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Help Center › Admin screens, field by field › Inventory forms: item, count, move, set aside, place, import
Inventory forms: item, count, move, set aside, place, import
Every box in the stock item, count/change, move, set-aside, place and CSV import dialogs.
On this page
Contractor Hub → Inventory (address #/field/inventory, in the work group after Field work). Needs a plan with inventory and the purchase-order rights; other people may only look.
Inventory tracks what is in the truck and shop, what is low and what is set aside for a job. Nothing is erased: every count or change adds a line to the history.
Before you start
- Add at least one place (shop, truck) before counting anything.
Fields
Add a stock item / Edit
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Name (name) |
Item name (at least 2 characters). | e.g. Brown mulch. | |
Code (optional) (sku) |
Your SKU/code, up to 60 characters. | ||
Unit (unit) |
Unit of measure. | yd, bag, ft, each. | |
What it costs you per unit ($) (cost) |
Used for stock value and reorders only. | Dollars. | |
Supplier (vendor_id) |
Vendor for reordering. | Pick or None yet. | None yet |
Reorder when available is at or below (reorder_point) |
Low-stock warning level; 0 = never warn. | e.g. 5. | 0 |
Order this many (reorder_qty) |
Suggested order size. | e.g. 20. | 0 |
Usually kept at (loc_id) |
Default place. | Pick one. | First place on the list |
How many do you have now? (startQty) |
New items only; recorded as a count in history. | e.g. 12. | |
Stop using this item (it keeps its history) (archived) |
Edit only; archives the item. | Off | |
| Add item / Save |
Count or change
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Where (location_id) |
Which place the count applies to. | Pick one. Choices: Your places. | Where most stock is |
How (mode) |
Count = the true total now; add/remove = a change. | Pick one. Choices: I counted – this is how many there are; Add or remove this many (use – to remove). | I counted |
Amount (counted / qty) |
The number. | ||
Why (reason) |
Reason kept in the history. | Pick one. Choices: Recounted; Damaged or spoiled; Lost or stolen; Found more; Returned to the supplier; Used, not on a job; Other (say why). | Recounted |
Note (needed for “Other”) (note) |
Up to 300 characters. | ||
| Save | Adds a history line. Refused if it would go below zero while that setting is off. |
Move
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
From (from) |
Source place. | ||
To (to) |
Destination place (must differ). Needs two places. | ||
How many (qty) |
Amount to move. | ||
| Move |
Set aside
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
For (visit_id / quote_id) |
A visit or quote to hold stock for. | Pick one. | |
How many (qty) |
Amount reserved (still in the truck, no longer counted as free). | ||
Note (note) |
|||
| Set aside |
Places tab
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Name (name) |
Place name. | e.g. Shop or Truck 1. | |
Kind (kind) |
Type of place. | Pick one. Choices: Shop or yard; Truck or trailer; Other. | Shop or yard |
Let stock go below zero (allow_negative) |
Owner only. When off, a count or change that would go below zero is refused. | Turn on only if you record deliveries after use. | Off |
| Edit / Stop using | Rename or retire a place. |
Import or export
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| Download my stock list | Downloads a CSV of current stock. | ||
File (csv file) |
Choose a CSV (600 KB at most). | ||
File contents (csv) |
Or paste rows. First line = column names: name, sku, unit, cost, supplier, reorder_point, reorder_qty, location, qty. | ||
| Check the file | Dry run: new, update and error counts. Any error stops the import. | ||
| Import | Enabled after a clean check; importing the same file twice changes nothing. |
Steps
- Open Inventory → Places and press Add a place.
- Press Add an item, fill Name, Unit, cost, supplier, reorder levels and How many do you have now?
- On an item press Count / change, choose Where, How, Amount and Why.
- Use Move between places and Set aside for jobs.
- To load many items, open Import or export, choose a CSV, Check the file, then Import.
If something goes wrong
- “Give the item a name.” Names need 2+ characters.
- “Add a place first” means no places exist.
- “You need two places to move stock between.”
- A shortfall list shows jobs that needed more than you had; press Try again after recounting.