Inventory System

RepairSuite includes a comprehensive inventory management system for tracking spare parts and products across your branches.

Key Concepts

Concept	Description
Product	A specific part or item (e.g. "iPhone 15 Screen", "USB-C Cable")
Inventory	The stock record of a product at a branch — how many you have
Stock Level	Current quantity available for a product at a branch
Physical Location	A shelf/bin/drawer within a branch where a product is stored
Supplier	The vendor from whom you purchase products
Purchase Order	A formal order to a supplier to restock products
Stock Transfer	Moving products from one branch to another
Stock Adjustment	Manually correcting stock levels (e.g. after a physical count)
Inventory Return	Returning items to a supplier

Product Hierarchy

Products are linked to the device/issue taxonomy:

Category (e.g. Smartphone)
  └── Manufacturer (e.g. Apple)
        └── Device (e.g. iPhone 15 Pro)
              └── Issue (e.g. Screen Broken)
                    └── Product (e.g. iPhone 15 Pro OLED Screen)

That linkage is what lets the New Job wizard suggest the right parts once you have picked the device and the fault. Products that are not repair-specific — cables, cases, toolkits — simply carry no device or issue link.

Stock Valuation Methods

RepairSuite supports three inventory valuation methods:

Method	Description
FIFO (First In, First Out)	Oldest stock is used/sold first
LIFO (Last In, First Out)	Newest stock is used/sold first
Average Cost	Average cost across all stock of that product

The valuation method affects how the cost of goods sold is calculated in reports.

Stock Movement

Every time stock levels change, a stock movement record is created. Movements happen when:

✅ A purchase order is received (stock increases)
✅ A part is used on a repair job (stock decreases)
✅ A product is sold via POS (stock decreases)
✅ A stock transfer is received (receiving branch stock increases)
✅ A stock adjustment is approved (stock increases or decreases)
✅ An inventory return is processed (stock decreases)

Inventory Flow

Adding New Stock

Create a Supplier (see Suppliers)
Create a Purchase Order with items and quantities (see Purchase Orders)
Approve the PO
When goods arrive, mark the PO as Received — stock is automatically added

Transferring Between Branches

Create a Stock Transfer (see Stock Transfers)
Select source and destination branch
Add products and quantities
Submit → the destination branch manager approves and receives the transfer

Manual Adjustments

If you find a discrepancy after a physical stocktake:

Go to Inventory → Stock Adjustments
Create a new adjustment with the reason
Enter the correct quantities
Save — stock levels are updated immediately

Stock Overview

Settings → Inventory → Stock is the live picture: every product, its current stock, its average unit cost, its value and when it last moved, with counters for normal, low, out-of-stock and negative lines.

Stock Overview showing summary counters and the stock levels table

See Stock Overview for the full walkthrough.

The transaction ledger

Alongside stock movements, RepairSuite records a detailed inventory transaction ledger with reservations, batches and cost of goods sold. It powers the Profit Margin and Unified Inventory reports, and is reached from Stock Overview via the Transactions, Reservations and Batches buttons.

Concept	What it is
Transaction	One movement, with its type, quantity, unit price and reference
Reservation	Stock held against an open job until it completes
Batch	A received consignment, tracked with its own cost and expiry
COGS	Cost of goods sold, allocated FIFO from batches

Low Stock Alerts

Each product carries an alert quantity. When stock reaches or falls below it, the product is flagged as Low Stock in Stock Overview and appears in the Low Stock Product widget on your dashboard.

Physical Locations

You can organise your inventory by creating physical locations within a branch (e.g. "Shelf A-1", "Drawer 3", "Back Room"). Assign a location to each product for easy retrieval.

See Physical Locations for setup instructions.