Stock & Equipment

Stock vs Equipment

There are two terms used in the system to describe items which can be used on jobs: Stock items and Equipment items.

Stock – these are consumable items, typically small parts, which are sold or used on jobs, eg screws, pipes or bolts.

Equipment – these are typically either items which are allocated to your staff, eg drills or tools, or items owned by the customer which you are maintaining, eg boiler, alarm system.

NB For device-specific information on this area, please read the Stock & Equipment on a Device article.

Creating Product Categories

Creating Product Categories

Before Stock or Equipment can be used, you must first create Product Categories in the back office. Product Categories are a simple indexing method which allows you to filter and sort your Stock and Equipment and make it easier to find the items you are looking for.

Navigate: My account → Administration → [side menu] Stock & equipment→ Product categories:

Above you will see some sample categories and an Add option which will open the popup below:

Enter the name of the Product Category you wish to add and press Ok. It is advisable that the number of product categories are kept as small as possible, as this makes it easier to manage Custom Fields.

On occasion, you might need to remove a category’s contents.  This can be achieved as follows:

Navigate: My account > Administration > [side menu] Stock & equipment > Product categories and click on the icon ‘Empty category’:

You will be given a warning advising that this data will not be recoverable and asking you to confirm by completing a simple maths equation:

warning icon

Use with caution. This action will remove all stock/equipment in this category from the system, even if it is in use.

Creating Makes and Models

Creating Makes and Models

Once you have created your Product Categories, you then need to create the Makes and Models for the different products you wish to input into the system.

At this point, no actual Stock or Equipment is entered into the system, you are simply adding the information which will be assigned to the products (e.g. Make and model of a boiler).

To begin, navigate: My account → Administration → [side menu] Stock & equipment → Manage makes & models:

This screen is split into two parts:

  • The upper part of the screen is the Filter.  Here you can look at all of your Product categories or use the filter to select a single Category. When filtering by Product category, you will also have the opportunity to Add, Edit or Delete the category names.
  • The lower half displays the products which appear in each category. Press Add to add the new Make and Model. As in all instances in BigChange, only the fields with an * are mandatory but the more information you input, particularly around the financial areas, the more benefit you will get from the system.

  1. Select the relevant category of Stock or Equipment for this item.
  2. This is the Nominal code which this item relates to.  It is used in your financial package in order to charge for the items when sold or purchased.
  3. This is the default Department code for this item, which is used in your financial package in order to charge for the items when sold or purchased.
  4. This is the make (E.g. Bosch, HP, CAT etc…) of the item.
  5. This is the model of the item concerned (e.g. Latitude, Cooler, Combi Max).
  6. The model number for the item. Depending upon your business, being specific here may be essential.  For instance, if there are a number of Bosch Series 8 Washing Machines, the model number WAYH8790GB is needed to identify the exact model you are adding to the system.
  7. The Consumable box identifies whether this a consumable item or not. If the item is not uniquely identifiable, such as a bag of bolts, then this would be consumable. If this was a piece of machinery, then it would not be consumable. If this box is ticked, options 10 and 11 below will disappear.
  8. This is the volume of the item in M3.
  9. This is the weight of the item in Kg.
  10. Since non-consumable items, eg pieces of equipment, tend to be more valuable it may be useful to add a worksheet when they are used to confirm that the job was completed successfully.  For example,  if a machine needs servicing, it can be added as a piece of equipment, assigned to a job, and when the item has been successfully serviced, a service sheet will need to be completed before the job can be signed off.
  11. Here Worksheets are used in the opposite way, ensuring that the Resource completes a Worksheet explaining why a non-consumable item which was supposed to be used on a job, wasn’t or was unsuccessful, eg it could be in need of a service.
  12. If the item has a batch or pallet number, this can be added here.
  13. If the item has a SKU  this can be added here.
  14. If this is an item which customers will purchase, whenever this item is added to a job, the price input here will pull through as a line item on the Financial Documents.
  15. The currency you are using.
  16. The default VAT percentage applicable to this item
  17. If you have any notes you need to add against this item, they can be added here eg ‘reorder lead time 30 days’.

