Reviewing Stock — Low Stock and Stock Transactions

What This Feature Does

Inventory review in MyApprentice lets you find materials that are running low and audit every material movement that has been recorded against your stock. The same Materials and Inventory pages support both activities — sorting by stock status to plan reorders, and reviewing the transaction history to investigate discrepancies or reconcile against supplier invoices.

Who Uses This Feature

Business Owner, Sole Trader, Admin, and Supervisor. Visibility of stock data follows role-based permissions. Finance can view low stock value/reorder needs and the full stock transactions audit trail (not just supplier-invoice movements). Tradies and Apprentices do not have access to inventory management.

When To Use It

• You are running a periodic inventory review and need to plan reordering.
• A material has been flagged as low and you want to confirm the level.
• A stock count looks wrong and you need to audit movements.
• You need to reconcile supplier invoice movements against stock.
• You want to see total stock on hand value and potential sale value.

How It Works

Review Low Stock

1. Open Materials or Inventory from the sidebar.
2. Locate the Stock Status column.
3. Select Stock Status to sort the materials by current stock status — low-stock and stock-risk items move to the top.
4. Review the items showing low stock or stock-risk status.
5. Record or plan the materials that need reordering.

The low-stock threshold is currently set at below 5 units (per the master guide). Reordering is a planning activity at this stage — this workflow identifies what to reorder, not how to raise a purchase order.

Review Stock Transactions

1. Open the Inventory page from the sidebar.
2. Review the stock summary — current stock on hand value and potential sale value are shown.
3. Scroll to the material transaction history (the movement list). Each transaction is either incoming or outgoing.
4. Look for transactions linked to job completion — these show the related job number.
5. Apply filters or sorting:
   • Type (Restock, Waste/Damage, Usage, Adjustment, Return)
   • Source (manual or supplier invoice)
   • Date range
   • Material
6. (Optional) Filter by supplier-invoice source to reconcile supplier-invoice-driven stock changes.
7. If a stock count needs correcting, use Adjust Stock from Inventory (see the Adjust Stock Manually Quick Action).

Related Workflows

• Add a Material to Your Library (Quick Start 34)
• Edit a Material (Quick Action — see Help Centre Review)
• Adjust Stock Manually (Quick Action — see Help Centre Review)
• Managing Materials, Items, and Inventory (Feature Write-Up 19)
• Capturing Supplier Invoices (Feature Write-Up 20)

Notes and Limitations

• Material usage recorded at job completion appears as a stock transaction linked back to the job number.
• This feature does not create purchase orders. It identifies reorder needs and audits movements.
• Stock visibility follows role-based permissions; confirm what each role can see before publishing.