for required fields, custody actions and unavailable-tool messages.

Reference

• Who can manage inventory — Owners and Office users only. Dispatchers and Technicians don't have access to this screen. See Roles & permissions.