Click to Save and you will see that the item has now appeared on your list view.  Click on the item again (Edit) to open it and then click on the Suppliers tab (1) on the top right, followed by the (2) Add:

Complete your Supplier popup:

  1. The name of the vendor from whom you purchased this item. NB this contact must already be in your Contacts section of the CRM.
  2. This is the warranty period in months given by this supplier.
  3. This is the cost and currency for this item from this supplier. When this item is added into a job, the cost input here will appear against the line item.  If you added a selling price on the Details tab, then JobWatch will also add a margin %. If you have more than one supplier, when adding the item to a job/financial document, the system will prompt you to pick which supplier this was purchased from.

Adding Stock & Equipment

Adding Stock & Equipment

Creating Items of Stock or Equipment

Once the above steps have been followed, and both Product Categories and Makes and Models have been set up, you can then add items of stock or equipment to the system.

To do this, click the Stock & Equipment tab on the top menu, followed by the ‘Add stock or equipment’ button:

Now complete the popup window for the item:

  1. This is the make and model, as set up in the previous section. If you begin typing the make and model, the system will display all makes and models which match the words you are typing.
  2. This is the serial number assigned to item or the barcode.
  3. This gives you the opportunity to add, for example, the manufacturer’s serial number
  4. The serial number used by the Supplier
  5. The serial number which the customer attributes to this item. Although numbers 3-5 are non-mandatory, when all are completed they offer complete traceability for the item and make it much easier to find.
  6. Select whether you wish to add this item as Stock or Equipment,  bearing in mind that Stock is for items such as nuts and bolts and Equipment is for items such as tools and machines.
  7. The Sold or Not Sold status determines whether the cost/selling price is brought through to the Financial Documents when you have added the item to a job.
  8. This will help you determine whether the item is New, Used or Refurbished.
  9. For items which are chargeable on an hourly, daily or weekly rate, for example, this can be added here; it can also be updated from the tablet.
  10. You can select a date that the Stock/Equipment was purchased or created. If you do not enter a date, the system will populate this with today’s date.
  11. These are notes for the item. This only appears on serialised items.
  12. Here you can select where the Stock/Equipment is located.
  13. You can add attachments to the stock from here, eg a photo of the item, or a receipt/delivery note. This is only for non-consumable items.

If a make and model pertaining to consumable items is selected, the options change to the ones pictured below:

Click to Save.

Mass upload of Stock & Equipment

Mass upload of Stock & Equipment

It is possible to upload items of Stock and Equipment en masse using the Template found in the Help Centre.  It can be accessed using the Floating Help button at the bottom right of your page:

Alternatively, or if your Help button has been disabled, navigate: RoadCrew → Help Centre → User Guides, Templates & Add-Ons:

Clicking on the User Guides, Templates & Add-Ons button will open a new page.  Click on the Templates toggle and click on the Stock and Equipment Import to download the Template:

Make the appropriate selection from the pop-up window, followed by OK:

Once your Excel Worksheet has downloaded, you will see that the opening tab is a reminder of the difference between Stock & Equipment and that the other 2 tabs are to separate the 2 types of item:

Click on the Enable Editing button on the yellow menu strip at the top. When you click on either the Stock or Equipment tab, you will see a series of explanatory boxes appear to help you understand what information should appear in each column:

Close-up of part of Worksheet

Additional things to note when completing this Worksheet are:

  • Column E – is not necessary to put in a currency sign
  • Column F – optional but if using this column, size should be measured in m³
  • Column G – optional but if using this column, weight should be measured in kilos
  • Columns H & I – these inter-relate as if you are inputting a unit cost you need to say where you purchased it.  You may well have more than one supplier for the same item and have acquired them at different prices.  Your supplier reference is from your CRM and your supplier must already have a record created there.
  • Columns J & K – If the item has a serial number then add it to Column J and add ‘1’ in column K.  If it doesn’t have a serial number and is consumable stock, you can leave J blank and add multiple quantities to K.
  • Column M – this is where the item is stored.  It could be at a customer, etc but if you store it in your warehouse it is recommended that you set it up as a record in your CRM so that it can be easily identified as a location.
  • Column N – where items are smaller and may be stored on a vehicle, you could add the vehicle registration in this column, rather than use Column M.

Once you have completed your Stock or Equipment tabs, they must each be saved separately.  For best results, always review your data before uploading it, ensuring that you remove any blank rows as well as the comments.

To save them separately, click on the tab you wish to save and right-click on it.  Select Move or Copy:

Select the relevant tab and tick the Create a copy checkbox:

and choose to save it as a new book:

You can now rename this and save it in an appropriate folder (File → Save as → [your filename here]).

