Stock Management & Inventory Control (Warehouses, POs, GRNs, Stock Takes)

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Stock Management & Inventory Control (Warehouses, POs, GRNs, Stock Takes)

OctopusPro’s Stock Management (Inventory Control) helps you track product quantities in real time across multiple warehouses and field vehicles, allocate parts to jobs, and maintain a complete audit trail of stock movement.

Stock Management and Inventory Control

This is ideal for service businesses that sell or consume items alongside services (e.g., electrical parts, HVAC filters, plumbing valves, cleaning chemicals, sealers, hardware accessories, add-ons, etc.).

With Stock Management enabled, you can:

  • Track stock on hand in real time across warehouses/vehicles
  • Allocate parts to jobs from the correct stock location (and create purchasing actions when you’re out of stock)
  • Scan barcodes/QR codes to add items faster and reduce manual entry
  • Set minimum stock thresholds to prevent stockouts and trigger low-stock alerts
  • Record every stock movement (receipts, transfers, issues, adjustments) for full traceability
  • Run inventory reports and review transaction history for audits and reconciliation
  • Manage inventory from web + mobile apps (role-permission based)

On this page

What Stock Management is for

Stock Management is designed to help you:

  • avoid stockouts (especially for high-turnover parts)
  • reduce wastage by rotating stock correctly (FIFO/FEFO/LIFO)
  • improve job readiness by allocating parts from the correct warehouse/vehicle
  • ensure accurate billing by capturing products used on a job
  • maintain compliance and traceability with transaction history, serial/expiry tracking, and audits

Key terms

  • Inventory: a stock location (warehouse, branch, vehicle) where quantities are stored.
  • Stock on hand: the quantity currently available in an inventory location.
  • PO (Purchase Order): an order you create for a supplier to purchase products into stock.
  • GRN (Goods Receive Note): a receiving record used to confirm items received and increase stock on hand.
  • Transfer: moving stock from one inventory location to another (warehouse → vehicle, branch → branch, etc.).
  • Stock adjustment: correcting stock levels (shrinkage, breakage, write-offs, corrections, opening balances).
  • Stock take / audit: physical count to confirm system stock matches reality (often done using scanning).

Products VS Inventories Difference Diagram

Products vs Inventories: what’s the difference?

In OctopusPro, Products and Inventories work together, but they are not the same thing:

1) Products (your catalog / item master)

Products are the items you sell or use on jobs—stored as a reusable catalog. A product record defines what the item is and how it should appear on quotes, bookings, and invoices.

Products typically include:

  • Product name + description
  • Item code / SKU (used for scanning and mapping)
  • Unit label (each, box, L, m, kg, etc.)
  • Cost per unit, markup, sale price
  • Tax rate
  • Optional: specs, images, attachments, visibility rules
  • Optional: serial number tracking and expiry date tracking

2) Inventories (your stock locations)

Inventories are your stock locations—where products are physically stored. Inventories answer where the stock is (and how much is available at that location).

Inventories typically represent:

  • Main warehouse or storeroom
  • Branch/office stockroom
  • Technician vehicle / van stock
  • Any other physical stock location you manage

How they work together

When Stock Management is enabled, each product can have quantities stored across one or many inventories. This means:

  • A single product (e.g., “Philips LED Bulb E27 10W”) can exist in multiple inventories at the same time (e.g., Main Warehouse + Van #12).
  • When a fieldworker adds a product to a job, they select Supplied by (the inventory location). OctopusPro then reduces stock from that inventory.
  • Transfers move stock between inventories (warehouse → van), while the product itself remains the same product record.

Simple example

  • Product: “Grout Sealer – 1L” (catalog item with price, tax, item code)
  • Inventories: Main Warehouse (20 units), Van #3 (4 units)
  • Job usage: Fieldworker selects “Supplied by: Van #3” and uses 2 units → Van #3 becomes 2 units

In short: Products = what you sell/use. Inventories = where it’s stored and how much you have at each location.

Recommended setup order

Important: The Inventory section (and all of its menu links) only appears in the left-hand menu after you enable Stock Management. Once enabled, you’ll see an Inventory menu with links such as Overview, Products, Suppliers, Purchase Orders, Goods Receipts, Stock Adjustments, and Stock Movement.

