Record material, keep stock and know where it went

The warehouse is for everything counted as a quantity and consumed – screws, cable, gloves, paint. The inventory (assets) is for everything you want back by name – hammer drill, laptop, measuring device. Rule of thumb: do you care which of ten identical items is currently where? Then it is an asset, not a warehouse article.

Because every recorded quantity is expressed in it. If you switched from pieces to boxes afterwards, a stock of 240 pieces would silently become a stock of 240 boxes – and the entire history would be wrong. As long as an article has no movements, the base unit can be changed freely. After that, create a new article if in doubt.

Not as a separate article, but as a packaging unit of the article with a factor of 12. You then book “2 boxes” and the warehouse turns that into 24 pieces. Stock always stays in the base unit. The factor is frozen with every booking – if the supplier later delivers boxes of 10, you change the packaging unit and past bookings stay untouched.

Because on a construction site the material is usually gone before it is booked. If the booking were blocked, nothing would be booked at all – and then the stock figure would be wrong for good. So the withdrawal is booked and only a warning is shown. Negative stock is always a sign of a missing goods receipt. You can also have such bookings blocked in the warehouse settings.

Stock is what is on the shelf. Available stock is the stock minus the quantities reserved by approved material requests. That way the same 20 metres of cable are not promised twice. Stock warnings work with available stock.

Not by editing or deleting it – movements are immutable because together they make up the stock. Book the appropriate counter-booking instead: a return if the material comes back, a write-off if it is lost, or a stocktake if you simply want to record the counted quantity. The history then tells what really happened.

In a stocktake you enter the counted quantity; Jobilino books the difference to the recorded stock as a correction. So it corrects a counting or booking error. A write-off books out damaged, expired or lost material with a reason – it explains a genuine loss. After a year, exactly that difference is the interesting analysis.

You decide that in the warehouse settings. If the option is active, a withdrawal booked by an employee is flagged “Awaiting confirmation” until an authorised person acknowledges it. Important: stock is reduced immediately in both cases – the confirmation is a four-eyes principle, not an approval, and creates no waiting time on site.

The person it was booked for – they are notified and confirm themselves, on the web or in the app, without any special permission. Alternatively, the person booking ticks “I confirm that the person received the material”, for example when that person does not use the app.

An employee requests articles with quantities and a needed-by date. An authorised person decides line by line – they can adjust the quantity per item or set an item to zero – and approves or rejects; approval reserves the quantity. Only issuing books the actual withdrawal. If less is issued than approved, the request stays open as “Partially issued”; more than approved can never be issued. An already approved request can still be rejected later – that is how you release a reservation nobody is going to collect. Material already issued is not reversed.

Only those with the “May see warehouse prices” permission. Without it, prices and the stock value are removed server-side – not just hidden, but also out of every export. This lets a storekeeper run the entire stock without seeing the purchasing terms.

Assign the withdrawal to the project – the article’s sales price is frozen on the booking. Articles marked “Billable to customer” are pre-marked accordingly. Withdrawals recorded this way can be transferred onto an invoice in the invoicing module; material already billed is not offered again.

Yes, via “Import articles”. Download the template, fill it in and upload the file – Jobilino first shows a preview, and nothing is booked until you confirm. A file with faulty rows is rejected as a whole. Two safety rules make re-importing harmless: prices already stored are never overwritten, and opening stock is only booked for articles with no movement history.

Not at the start – the “Main warehouse” is created automatically and is enough to get going. Further locations (central warehouse, vehicle, site) pay off as soon as you really want to know what is in the fitter’s van or in the site container. Stock is then kept per location, and transfers move it.

As soon as an article’s available stock falls to the stored minimum stock or below – in the inbox and as a push notification. If the article is gone entirely, there is a separate message. Each level reports only once and is re-armed only after stock has recovered. Without a minimum stock there are deliberately no warnings for that article. Nothing is ever ordered automatically.

Yes. In asset management choose “Create from stock” and enter the warehouse article and the quantity: Jobilino books a completely normal withdrawal in the warehouse and creates one asset with its own asset number per item. Warehouse stock stays consistent throughout. You need both the warehouse and the asset permission for this.