Inventory Management

Overview

Inventory Management is your garage's central hub for tracking parts and supplies. It lets you:

• See exactly how much stock you have on hand at any time
• Get alerted before you run out of critical items
• Assign parts directly to jobs so usage is tracked automatically
• Pull stock from a central warehouse and assign it to jobs in one step
• Import hundreds of items at once using a spreadsheet
• Scan barcodes to find items or assign them to jobs instantly
• Transfer stock between garages in your organization
• Review detailed activity logs showing every stock change
• Create kits (bill of materials) that expand into component parts when assigned to jobs
• Record over-the-counter (OTC) sales to walk-in customers

Whether you run a single workshop or manage multiple locations, this feature helps you avoid costly downtime caused by missing parts and gives you clear visibility into where your money is going.

---

How to Access Inventory

1. Log in to the autoGMS dashboard.
2. Open the sidebar menu and select your garage.
3. Click Inventory in the sidebar navigation.

You will land on the main Inventory page, which shows all of your items in a searchable, filterable table.

Good to know: Inventory is available to garage owners, garage admins, organization owners, and other day-to-day workshop roles based on their permissions. If Central Warehouse is enabled for your organization, warehouse managers can also use the organization-level Warehouse page.

---

Page Layout: Tabs

The Inventory page is organized into five tabs:

Tab	What It Shows
Items	Your full parts list with stats cards, filters, and the main inventory table. This is the default view.
Kits & Packages	A filtered view showing only kit items (bill of materials). Shows the kit count in the tab label when kits exist.
Part Lookup	Search across your inventory by part number, SKU, brand, or name. Matches show source type (OEM, Aftermarket, Equivalent), related part numbers, and bin location. Useful for quickly finding the right part and checking stock without scrolling through the full items list.
Activity	A complete audit log of every stock change across your garage.
OTC Sales	A dedicated log of over-the-counter parts sales with customer details, amounts, and references.

You can switch between tabs at any time. Each tab retains its own search, filter, and pagination state.

---

What You Will See: The Items Tab

Summary Cards (Top of Page)

Four cards at the top give you a quick snapshot:

• Total Items -- The total number of inventory items in your garage.
• Low Stock -- Items that have fallen below their minimum threshold and need restocking soon.
• Total Value -- The total value of your current stock based on cost prices.
• Categories -- How many distinct categories are in use across your inventory.

The Inventory Table

Below the summary cards is your main inventory table. Each row shows:

Column	What It Shows
Added	The date the item was first added to inventory.
Item Name	The item name, plus SKU and brand underneath if set. Items that have been superseded show a "Superseded" label and a link to the replacement part.
Stock	A colour-coded dot indicator: green for in stock, amber for low stock, red for out of stock.
Type	Whether the item is a single Part or a Kit (bill of materials).
Source	The part source type: OEM, Aftermarket, Equivalent, or Other.
Stock Level	The current quantity with unit type (e.g., "25 pieces", "4.5 litres"). When Central Warehouse is enabled, warehouse availability is also shown so you can restock without leaving the page.
Used Quantity	How much of this item has been used across jobs.
Min Threshold	The reorder point you configured for this item.
Unit Cost	What you pay for this item.
Selling Price	What you charge customers for this item.

Items that are out of stock are highlighted in red. Items that are low on stock are highlighted in amber. This makes it easy to spot what needs attention at a glance.

Filtering and Searching

Above the table, you will find:

• Search bar -- Type any part of an item name, SKU, brand, bin location, or part reference number to filter the list instantly.
• Category filter -- Select one or more categories to narrow down results.
• Stock status filter -- Show only items that are In Stock, Low Stock, or Out of Stock.
• Reset button -- Clear all active filters with one click.

Sorting

Click any sortable column header (Added, Item Name, Stock, Type, Source, Stock Level, Used Quantity, Min Threshold, Unit Cost, Selling Price) to sort the table. Click again to reverse the sort direction.

By default, items are sorted with out-of-stock items first, then low stock, then in stock -- so the items needing attention are always at the top.

Toolbar Actions

The toolbar above the table provides quick access to common actions:

• Add Items (dropdown) -- Opens a menu with three options:
  • Add Item -- Add a single item manually.
  • Create Kit -- Create a kit that expands into component parts when assigned to jobs.
  • Import from CSV -- Bulk upload items from a spreadsheet.
• Record OTC Sale -- Record a direct parts sale to a walk-in or existing customer.
• Withdraw from Warehouse -- Opens a warehouse restock flow when Central Warehouse is enabled for your organization.
• Manage Transfers -- Opens the transfer management dialog (only visible for multi-garage organizations).
• For full setup, role, and troubleshooting guidance, see Central Warehouse.

