Manage Spare Parts
On a computer, Inventory lives under Inventory in the sidebar. On a phone, open the hamburger (More) menu, then tap Inventory (it is not on the bottom bar). Older bookmarks to Spare Parts redirect here. Stock is per branch.
Open inventory
- On a computer, click Inventory in the sidebar. On a phone, open the hamburger (More) menu, then tap Inventory.
- You should see five tiles: Total SKUs, Units in stock, Stock value (units × product cost), Inactive (products you switched off), and Low stock (≤ 2).
Search by SKU, name, or category. Filter by category. Export downloads the catalog as CSV.
Two views of the same list: List view (the table, for editing) and Grid view (cards with a picture tile, for scanning a shelf). The toggle sits at the right of the toolbar, and your choice is remembered on this device.
Inventory is on Solo and Shop, not Free. See Plans & pricing.
Add a product
- Select a specific branch first. The app will ask you to pick a branch if none is selected.
- Click Add Product.
- Fill the fields and save.
| Field | Notes |
|---|---|
| Name | Required. e.g. iPhone 15 Pro screen |
| Parent SKU | Main code / barcode. A new product can auto-fill a code like SP-260908-1234 (SP + date + random). |
| SKU | Variant or secondary code. See SKU system & variants. |
| Category, description, supplier | Optional. Typing a new supplier name creates the supplier. |
| Stock | Units on the shelf. Use -1 for unlimited / service / non-stock. Those units are excluded from "units in stock" and low-stock counts, and are not decremented. |
| Product cost | What you pay the supplier — used for stock value and profit. |
| Price / original price | Selling price to the customer (original is for display / discount). |
| Default warranty | Offered when this part is used on a job or invoice. |
| Product photo | Optional. Shown as the tile in Grid view; without one the tile draws an icon based on the product's category or name. You can also set it from a product's card in Grid view. |
Hide a discontinued product
Every product has a Status: Active or Inactive. Setting a product Inactive stops it being offered on new jobs, invoices and quotations, and stops it raising low-stock warnings. Nothing else changes — its stock, cost, past jobs and history are kept, so it still appears in your reports.
- Open the product's ⋮ menu (in the table) or the card menu (in Grid view), then choose Set as inactive.
- Confirm. The product leaves the list and carries an Inactive badge.
- To find it again, click the Inactive tile. The bar above the list names the slice and shows how much stock those products still hold, with Show active / Show all to switch back.
- To bring one back, open its menu and choose Set as active.
Deleting a product is permanent. When you delete, the dialog offers Set as inactive instead — the right choice for a part that has ever been used on a job or an invoice.
Update many products at once
Owners and Managers can tick the checkbox beside several products, then use Bulk Update in the bar that appears. Tick only the fields you want to change; anything left unticked is not touched. Staff do not see the checkboxes.
- Fields: Price, Product Cost, Stock, Description, SKU, Category, Supplier, and Status.
- Money and stock can be set, increased or decreased — by an amount or by a percentage — with a per-product override for the exceptions.
- SKU only takes a transform (add prefix, add suffix, find & replace). There is no "set every selected product to this code": two products must never share one code.
- A stock change is written to each product's Stock History as an adjustment. A cost change does not restate past jobs — it changes what the next job costs.
The same bar offers one-click Set inactive / Set active for the selected products, and Delete. Delete is offered to Owners only — a Manager can bulk-edit the selected products but cannot bulk-delete them.
AI Import
- Click AI Import.
- Upload CSV, Excel, PDF, or an image (supplier invoice, stock sheet).
- Review the table: name, parent SKU, variant SKU, category, stock, cost, selling price.
- Import. New suppliers are created if needed.
On a supplier invoice, amounts go to product cost, not selling price, unless the file clearly says retail / RRP.
CSV and Excel files are read instantly on your device, with no upload. PDFs and photos are read by AI. An old Excel .xls file cannot be read — open it in Excel and save it as .xlsx or CSV first. Summary rows such as TOTAL or JUMLAH are skipped, not imported as products.
A supplier sheet does not need re-formatting: column headings are matched by their usual names — Item Description or Product Name, Item Code or Barcode, Qty, Cost, Price — and a title line above the headings (shop name, "Price List", a date) is fine.
When stock moves
Using a catalog part on a jobsheet allocates stock for that branch (movement type sale). Putting quantity back logs a return. Invoice void can void_restore stock. Manual changes appear as adjustment.
Open a product's Stock History to see before/after quantities, branch, and notes. Unlimited items (stock = -1) skip decrement.
Last updated: 26 September 2026