You do not think about the storeroom until it lets you down: a customer waiting on a part the shelf was supposed to have, or a year-end count that comes up short with nobody able to say where it went. A spreadsheet you update when you remember is really just a guess, and memory is worse.
One place for every part
List the parts worth tracking and set their opening levels once. After that the
quantity on hand sits next to each product, and whoever is at the counter is
looking at the same live number. You decide what earns a spot on the list: the
synthetic oil and brake pads, not the free air freshener, so the count stays
useful instead of cluttered.
- Set your products and opening stock once
- Track only the parts worth tracking
- One live count the whole shop can see
Stock moves with the job
When a delivery lands you log it as a goods-received note and the count climbs on
its own. When a part goes onto an invoice, the same quantity comes off the shelf
count at once. The stock figure keeps itself current off the work you are already
doing, so there is no second book to update and nothing to tally by hand.
- Goods-received notes raise the count as deliveries arrive
- Parts on an invoice come off stock automatically
- No double entry, no manual tally
Every movement on the stock card
Each part carries its own stock card: when it came in on a goods receipt, every
invoice that has drawn it down since, and the running balance and cost at each step.
Filter the list down to what is low or out of stock when you are working out an
order, and when you need to know where a part went, the movement is on record
instead of down to memory.
- A full movement history for every part, at every branch
- Each deduction traces back to the invoice that caused it
- Filter the list down to what is low or out of stock
Count the shelf and true it up
Every so often you count the shelf, and Pitstop lines your count up against what it
expected to be there. A shortage shows up the week it happens, while someone still
remembers the job it walked out on, instead of becoming a mystery at year-end. The
gaps you find are the ones actually worth chasing.
- Stock takes compare your count to the system
- Discrepancies surface early, not at year-end
- Catch shrinkage while the trail is still fresh
An honest count you did not have to keep
All of this leans on one thing: a stock figure that is genuinely current. It stays
current because it feeds off the work you already do, parts booked in as they arrive
and booked out as they sell, not a separate counting chore that slips the moment the
shop gets busy. That is why the list you glance at to reorder holds up, and why a
stock take turns up gaps that are real rather than a count that quietly drifted out
of date.
- One live count, kept up by the deliveries and sales you already handle
- Nothing to maintain on the side, so it does not fall behind on busy days
- Reordering and stock takes you can actually trust
Know exactly what's on the shelf
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