---

Step-by-Step Guide

1. Adding Inventory Items

You can add items one at a time or in bulk.

Adding a Single Item

1. Click the Add Items dropdown, then select Add Item.
2. A form will appear with the following fields:

Field	Required?	Description
Item Name	Yes	The name of the part or supply (e.g., "Oil Filter", "Brake Pad Set")
SKU	No	A unique code for this item. Click "Generate" to create one automatically.
Barcode	No	The manufacturer barcode. You can type it in or use the scan button to capture it with your camera.
Brand	No	The manufacturer or brand name (e.g., Bosch, Mobil, NGK)
Category	Yes	Choose from common categories like Filters, Oils, Batteries, Tires, Brakes, Electrical, and more
Primary Vendor	No	Select from your saved vendors list
Current Stock	No	How many units you currently have on hand
Minimum Threshold	No	The stock level at which you want to receive a low-stock alert
Unit Type	No	How this item is measured: pieces, liters, kilograms, meters, rolls, gallons, sets, bottles, tubes, or other
Cost Price	No	What you pay for this item
Selling Price	No	What you charge customers for this item
Emergency Purchase Price	No	The price you pay when you need to source this item urgently
Bin Location	No	Where this item is stored in your workshop (e.g., shelf number, bay area)
Source Type	No	Whether this part is OEM, Aftermarket, or Equivalent
Description	No	Any additional notes about this item

3. Click Save to add the item.

Good to know: Turn on the "Add and create another" toggle at the bottom of the form if you are adding several items in a row. The form will stay open after each save, keeping your category and unit type selections so you can add the next item faster.

What You Will See

As you fill in the cost and selling price, the form automatically calculates and displays:

• Profit margin -- The percentage you earn on each unit sold.
• Per-unit profit -- The exact amount earned per item.
• Total inventory value -- The value of your current stock based on cost price.

---

2. Editing an Item

1. Find the item in the inventory table.
2. Click the edit button in the row actions.
3. The Edit Item form will appear, pre-filled with all current values.
4. Make your changes and click Save.

You can update any field, including toggling an item between Active and Inactive status. Inactive items are hidden from job assignment lists but remain in your records.

---

3. Deleting an Item

1. Find the item you want to remove.
2. Click the delete button in the row actions.
3. Confirm the deletion when prompted.

Good to know: If an item is currently assigned to any active jobs, the system will warn you before allowing deletion. This prevents accidental removal of items that are still in use.

---

4. Managing Stock Levels

Quick Stock Update

To adjust stock for a single item:

1. Click the stock update button on the item row.
2. Choose the operation:
   • Add Stock -- When you receive new inventory from a supplier.
   • Remove Stock -- When you need to manually reduce stock (e.g., damaged goods, corrections).
3. Enter the quantity.
4. The system will show you a preview of the new stock level before you confirm.
5. Click Add Stock or Remove Stock to apply.

What you will see: A preview showing "New stock level will be: X units" so you can verify the change before committing.

---

5. Categories

Categories help you organize your inventory into logical groups. autoGMS comes with common garage categories pre-loaded:

• Filters, Oils, Batteries, Tires, Brakes, Electrical, Cooling, Engine, Transmission, Suspension, Body Parts, Accessories, Consumables, Fluids, Tools, and more.

You can also create your own custom categories. When importing items via CSV, any new category names are created automatically.

---

6. Low Stock Alerts

The system continuously monitors your stock levels against the minimum thresholds you set for each item.

On the Inventory Page

Items below their threshold are marked with an amber dot (Low Stock). Items at zero show a red dot (Out of Stock). The table sorts these items to the top by default so they are always visible.

On the Garage Dashboard

An Inventory Alerts card appears on your garage dashboard showing:

• A health summary with four statistics: Total Items, Healthy, Low Stock, and Critical (Out of Stock)
• A list of the most urgent items needing attention, with out-of-stock items listed first
• A quick "Reorder" button next to each item that takes you to the inventory page

Good to know: When all your items are adequately stocked, the dashboard card shows a green "All systems healthy" message instead. This is your at-a-glance confirmation that everything is in good shape.

---

7. Assigning Parts to Jobs

One of the most powerful features of inventory management is the ability to assign parts directly to service jobs (bookings). This automatically deducts stock and tracks exactly which parts were used for each job.