Inventory section appears in the left menu after Stock Management is enabled

For the cleanest setup, follow this sequence:

  1. Enable Stock Management and set company defaults (storage strategy, default supplier, minimum stock thresholds).
  2. Create your Inventories (warehouses/branches/vehicles) so stock can be tracked by location.
  3. Add/manage your Suppliers (used for purchase orders and replenishment workflows).
  4. Confirm your Products (product catalog) is accurate (names, item codes/SKUs, tax rates, unit labels, pricing).
  5. Configure product-level stock options (minimum stock, default supplier, serial/expiry tracking if required).
  6. Add opening stock (initial quantities per inventory location) to reflect what you physically have on hand.
  7. Start operational workflows: PO → Goods Receipt (GRN) → Allocate to jobs → Transfers/Adjustments → Stock takes (audits).

Enable Stock Management

Enable Stock Management activates OctopusPro’s inventory system for your company. Once enabled, you’ll be able to track and manage inventory levels in real time, prevent stockouts, streamline purchasing/receiving, and keep your stock movement fully traceable.

  1. Log in as an Admin (or a role with inventory permissions).
  2. Go to Settings > Services Settings > Products.
  3. Turn on Enable Stock Management.
  4. Configure the company defaults (below), then Save.

Company-level stock defaults

After enabling stock management, you can set global defaults used across your inventory workflows:

  • Storage Strategy (FIFO/FEFO/LIFO)
  • Default Supplier (default supplier used for purchasing workflows)
  • Minimum Stock Amount (low-stock threshold; alerts can be triggered when stock falls below this value)

Stock Management Storage Strategy Options

Storage strategy (FIFO / FEFO / LIFO)

The Storage Strategy controls which stock gets issued first when items are used on jobs or removed from inventory:

  • FIFO (First In, First Out): oldest stock is used/sold first. Ideal for items prone to obsolescence.
  • FEFO (First Expired, First Out): stock with the earliest expiry date is used/sold first. Essential for perishable/time-sensitive goods.
  • LIFO (Last In, First Out): newest stock is used/sold first. Common where goods are stable or pricing fluctuates.

Tip: If you enable expiry dates on a product, FEFO is usually the best choice.

Inventories (warehouses & field vehicles)

Inventories are your stock locations. Create one inventory for each physical location you store stock:

Add inventory location popup in OctopusPro

  • Warehouses / branches (e.g., Main Warehouse, Branch A)
  • Field vehicles (e.g., Van #12, Truck #5) for mobile/van stock

Why inventories matter: When products are issued to a job, transferred, or received, the system needs to know which inventory location is supplying/receiving the stock.

Stock Management Purchasing Workflow Stages

Suppliers

Suppliers are used for purchasing workflows (POs/GRNs) and default sourcing. Add suppliers so your team can create purchase orders quickly and keep reordering consistent.

What to store on a supplier:

  • Supplier name and contact details
  • Notes (delivery instructions, account numbers, preferred contact method)
  • Optional product notes (lead times, preferred brands, etc.)

Product stock fields (on hand, min stock, supplier, serial/expiry)

When stock management is enabled, products can include additional inventory fields such as:

  • Total Quantity in Inventory (stock on hand)
  • Storage Strategy (FIFO/FEFO/LIFO)
  • Default Supplier
  • Minimum Stock Amount (low-stock threshold)
  • Enable serial numbers (optional): track unique units for warranty/traceability
  • Enable expiry dates (optional): track shelf-life items (best paired with FEFO)
  • Item Code (barcode/QR): used for scanning and fast selection

Tip: Use a unique Item Code (SKU/barcode) to prevent duplicates and enable reliable scanning in web/mobile.

Add opening stock

When you first enable stock management, you should add your starting quantities (opening balances) per inventory location.

Common ways to add opening stock:

  • Stock Adjustment (opening balance): enter current quantities to match what’s physically on hand
  • GRN (Goods Receive Note): if you treat opening stock as “received” from a supplier

Best practice: Add opening stock per inventory (warehouse/vehicle) so availability is accurate when fieldworkers choose a “Supplied by” location.