Now that you have clean data, you can import it into JobWatch.  Click on the Stock & Equipment tab and select either Stock or Equipment from the side menu.  Now press the Import icon :

A new popup window will have opened asking you to select a file to Import:

choose the relevant file and click to import:

You will now see something which looks like this:

If this is the first time that you have uploaded this file then select ‘Override stock quantities’.  If you have already uploaded the information previously, these items already exist and you are now updating stock quantities, change the setting to ‘Add to existing stock quantities’.

Finally, check that all of the headings for the top 2 rows match eg Unit price and Cost price equate as headers, make with make, model with model, etc.  When you are happy that everything is correct, click Import.  A confirmation popup will now appear:

and you will receive an email confirming the status.

Setting a Location for Stock & Equipment

Setting a Location for Stock & Equipment

Easily establishing the location of items of Stock or Equipment at any given time is an essential part of stock-keeping.  JobWatch makes this easy by allowing you to not only keep track of items stored at one of your own sites but also at those of customers, suppliers and on vehicles.  It is even possible to set a location to say that a part has been used on a piece of equipment.

Location can either be set at the point of creating an item or added or edited at any point in the item’s lifetime.

To edit, select an item of stock or equipment and press Edit.

You will see that there are 3 options in the Location field:

  1. At Contact – this indicates that the item is at a specific Contact location, whether one of your own sites, a customer or a supplier.  You could even choose to set a specific Resource eg engineer as a Contact, indicating that specific tools or equipment are assigned to them
  2. On vehicle – rather than at a fixed location, this option allows you to add van stock and can be an alternate method of allocating tools to an individual if they habitually drive the same vehicle. 
  3. Allocated to item – Here Stock and Equipment can be allocated to another item eg adding a new part to a machine, by adding the serial number of the machine/equipment it will be added to. If the part needs replacing, you can raise a job against that item specifically, and if warranty information has been entered, you can view this for the part.

Assigning Stock & Equipment to Jobs

Assigning Stock & Equipment to Jobs

If you have specific items of Stock &/or Equipment which will be needed on a job, eg for planned maintenance, then these can be easily added by clicking on the ‘Stock & Equipment’ tab of the ‘New Job’ popup, toggling between Planned/Actual and Stock/Equipment/Either and then Saved:

Note that ‘Actual’ will show items which were actually used and will therefore only display items after the job is complete.

Clicking on Add a stock item will open a new popup window:

Additional fields will be displayed depending on the selection you make from the dropdown list.  Below are examples of scenarios showing how each option might be used:

  1. This could be used for deliveries or installations, where items are taken to the job and left there.
  2. This could be used for items used to carry out a job but which are returned to the van/office/depot after the job is complete.
  3. This could be used for replaced parts or equipment or collections.
  4. This could be used for services or repairs.
  5. This can be used for replacement parts or additional installations, eg a new pump on a boiler, or using a diagnostic device on a machine.

The first 4 options follow a similar pattern so we will look at one type as an example:

  1. Stock option.
  2. The current location of the item, whether it is on a vehicle, or at a Contact.
  3. This allows you to identify if this is a single item or a Consignment. If Consignment is selected, the next 3 fields will disappear and you will instead be asked for the Consignment name.
  4. If a vehicle was selected in (2), then you should input the make and model here.
  5. If you selected Contact in (2) clicking here will show you a list of all items currently at that site so that you can make a selection.
  6. For non-consumable items, this is the serial number or barcode of the item. This is not mandatory, and leaving it blank will mean that the specific item to be used is currently ‘unknown’ or could be determined later. For consumable items, this box will change to quantity.
  7. If this is selected, the item will appear as a line item for cost and selling price on the Financial Document associated with the Job.

Option 5, Used on equipment, operates slightly differently

  1. You must specify here the serial number of the item at the site you will be using the item on (e.g. The boiler).
  2. Here you need to specify the make and model of the item you will be using on the piece of equipment (e.g. New pump for a boiler).