How to Assign Parts

1. Open a booking (job) from the Bookings page.
2. In the job detail view, look for the inventory/parts section.
3. Click Assign Inventory (or the "+" icon).
4. A dialog will appear showing all available inventory items.
5. Use the search bar to find items by name, or use the category tabs to browse.
6. Check the box next to each item you want to assign.
7. For each selected item, use the plus/minus buttons or type in the quantity.
8. Click Assign to Job.

What you will see:

• Each item shows its category, unit cost, selling price, and stock by source: Garage X · Warehouse Y when warehouse mode is enabled.
• Items with low stock are marked with a warning icon.
• Items can still be assigned if the garage is short but the warehouse has stock available.
• A count at the bottom shows how many items you have selected.

Good to know: Stock is deducted immediately when you assign items. If an item does not have enough stock for the quantity you requested, the system will prevent the assignment.

Pulling from Warehouse While Assigning

If Central Warehouse is enabled and the garage does not have enough local stock, autoGMS can pull the part from the warehouse and assign it in one step.

What happens:

• If the garage has enough stock, assignment uses local garage stock.
• If the garage is short but the warehouse has enough stock, assignment uses garage stock first and pulls only the shortfall from warehouse.
• The submit action stays Assign to Job and the dialog shows the expected source split (for example, Garage 2 + Warehouse 1).
• The system moves only the shortfall into the garage and assigns the requested quantity to the job immediately.

This keeps the workflow fast for front-desk and workshop staff because they do not need to open the warehouse page first for common job-driven replenishment.

Editing an Assignment

After assigning items to a job, you can adjust the quantity:

1. Find the assigned item in the job's parts list.
2. Click the edit button.
3. Change the quantity up or down.
4. The system shows a preview of the change (e.g., "Increasing by 2 pieces" or "Decreasing by 1 piece").
5. Click Update Assignment.

If you increase the quantity, additional stock is deducted. If you decrease it, the difference is returned to inventory.

Confirming Usage on Job Completion

When you complete a job, the system prompts you to confirm how much of each assigned part was actually used:

1. A confirmation dialog appears showing each assigned item.
2. For each item, the "Quantity Assigned" is shown alongside an input for "Actual Quantity Used."
3. Adjust the used quantity if it differs from what was originally assigned.
4. Click Confirm for individual items or Confirm All & Complete to finish.

Any unused quantity (waste) is automatically returned to your inventory stock. The system tracks and displays waste percentages to help you improve efficiency over time.

---

8. Barcode Scanning

autoGMS supports barcode scanning to speed up inventory lookups and job assignments.

Scanning a Barcode When Adding or Editing an Item

1. In the Add Item or Edit Item form, click the barcode scan icon next to the Barcode field.
2. Your device's camera will activate.
3. Point the camera at the product's barcode.
4. The barcode number is captured automatically.
5. Confirm the captured barcode or scan again if needed.

Scan-to-Assign: Adding Parts to Jobs

This streamlined flow lets you scan a barcode and assign the item to a job in a single step:

1. Open a job and use the barcode scan option.
2. Point your camera at the product barcode (or enter it manually).
3. The system looks up the item and shows its details: name, brand, stock status, garage quantity, warehouse quantity (if enabled), and selling price.
4. Adjust the quantity you want to assign.
5. The line total updates automatically.
6. Click Assign to Job.

What you will see: The found item displayed with its stock status, the selling price per unit, a quantity selector with plus/minus buttons, and warehouse availability when the item is not available locally.

Good to know: If your device does not have a camera, or if the camera cannot read the barcode, you can switch to manual entry mode at any time. Just click "Enter barcode manually" and type the number in.

Supported Barcode Formats

The scanner supports the most common product barcode formats:

• EAN-13 and EAN-8 (European Article Number)
• UPC-A and UPC-E (Universal Product Code)
• Code 128

---

9. Bulk Import via CSV

If you have a large number of items to add, you can import them all at once using a CSV spreadsheet.

Step-by-Step: Importing Inventory

1. On the Items tab, click the Add Items dropdown, then select Import from CSV.
2. The Import dialog opens with a three-step process: Upload, Review, Complete.

Step 1 -- Download the Template

• Click Download Template to get a pre-formatted CSV file with example data and reference notes.
• Open the file in any spreadsheet application (Excel, Google Sheets, etc.).
• Fill in your item data following the examples provided.