Purchase Orders (PO)

A Purchase Order helps you request stock from a supplier and track purchasing from draft → approved/sent → received.

Typical PO workflow:

  1. Create a PO and select a Supplier.
  2. Select the destination Inventory (warehouse/branch) where stock will be received.
  3. Add products and quantities.
  4. Save and update the PO status (e.g., Draft → Sent/Approved → Received), depending on your workflow.
  5. When goods arrive, receive them using a GRN (below).

Tip: If you’re allocating products to a job and you don’t have enough stock, create a PO to replenish before the appointment to avoid delays.

Goods Receive Notes (GRN) / receiving stock

Goods Receive Notes confirm items received and increase stock on hand in the selected inventory location.

Typical GRN workflow:

  1. Open the related PO (or create a GRN directly, depending on your workflow).
  2. Select the inventory location receiving the goods.
  3. Enter received quantities (support partial deliveries if required).
  4. If enabled, capture serial numbers and/or expiry dates.
  5. Save the GRN to increase stock and generate an inventory transaction record.

Stock Management Types of Inventory Transactions Stock Movements

Inventory transactions (stock movement history)

Every stock movement is logged for traceability. Inventory transactions typically include:

  • Receipts (GRNs / receiving)
  • Issues (products used on jobs / removed from stock)
  • Transfers (between inventories)
  • Adjustments (write-offs, shrinkage, corrections)
  • Audit results (stock take discrepancies applied as adjustments)

Use transaction history to reconcile discrepancies, investigate shrinkage, and verify stock movement over time.

Transfers between inventories

Transfers move stock between locations without changing total company stock. Examples:

  • Main warehouse → Technician vehicle
  • Branch A → Branch B
  • Vehicle → Warehouse (returns/end-of-day)

Best practice: Use transfers (not manual adjustments) for location changes so your audit trail remains clean.

Stock adjustments

Use stock adjustments to correct inventory when physical stock differs from system stock, including:

  • damaged items or write-offs
  • shrinkage/loss
  • corrections after a stock take
  • opening balances during initial setup

Best practice: Record a reason and notes for every adjustment. Restrict adjustment permissions to trusted roles.

Stock take / audit (with scanning)

A Stock Take (Audit) verifies system stock against a physical count. You can run audits periodically (monthly/quarterly) or during key events (new warehouse setup, annual audit).

Typical stock-take workflow:

  1. Create a new stock take for a selected inventory location.
  2. Count items and enter quantities (manually or using scanning).
  3. Review discrepancies and confirm final counts.
  4. Approve audit (if required by permissions).
  5. Apply the audit results (stock is corrected via adjustments with full traceability).

Scanning: Barcode/QR scanning reduces errors and speeds up counting.

Allocate products to jobs (quotes, bookings, invoices)

You can allocate products to jobs at different stages:

  • Quote stage: estimate materials (useful for customer transparency and planning).
  • Booking stage: prepare parts before dispatching.
  • During job: fieldworker records actual items used (best for accuracy).
  • Invoice stage: bill products as line items.

Inventory location matters: When adding products, select which inventory location is supplying the items (e.g., warehouse vs vehicle). The system can display available stock for that location.

Job completion control: If you enable Require Product Selection to Complete a Job, fieldworkers must add products before completing the job—helping ensure inventory usage is captured and billing is accurate.

View booking details with products/extras in the Fieldworker App

Fieldworker app: add products from inventory + scan

Fieldworkers can add products under Products & Extras inside a service on the booking (permission-based).

Service screen showing Products & Extras section in the Fieldworker App

The app typically supports:

  • Search products (only products linked to the service may appear, depending on your setup)
  • Scan barcodes/QR codes to select products quickly
  • Enter Quantity and (if allowed) adjust Cost, Markup ($ or %), Sale price, and Discount
  • Select Supplied by (inventory location) and view Available quantity

Step-by-step: Add products from inventory

  1. Open the booking in the Fieldworker app.
  2. Open the service you’re working on.
  3. Scroll to Products & Extras and tap + Add.
  4. Select a product from the list (or search by name/item code).
  5. Enter quantity and confirm pricing fields (as permitted).
  6. Under Supplied by, select the inventory location (e.g., warehouse/vehicle). The app can display stock availability for that location.
  7. Tap Save.

