Manage inventory and parts

Inventory tracks the parts and materials your shop 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 work orders, 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.

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 shop'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.

Reference

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