The parts store

Workshop, Stock keeps the tyres, parts, protective gear, consumables and fuel you hold on the shelf. Every movement is a numbered document: a receipt, an issue, a return or a stocktake. A part issued to a vehicle becomes that vehicle's cost at the average price, and a part that comes back is credited at the price that was charged, so the vehicle costs and the stock always agree.

Before you start

• Your organization has the TMS add-on. Open Fleet, Workshop, Stock.
• Everyone can see the stock and print protocols. Receiving, issuing, returning, stocktaking and adding items needs a role that may change TMS data with the Fleet module. Deleting an item is an admin's.
• Receiving from an invoice needs the purchase invoice in Carrier costs, approved, with its PLN rate (see The cost card).

The Stock tab

• Receive is the main button. The ⋯ menu holds Issue, Return to the store, Stocktake and Add item.
• Search by "name, code or location". Filter by Category (and by Store when you have more than one). Below minimum shows what to reorder.
• Items: Item (with its code), Category, Location, In stock, Minimum and Average cost, with receive and issue buttons and ⋯ (Receive delivery, Issue, Show movements, Edit, Delete). An item under its minimum is marked "below minimum".
• Movements: Date, Item, Movement (Received or Issued), Quantity, Unit cost, Where to and Document. Show movements narrows it to one item.
• Documents: Number, Kind, Date, Who or what, Items and Value (below).

Stores

Items are in the Main store unless your data has several stores; then a Store column and filter appear, and one document is for one store: "One document is for one store. Split the lines by store."

Adding an item

Add item opens Add stock item:

An item you delete "disappears from the list; its movements stay in the history."

Receiving

Receive opens Receive into the store with two ways:

From an invoice

"Each invoice line becomes an item in stock at its net price in PLN."

1. Choose From an invoice and pick the Purchase invoice ("Find an approved invoice"), or click Receive into stock on the cost card of that invoice.
2. Each invoice line shows "left on this line" and is matched to an item: "found by its code", "found by its name", "as last time from this supplier", or "suggested: check it". Suggest the items asks the AI for the lines it cannot match (it uses AI credits; nothing is saved).
3. For each line choose To the item or New item (type its name), and the quantity. Receive as a new item instead and or pick an item switch between the two.
4. Click Receive. "Received into stock (PZ/0004/2026)".

A line is never received for more than it holds: "This would put more into stock than the invoice line holds." What was already received shows "Already received: PZ/0002/2026", and "Everything on this invoice is already in stock." The invoice must be approved: "Approve the invoice first. Goods are received from approved invoices." A carrier's freight invoice has nothing to receive. The value received leaves the invoice's vehicle cost and reaches the vehicles again when the parts are issued, so it is never counted twice.

By hand

"A delivery without an invoice in Quanty: the items, quantities and prices." Pick or type the item ("Find an item or type a new one"), the quantity and the Net price (PLN), and the Supplier's document ("for example: WZ 123/10").

Issuing

"One document for everything that leaves the store now. Twelve tyres for three trucks are three lines of four."

1. ⋯, Issue (or the issue button on an item, or Issue parts on a service order).
2. Set the Date and a Note ("for example: tyre change").
3. For each line: the Item ("in stock: 6 pcs"), the Quantity, and who takes it: a Vehicle, a Person or a Service order. Same item for another vehicle copies the line. A Service order set at the top takes every line without a recipient: "Lines without a vehicle, a person or a service order go to this service order."
4. Check the summary: "Tyre 315/70: 12 of 14 pcs in stock".
5. Click Issue. "Issued (RW/0007/2026)".

"Each line with a vehicle, also through a service order on an own vehicle, becomes that vehicle's cost at the average price." Tyres book a Tyres cost, fuel a Fuel cost, everything else Parts. A line to a person books no vehicle cost; a line to a customer's service order books none either.

If any item is short, nothing is issued: "Not issued, there is not enough of: Filtr oleju Volvo FH." The stock never goes below zero. A settled or cancelled service order takes no more parts.

Returning

"What a vehicle, a service order or a person brings back. A vehicle gets back the cost it was charged."

1. ⋯, Return to the store (or Return parts on a service order).
2. For each line, the item, the quantity and who brings it back.
3. Click Return. "Returned to the store (ZW/0002/2026)".

A return never takes back more than that vehicle, person or job holds: "You are returning 6 pcs of Tyre 315/70, but only 4 pcs were taken." When the rest is elsewhere, the message says where: "only 2 pcs is here, the rest is on PO 7XR48. Pick that vehicle on the return line." The vehicle is credited the price it was charged.

Stocktake

⋯, Stocktake: "Type what is really on the shelf. Items you leave empty are not counted." Each item shows In the system, Counted and the Difference; the footer counts "2 differences, worth 1 239.00 PLN". Save the stocktake books a surplus (PW) and a shortage (RW) document: "Stocktake saved (PW/0001/2026, RW/0009/2026)", or "Everything counted matches the system (14 items)". A stocktake books no vehicle cost. Up to 1 000 items at once.

Documents and protocols

Numbers count per year. A document is never edited: a mistake is put right with a return or the next document. Up to 100 lines a document.

Open a document to see its Store, Invoice, Supplier's document, Made by, the job, the lines and whether they were Booked as vehicle costs. Print the protocol prints it in Polish, English or German with signature lines. Attach the signed scan keeps the signed copy (Replace the signed scan later); the document then shows Signed protocol: attached.

Prices

The stock is valued in PLN at the moving average of what is on the shelf. Receiving at a new price changes the Average cost; issuing takes the average at that moment, and issuing the last piece takes exactly the value left.

What a person took

A driver's or employee's card shows Taken from the store: "Last 12 months, less what was returned", with the last item taken. The report Materials used in Reports shows "Who took how much from the parts store and what it cost: per person, vehicle and item, returns counted back", with filters for the driver and the vehicle, and an Excel file with the sheets per person, per vehicle and per item (see TMS overview). Stocktake differences are not in it.

Good to know

• A form saved twice by a double click is saved once: "This document was already saved. Refresh the list."
• Issuing fuel from your own tank books a fuel cost on the vehicle.
• The tyre register is separate from the stock: receiving tyres there makes no stock movement (see Tyres).

Related pages

• The workshop: parts on service orders.
• The cost card: Receive into stock on a purchase invoice.
• The person card: Taken from the store.
• Tyres.