Select or scan a product from the Fieldworker App Add product from Fieldworker App with quantity, cost, markup, sale price, discount and supplied by

Step-by-step: Scan a product

  1. On the Add Products screen, tap Scan.
  2. Allow camera permissions if prompted.
  3. Scan the barcode/QR code.
  4. The app matches the scanned code to the product Item Code and opens the product entry screen.
  5. Confirm quantity and select the correct inventory location under Supplied by, then tap Save.

Tip: If you can’t find a product in the list, confirm the product is linked to the service and has an Item Code configured for scanning.

Edit a product line item (Fieldworker App)

After adding a product, fieldworkers can open the product line item to adjust quantity, pricing (if permitted), discount, and the supplying inventory location.

Edit product line item in Fieldworker App

Stock Management Low Stock Monitoring and Reordering Cycle

Low stock monitoring & reordering

Use the Minimum Stock Amount to define low-stock thresholds. When stock falls below this value, alerts can be triggered so you can reorder before you run out.

Recommended workflow:

  • Set minimum stock values for high-usage products (filters, fittings, chemicals, consumables).
  • Review low-stock items regularly (daily/weekly depending on volume).
  • Create POs from your preferred suppliers to replenish stock.
  • Receive stock using GRNs to update on-hand quantities and maintain a clean audit trail.

Role permissions (RBAC) for inventory

Stock Management is permission-controlled. Use Role-Based Access Control (RBAC) to restrict who can view/edit inventory, create purchase orders, receive goods, adjust stock, and approve audits.

Role-Based Access Control (RBAC) overview in OctopusPro

Guide: Role-Based Access Control (User Permissions)

Common inventory permissions you may assign (examples):

  • List/View inventories
  • List/View inventory transactions
  • Add/Edit/Delete suppliers
  • Create/Edit/Delete purchase orders + convert PO status
  • Create/Edit/Delete goods receive notes (GRNs)
  • Add/Edit inventory locations
  • List inventory products
  • Create stock adjustments
  • Approve audits / stock takes

Recommended role setup:

  • Inventory manager / warehouse admin: full access to POs, GRNs, transfers, adjustments, audits, suppliers, and transaction logs.
  • Office staff: view stock, create POs/GRNs where needed, limited adjustment access.
  • Fieldworkers: add products to jobs, scan products, view availability; restrict purchasing/adjustments unless required.

Best practices

  • Standardize Item Codes: use unique SKUs/barcodes to prevent duplicates and enable scanning.
  • Use the right strategy: FEFO for expiring items, FIFO for general stock, LIFO only when it fits your operations.
  • Set minimum stock thresholds: especially for job-critical parts.
  • Use transfers, not adjustments: transfer stock between warehouse/vehicles to keep a clean audit trail.
  • Restrict adjustments and approvals: limit these to trusted roles and require reasons/notes.
  • Run regular stock takes: monthly for high-turnover items; quarterly for full catalogs.
  • Capture real usage: encourage fieldworkers to add products during/after the job so inventory reflects reality.

FAQ

Can I track stock across multiple warehouses and vehicles?
Yes. Stock Management supports real-time tracking across multiple inventory locations (warehouses/branches/vehicles).

Can fieldworkers add products from inventory in the app?
Yes, if enabled and permitted. Fieldworkers can add items under Products & Extras and choose the supplying inventory location (Supplied by).

Can I scan products?
Yes. You can scan barcodes/QR codes to select products quickly. Ensure each product has an Item Code configured.

How do I receive purchased stock?
Use a Goods Receive Note (GRN) to confirm quantities received and increase stock on hand in the selected inventory location.

How do I correct stock discrepancies?
Run a stock take/audit to identify discrepancies, then apply the results (or use a stock adjustment with a reason and notes).

Related guides

Products List Management in OctopusPro

Other recommended screenshots to add (optional)

If you want this guide to be fully screenshot-led, add the following admin-side screenshots to the relevant sections above (Inventories, Suppliers, Purchase Orders, GRNs, Transfers, Stock Adjustments, Stock Takes, Inventory Transactions, and Low Stock reports).

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