Setting up a System

Setting up a System

Where there is a type of job which regularly requires the same items of Stock & Equipment, it is possible to create a stock System in the back office,  auto-populating the Stock & Equipment tab with those items. To do this, there are 3 steps:

  • Step 1 – Create a System
    Navigate: Stock & Equipment → [left-hand menu] Systems → Create a system + This will open a pop-up window allowing you to create a new System. Once you have clicked Save, another window will open prompting you to add equipment items to the system (use serial numbers to locate items):

  • Step 2 – Edit a Job Type
    Navigate: My Account Administration [side menu] Schedule → Job types → Add and tick the checkbox next to ‘Systems’ entitled ‘Use systems with equipment’ and then Save:

  • Step 3 – Add a System to a Job
    Now navigate: ScheduleNew Job.  Fill in the form as usual. Once you have entered the job type associated with the System you have created, you will find that an additional ‘Systems’ field appears.  Click on the ‘+’ at the right side of that field and add the required System name.  Once the System is added, you will find in the ‘Stock & Equipment’ tab that the equipment items associated with the system have been automatically added:

Using Stock/Equipment on Tablets

Using Stock/Equipment on Tablets

For detailed information on Stock & Equipment use on tablets and devices, please see the separate stock & equipment on a device article.

Items of Stock or Equipment are frequently needed in order to complete a job.  Typically, many jobs will have stock booked against them which will require the use of van stock, stock already at the contact, or necessitate picking up Stock from one, or several, sites.

From the Dashboard, click on Stock on the left:

The screen will now display a variety of stock options:

  1. This is a stock list of the items currently stored on your vehicle.
  2. These are the items required for the jobs to be undertaken today.
  3. You can search items stored in other vans, so that you can swap items with other drivers.
  4. You can search for the items held by your company, and find where it is located.
  5. This is a summary of all items stored in the selected location.
  6. Clicking on the arrow will display detailed information for this item.
  7. The search function if you are looking for a specific item.
  8. If you have had additional jobs assigned to you, or stock has been moved whilst you have been doing your checks and inventory, pressing Refresh will update items.
  9. This option will allow you to add items from a location to your van.
  10. Here you can create new items, useful, for example, if you find unlisted stock during a stock take or if you go to a merchant and need to add the new items you have purchased to stock.

You should also consider the device settings you have around Stock & Equipment for a device in the back office. This can be set up according to Job Type.

From the back-office, navigate: My Account → Administration → [side menu] Schedule → Job types locate the job type in question and open it to edit:

Where the box has been unticked in the back-office, job stock on the device will be automatically confirmed and directly show the action button (i.e. drop-off or pick-up) to the user:

Approving Receipt of Goods from Purchase Orders

Approving Receipt of Goods from Purchase Orders

It is possible to create stock movements from Purchase Orders when marking items as received.

To do this, you must first ensure that the following criteria are met:

  • The Make and Model must already exist in the system.  If they don’t, or you wish to add more, navigate: My Account → Administration → [side menu] Stock & EquipmentManage Make and Models.
  • The item must have a Supplier and Cost price against it. For further information on setting this up, please read the ‘Creating Makes and Models’ section of this article.
Creating the Purchase Order

To create a Purchase Order, navigate: CRM→ [side menu] Financial Documents →  [icon] New financial document.  Select (1) purchase order and then (2) Add stock:

Now add the make and model. When you start typing the system will offer you suggested items to choose from, simply click to choose the correct one, followed by ‘Add’:

You must then ensure that the following information is entered into the Purchase Order:

  1. The cost price must be entered (it can differ from that in the Manage Make and Models module.
  2. The contact must be a valid contact in the system.
  3. There must be a supplier.
  4. There must be a delivery site.

Save your Purchase Order and send it / mark as sent.

Once sent, a Purchase order’s ‘Stock’ tab can be accessed and items in the order can be confirmed. When confirming that items have been received,  you can choose to confirm full or part receipt of items by selecting an item and confirming or amending the number of stock items you have received by clicking Confirm:

When this is done, it confirms the items at the contact destination and shows a movement recorded against the item from supplier contact to the delivery site.  It will be shown as having moved from the ‘Planned’ field above, to the Actual’ field below:

Note:

  • When receipting stock you have the option to update the number of items received and the value paid as there is a potential these numbers differ from the time the PO was created.
  • When receipting serialised stock/items of equipment you can enter each item’s serial number with a line gap between, or if preferred, the system will auto-generate serial numbers for the items to make this process easier.

