Inventory & Parts: Stock Management

FreeMaint maintains real-time counts with a complete audit trail of every movement.

Movement Types

PURCHASE

Stock from PO receipt

WORK_ORDER

Parts used in WOs

ADJUSTMENT

Manual correction

TRANSFER

Between locations

RETURN

Parts returned from WOs

SCRAP

Damaged/expired

INITIAL

Opening stock

CORRECTION

Audit correction

Tip

Perform regular stock audits comparing physical counts to system records.

Stock Breakdown

Every part page surfaces three live values: On Hand (your current stock), On Order (sum of quantities in open Purchase Orders), and Projected Available (On Hand + On Order). The On Order figure auto-clears as soon as the PO is received. There is no manual field to edit — the breakdown reflects the truth of your POs at all times.

On Hand

Current physical stock. Parts allocated to open work orders are already deducted, so this value matches your warehouse.

On Order

Sum of quantities across open POs (PENDING, APPROVED, ORDERED). Returns to 0 the moment a PO is marked Received.

Projected Available

On Hand + On Order. The forward-looking number to consult before deciding to reorder.

Multiple warehouses / storerooms

If the same part is stocked in several warehouses or storerooms with different quantities (for example cement: 5 bags in the Infra Warehouse and 10 bags in the Electrical Warehouse), create the part once and track its stock per location — do not create the part twice. Start per-location tracking by creating a Stock Transfer into each warehouse (Inventory > Stock Transfers), or by adjusting the per-location stock. The part then shows a “Stock by location” breakdown on its detail page, and its global quantity stays equal to the sum of all locations. To give each warehouse its own responsible section, set the manager on each Location. Per-warehouse stock transfers are available on the Business plan.

Stock Management