In this article
Warehouses hold the truth
Stock lives in warehouses. Every other number you see — the total on a product, a branch subtotal, a low-stock badge — is calculated from the warehouse counts. Nothing else is stored independently, which is why the numbers on different screens now agree with one another.
Stock only changes through an action: receiving a delivery, transferring between warehouses, loading a truck, assigning to a technician, using material on a job, or reconciling a stocktake. Each of those writes a line in the item's history showing what changed, by how much, who did it, and why.
Every number and what it means
Quantities are always labeled with their scope. If you ever see a bare number with no label, that is a bug worth reporting.
Warehouse on hand
Units physically sitting in one warehouse.
This is the only number the system treats as the truth. Everything else is derived from it.
Location warehouse on hand
Units across every warehouse that serves one branch.
A warehouse can serve more than one branch, so it counts toward each of them.
Organization warehouse on hand
Units across every warehouse in the business.
The number stored on the product or equipment record. It is a total, not a place.
On trucks
Units a vehicle is carrying.
Already removed from the warehouse. Never added back into warehouse on hand.
With members / with clients
Units checked out to a person.
Also already removed from the warehouse. Returned units go back through a return, not an edit.
Incoming (ordered)
Units on an open stock order that have not arrived.
Not stock. Ordering does not raise your on-hand count — receiving does.
Unplaced legacy stock
Units recorded before your account used warehouses.
Real units, but nobody has said where they are. Place them into a warehouse to make them usable.
These never add up to each other. Warehouse on hand and truck custody are separate piles of the same product. Adding them would count units that have already left the shelf.
Why you cannot type a new quantity
Once a product or equipment item has been placed in a warehouse, the quantity field on its edit form is read-only. Typing a number there would say what the count is without saying why it changed — and two people editing at once would silently overwrite each other.
Use the action that matches what actually happened:
- Stock arrived — receive it against the stock order, or use Receive on the warehouse.
- Stock moved — transfer it between warehouses, or load it onto a truck.
- Stock was used on a job — log it as material on the work order.
- The count was simply wrong — run a stocktake, or use Adjust and give a reason.
Name, SKU, category, supplier, pricing, and the low-stock threshold all remain freely editable. Only the physical count is protected.
Why your total differs from a colleague's
Inventory respects the same location access as the rest of the product. If you are assigned to two branches, every total you see is the total across those two branches — not the whole company. An owner looking at the same product will see a larger number, and neither of you is wrong.
Stock in a branch you cannot see is never folded into your totals, your filters, or your low-stock warnings. A product can therefore show zero for you and plenty for the owner. If you need the company-wide picture, ask an owner or someone with all-location access.
Unplaced legacy stock
If your account recorded stock before it used warehouses, some items still carry a quantity with no warehouse behind it. Those units are real, but the system does not know where they are, so it will not pretend they are in any particular warehouse or at any particular branch. They are shown separately, labeled Unplaced legacy stock.
An owner can place them from Inventory reconciliation: pick the warehouse the units are actually in and confirm. You can place part of the quantity if the units are split across sites — do it once per warehouse, and the remainder stays listed until it is all placed.
The system will never guess a warehouse for you when more than one could apply, and it will never zero out unplaced stock. Both would be a decision about your physical inventory that only you can make.