Stock Movement and Reallocation

Stock Movement and Reallocation

To easily move Stock & Equipment navigate: (1)Stock & Equipment → (2)Stock or Equipment and then click on the items to be moved.  Now click on (3) the “Move” icon:

A popup screen will now open:

Complete both fields (1) and (2) to show how much stock you wish to move and to where.  In our example we are moving 18 of the 19 items from our van stock to our customer:

Finally, click on (3) “Move” to move the items. You will now see that 18 items have been deducted from the van and added to the customer’s location:

 

Stock can also be reallocated from one Vehicle’s Stock to another, for example in case a vehicle has to be taken out of service.  This can be done by navigating: Fleet & Resources → [side menu] Fleet → select vehicle → view → [tab] Stock → [icon] Reallocate all

Copying a Worksheet for Multiple Consignments/Stock Items

Copying a Worksheet for Multiple Consignments/Stock Items

When carrying out a job where a number of items of stock or equipment are required but use the same worksheet, it is useful to be able to copy the answers for one item against the others in order to save time whilst at the job.  This can be achieved as follows:

Navigate: My Account ➔ Administration ➔ Schedule ➔ Jobs

  1. Populate the fields with the appropriate job information if creating a new job type and click to Save.

2. Now move on to the Device tab and click on the tickbox “Allow copy of worksheet for      multiple consignments/stock items”:

3.  Create worksheets by navigating My account ➔ Administration ➔ Schedule ➔ WorkSheets ➔ Add,  then create a Worksheet as desired, as in the example below where the WorkSheet is entitled ‘Bathroom Installation’:

4.  When a piece of stock/equipment is created in the Stock & Equipment side menu, add the worksheet to be attributed to it when (1) the  movement is Ok and (2) the movement is not Ok. In the example shown below, the Bathroom Worksheet will be required to be completed for each Vanity Unit with a successful movement, and Bathroom Installation Worksheet will be required to be completed for each Vanity Unit assigned to the job without a successful movement:

5.  Now create a job in the usual way Schedule➔ New job.  Please note that the worksheets added in the field below (and default worksheets on job types), is for the overall job and therefore refers to a Worksheet(s) that will be raised against the entire job, as opposed to the stock/equipment Worksheet(s) which are attributed (in stage 4 above) against each item:

6.  Next, move onto the add Stock and Equipment tab to add items to be used in this job, item by item, as required:

7. The job will appear on the remote worker’s device and can be processed as usual but    upon completion they will now be able to click on any of the stock or equipment items          and a checkbox will appear against all of them, as seen in the example below:

Please note that this will only be the case for the main resource and will not be available on an assistant’s device.

8.  Ticking the checkboxes against all of the items will now mean that completing a              worksheet for one will result in a completed worksheet being registered against all.

Easy Access to Stock Custom Fields

Easy Access to Stock Custom Fields

Depending upon the settings applied in the back office, it is possible to access and edit stock custom fields when viewing stock on a device.

To set up the custom field viewing/editing ability for devices from the back office, navigate: My Account → Administration → [side menu] Stock & Equipment → Stock item Custom Field → Select/Add product category.

Now complete the popup window:

Where a custom field has been set-up in the back office for the Job’s stock category, a ‘custom fields’ button is then displayed when viewing stock items on the device:

Tapping this button will show a new page, containing the stock’s custom fields and content:

NB It may be necessary to refresh your device before the new settings become visible.

Confirming All Stock Actions in One Go

Confirming All Stock Actions in One Go

In order to speed up processing for a resource using a tablet/device it is possible for an Administrator to enable the confirmation of all the stock actions for a job at a single stroke. Navigate: My Account ➔ Administration ➔  [side menu] Schedule➔  Add/Edit Job Type ➔ Device tab. 

Tick the checkbox (17) outlined below ‘Resources can confirm all job stock actions in one go’ and Save:

This translates across to a device/tablet by introducing a ‘Validate all’ button outlined on the right hand side in our example below:

Illustration 1

Clicking on this button will  allow the resource to confirm all stock items in a single action. When the resource clicks on the ‘Validate all’ button  a popup asking for confirmation will appear:

When the resource clicks ‘yes’ to confirm, all of the red ‘To be confirmed’ messages in Illustration 1 will  convert to green ‘Done’ messages:

Note that when (16) Resources need to confirm stock used for jobs, has been left unticked in the back office, job stock on the device will be automatically confirmed and directly show the action button (i.e. drop-off or pick-up) to the user.

NB your tablet/device must be equipped with app v5.7660 or later in order to use this feature

Videos

Stock & Equipment (Basic): Recording of a Live Tutorial

Stock & Equipment (Basic): Recording of a Live Tutorial

Stock & Equipment (Intermediate): Recording of a Live Tutorial

Stock & Equipment (Intermediate): Recording of a Live Tutorial

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Updated on 23rd June 2021

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