The template includes these columns:

Column	Required?	Notes
name	Yes	The item name
sku	No	Used to match existing items for updates
category	Yes	One of the common categories, or a new category name
currentStock	No	Defaults to 0 if left blank
cost	No	Your purchase price per unit
sellingPrice	No	Your customer-facing price per unit
minimumThreshold	No	Defaults to 0 if left blank
unitType	No	Must be one of: pieces, liters, meters, rolls, kilograms, gallons, sets, bottles, tubes, other
description	No	Any notes about the item
supplier	No	Supplier or vendor name

Step 2 -- Upload and Review

• Drag and drop your CSV file onto the upload area, or click to browse for the file.
• The system will parse your file and show a preview of the data.
• You will see a summary: total rows found, any validation issues, and any new categories that will be created.
• Rows with issues are flagged and will be skipped during import. Valid rows will still be imported.

Step 3 -- Import and Results

• Click Import X items to start the import.
• After completion, a results screen shows exactly what happened: how many items were created, updated, and skipped.
• If any rows were skipped, the specific row numbers and reasons are listed.

Good to know:

• Maximum file size is 5 MB.
• Maximum of 500 rows per import.
• If an item in your CSV has a SKU that matches an existing item, the existing item will be updated with the new values rather than creating a duplicate.
• New categories found in your CSV are created automatically -- you do not need to set them up in advance.
• Categories are normalized automatically (spaces become underscores, text is converted to lowercase).

---

10. Cross-Garage Inventory, Central Warehouse, and Transfers

If your organization has multiple garages, you get cross-garage visibility and stock transfers. If your organization enables Central Warehouse, you also get a dedicated warehouse workspace for shared stock.

Central Warehouse

Central Warehouse is turned on from Organization Settings. Once enabled:

• A Warehouse page appears in the organization workspace.
• Shared stock can be moved into the warehouse during the initial setup.
• Garage inventory pages can withdraw stock from the warehouse.
• Job assignment and barcode scan flows can pull stock from the warehouse automatically when local stock is short.

The warehouse page shows:

• Warehouse inventory and available stock
• Recent stock movement
• Withdrawals by garage
• Top moved parts
• Recent job-driven warehouse pulls

For the full end-user workflow, see Central Warehouse.

Cross-Garage Stock Visibility

In the inventory table, the Stock Level column shows an eye icon next to each item. Clicking it reveals stock availability for the same item across your other garages. This helps you quickly identify whether a part is available elsewhere before ordering from a supplier.

Below the stock quantity, a link shows how many other garages have the item in stock (e.g., "Available at 2 other garages").

Creating a Transfer Request

1. On the Items tab, click the Manage Transfers button in the toolbar.
2. The Transfer Management dialog opens with three tabs: Create Request, Active, and History.
3. On the Create Request tab:
   • Select the source garage (where the item is coming from).
   • Select the destination garage (where the item is going).
   • Search for and select the item to transfer.
   • Enter the quantity.
   • Set the priority: Low, Normal, High, or Urgent.
   • Write a reason for the transfer (required).
4. Click Create Transfer.

Transfer Approval Workflow

Transfers go through an approval process:

1. Pending Approval -- The transfer request has been submitted and awaits approval.
2. Approved / Awaiting Pickup -- A manager has approved the request. The item is ready to be collected.
3. Completed -- The receiving garage has confirmed receipt of the items.

Managers can approve or reject transfers from the Active tab. When a transfer is approved, click the complete button once the items have physically arrived.

Transfer History

The History tab shows all completed, rejected, and cancelled transfers. Each entry shows the item name, SKU, the source and destination garages, quantity, status, priority, and date.

Good to know: You can only transfer items that have available stock in the source garage. The system validates this before allowing the request.

Withdrawing Stock from Warehouse

When Central Warehouse is enabled, garages can restock from the warehouse without using the general cross-garage transfer flow.

Common ways to do this:

• Click Withdraw from Warehouse from the inventory page for a deliberate restock.
• Use the row-level Withdraw action on low-stock items that have warehouse availability.
• Let the job assignment flow handle it automatically with Assign to Job when a job needs the part immediately.

---

11. Inventory Activity Log

Switch to the Activity tab to see every change to your inventory in a detailed audit log. This gives you a complete trail of what happened, when, and who made the change.

The activity log tracks events such as:

• Items created or updated
• Stock added or removed
• Items assigned to jobs
• Usage confirmed on completed jobs
• Waste returned to stock
• Transfers between garages
• OTC sales

Filtering the Activity Log

The Activity tab provides several filter options:

• Search -- Search by item name, SKU, or notes.
• Event type filter -- Focus on a specific kind of change (e.g., only stock additions, only job assignments).
• User filter -- See all changes made by a particular team member.
• Technician filter -- See changes linked to a specific technician.
• Direction chips -- Filter by stock direction (e.g., incoming vs. outgoing).
• Date range picker -- See changes for a specific period.

