Managing Warehouse Inventory

Learn how to track stock levels, manage warehouses, and monitor inventory across your organization

Overview

SubBase’s inventory management helps you track materials stored in warehouses, monitor stock levels, and manage inventory across multiple locations. This is especially useful for companies that:

• Maintain warehouses with commonly used materials
• Transfer materials between projects
• Need visibility into available stock before ordering

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Key Concepts

Warehouse

A Warehouse is a storage location for inventory. Warehouses can be:

• Company-wide – Shared across all projects
• Project-specific – Dedicated to a single project

Stock

Stock represents inventory items in a warehouse. Each stock item tracks:

Quantity Type	Description
Available	Ready to be requested and used
Committed	Reserved for a request but not yet consumed
Quality Hold	Under review or quarantine
Rejected	Removed from usable inventory

Stock Types

• Consumable – Materials that are used up (lumber, concrete, fasteners)
• Returnable Asset – Equipment checked out and returned (tools, scaffolding)

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Setting Up Warehouses

Creating a Warehouse

1. Navigate to Inventory

   Go to Inventory from the main navigation.

2. Click Manage Warehouses

   Click Warehouses or Manage Warehouses to view your warehouse list.

3. Add Warehouse

   Click + Add Warehouse to create a new location.

4. Enter Details

   • Name – A descriptive name (e.g., “Main Warehouse”, “Project Alpha Yard”)
   • Address – Physical location
   • Project – Leave blank for company-wide, or select a project
5. Save

   Click Save to create the warehouse.

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Adding Inventory

Receiving Stock from Purchase Orders

When materials arrive from a vendor:

1. Go to the delivery in Orders
2. Mark items as received
3. If the order is for a warehouse, stock is automatically added

Manual Stock Addition

To add stock manually:

1. Go to Warehouse

   Navigate to the warehouse where you want to add stock.

2. Click Add Stock

   Click + Add Stock or Receive Materials.

3. Select Material

   Choose the material from your Material Database.

4. Enter Quantity

   Enter the quantity being added.

5. Add Details

   Include any reference information (lot number, receipt date, etc.).

6. Save

   The stock is added to available inventory.

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Viewing Stock Levels

Inventory Dashboard

The inventory dashboard shows:

• Total items across all warehouses
• Low stock alerts for items below threshold
• Recent transactions (additions, draws, transfers)

Filtering Inventory

Filter your inventory view by:

• Warehouse – View a specific location
• Material – Search for a specific item
• Stock Type – Consumable vs. returnable assets
• Status – Available, committed, on hold

Stock Details

Click on any stock item to see:

• Current quantities (available, committed, hold, rejected)
• Transaction history
• Associated purchase orders
• Cost information

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Stock Transactions

Every inventory change creates a Stock Transaction for audit purposes:

Transaction Type	Description
Receive	Adding stock from a purchase or manual entry
Consume	Using stock for a project (draw down)
Transfer	Moving stock between warehouses
Adjust	Manual quantity corrections
Hold	Placing stock on quality hold
Reject	Removing stock from usable inventory

Viewing Transaction History

1. Navigate to a specific stock item
2. Click Transaction History
3. View all movements with dates, quantities, and users

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Transferring Inventory

To move stock between warehouses:

1. Select Source Warehouse

   Go to the warehouse you’re transferring from.

2. Select Items

   Choose the stock items to transfer.

3. Click Transfer

   Click Transfer or Move Stock.

4. Select Destination

   Choose the destination warehouse.

5. Enter Quantities

   Specify how much to transfer.

6. Confirm

   Review and confirm the transfer.

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Adjusting Stock

Sometimes you need to correct stock quantities due to:

• Physical count discrepancies
• Damaged materials
• Lost or missing items

Making Adjustments

1. Find the Stock Item

   Navigate to the item needing adjustment.

2. Click Adjust

   Click Adjust Quantity or Stock Adjustment.

3. Enter New Quantity

   Enter the correct quantity or the adjustment amount.

4. Add Reason

   Document why the adjustment is needed.

5. Save

   The adjustment is recorded with full audit trail.

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Quality Holds

Place stock on hold when it needs review:

1. Select the stock item
2. Click Place on Hold
3. Enter the hold reason
4. The quantity moves from “Available” to “Quality Hold”

To release a hold:

1. Open the stock item
2. Click Release Hold
3. Stock returns to available

To reject held stock:

1. Open the stock item
2. Click Reject
3. Stock moves to “Rejected” and is no longer usable

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Low Stock Alerts

Set up alerts to know when stock is running low:

1. Go to Stock Item

   Navigate to the item you want to monitor.

2. Set Threshold

   Enter a minimum quantity threshold.

3. Enable Alerts

   Turn on low stock notifications.

When stock falls below the threshold, assigned users receive notifications.

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Best Practices

Regular Counts

Perform periodic physical counts to keep inventory accurate.

Document Adjustments

Always add reasons when adjusting stock for audit trails.

Use Material Database

Link stock to your Material Database for consistency.

Set Thresholds

Configure low stock alerts to avoid stockouts.

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Related Guides

Inventory Requests

Learn how to request materials from warehouse inventory.

Creating Purchase Orders

Order new materials when stock is low.

Setting Up Materials

Configure your Material Database for inventory tracking.