How to Manage Parts and Stock on Jobs

Set up your parts, materials, warehouses and vans, receive and move stock, and have technicians record what they use on each job so the counts stay right.

Published 27 January 2026 · 3 min read

Movtro tracks what you stock, where it is and what gets used on each job. Once it is set up, every part a technician records comes off the right shelf or van.

1. Add your parts and materials

  1. Go to Inventory → Parts & Materials.
  2. Pick the Parts or Materials tab and click + Add Part or + Add Material.
  3. Enter the Name. You can also add a SKU, the Unit (each, m, kg…) and the Unit cost.
  4. Tick Allow negative stock only if technicians may record using an item before it has been received into the system.

Parts & Materials: each part with its SKU, quantity on hand and unit cost.

Parts are things you fit, like capacitors, filters and valves. Materials are things you use up, like cable, refrigerant and chemicals. Quantities are whole numbers, so pick a unit that works: kilograms or cylinders for refrigerant, metres for cable.

2. Set up where stock lives

  1. Go to Inventory → Warehouses and click + Add Warehouse. Add an address, and notes such as opening hours if they help.
  2. Open the warehouse and add its locations with + Add Location. These are shelves or bins ("Shelf A3") plus one for each van ("Van 3 (Ahmed)").

Making each van a location lets you see van stock and restock it properly.

3. Receive and move stock

Go to Inventory → Stock Transactions and click + Post Transaction. Then choose what happened:

  • Receive: stock arriving from a supplier.
  • Transfer between locations: warehouse to van, or van to van.
  • Issue: stock handed out, for example to a person, and not tied to a job.
  • Reserve and Release reservation: hold stock for a planned job so it is not used elsewhere.
  • Return: unused stock coming back.
  • Adjust (correction): fixing a count after a stocktake. Choose Increase or Decrease and give a reason, which is required.
  • Use (job consumption): usually recorded from the job itself, as described below.

Pick the item, the location or locations and the quantity, then click Post transaction. Every movement stays in the transaction history and cannot be edited, so you correct mistakes with an adjustment.

4. Record parts used on a job

On the job, technicians open Parts & materials:

On the job, on the phone: parts used are added by name or from inventory.

  1. Choose Use from inventory and pick the item under What did you use?
  2. Under Taken from which store?, choose their van or the warehouse.
  3. Enter the quantity.

Stock at that location goes down, and the job keeps a record of what was fitted. For anything not in your catalogue, Use free text instead records it on the job without touching stock.

Good habits

  • Restock vans weekly from a standard list, as a transfer.
  • Count van stock once a month and correct differences with an adjustment.
  • Check a unit's service history before sending someone, so the part it probably needs is on the van.

Movtro does not send low-stock alerts or create purchase orders.

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