Exporting Activity Data

Click the Export button in the Activity tab toolbar to download the current filtered view as a CSV file. The export includes date, event type, item details, quantity changes, user information, and notes.

---

12. OTC Sales Tab

The OTC Sales tab provides a dedicated view of all over-the-counter parts sales. Each row shows:

Column	What It Shows
Time	When the sale was recorded, with a relative timestamp.
Customer	The customer name (or "Walk-in Customer" for anonymous sales) and contact details.
Item	The item sold, with SKU and category.
Quantity	How many units were sold.
Amount	The total sale amount.
Sold By	The team member who recorded the sale.
Reference	The receipt or reference number, if provided.

You can search, filter by date range, and export OTC sales data to CSV.

Recording an OTC Sale

1. Click the Record OTC Sale button (available on both the Items tab toolbar and the OTC Sales tab).
2. A dialog appears with the following fields:

Field	Required?	Description
Inventory Item	Yes	Select the item you are selling. Only items with stock available are shown.
Quantity	Yes	How many units the customer is purchasing. Must not exceed available stock.
Unit Price	No	Pre-filled from the item's selling price. You can override it.
Customer	No	Choose an existing customer, create a new one, or leave as "Walk-in."
Reference	No	A receipt number or internal reference for your records.
Notes	No	Any additional notes about the sale.

3. The Line Total updates automatically as you adjust quantity and price.
4. Click Record Sale to complete.

Linking to Customers

You have three options for the customer field:

• Walk-in / No linked customer -- For anonymous counter sales.
• Select an existing customer -- Choose from your customer database. Their name and contact are auto-filled.
• Add new customer -- Create a new customer inline by entering their first name, last name, phone number, and optional email. The customer is created in your database before the sale is recorded.

What Happens After Recording

• The item's stock is reduced by the quantity sold.
• An activity log entry is created for audit purposes.
• The sale appears in the OTC Sales tab with full details.
• If linked to a customer, the sale appears in their purchase history.

---

13. Inventory Kits (Bill of Materials)

Kits let you group multiple inventory items together so they can be assigned to jobs as a single unit. When a kit is assigned to a booking, its components are automatically expanded into individual line items with the correct quantities.

The Kits & Packages Tab

Switch to the Kits & Packages tab to see all your kits in a dedicated table. The tab label shows the total kit count when kits exist. This view has its own search and pagination, and shows kit-specific columns including component details and computed cost/sell totals.

Creating a Kit

You can create a kit in two ways:

1. From the Items tab: Click the Add Items dropdown, then select Create Kit.
2. From the Kits & Packages tab: Click the Create Kit button in the toolbar.

When creating or editing a kit:

1. Give the kit a name (e.g., "Oil Change Kit", "Brake Service Package").
2. Click Add to add components.
3. For each component, select an existing inventory item and set the quantity.
4. Components can be marked as Optional -- optional components are included by default but can be removed when the kit is assigned to a job.
5. Save the kit.

How Kits Work in Jobs

When you assign a kit to a booking:

• Each component is expanded into its own line item.
• Stock is deducted for each component individually.
• You can adjust quantities or remove optional components before confirming.

Good to know: Kits are a time-saver for common service packages. For example, create an "Oil Change Kit" containing an oil filter, drain plug washer, and 5 litres of engine oil. Assigning this kit to a job adds all three items in one step.

---

14. Part Supersession

When a manufacturer discontinues a part and replaces it with a new part number, autoGMS lets you record that relationship directly on the old item. This keeps your inventory accurate and helps technicians find the right part instantly — even if they only have the old number written on a worksheet.

Why Part Supersession Matters

Manufacturers routinely replace part numbers. An oil filter that shipped as OEM-123 for five years might become OEM-456 next model year. If your database only has the old number, a technician searching for OEM-123 finds nothing, assumes you are out of stock, and either delays the job or orders a duplicate. Linking the two records in autoGMS means any search — old or new number — resolves to the current item.

How to Set Up a Supersession

1. Make sure both parts already exist as inventory items (add the new/replacement part first if it does not yet exist).
2. Open the old (discontinued) part by clicking its row in the inventory table and selecting Edit.
3. In the edit form, find the Superseded by field and search for the replacement part by name or SKU.
4. Select the replacement. The old part's lifecycle status will update to Superseded automatically when you save.
5. Click Save.

Good to know: A kit cannot be used as a supersession replacement. If you need to replace a single part with a kit, create the relationship through job templates instead.

How the Supersession Chain Works

Supersessions can chain. If Part A was replaced by Part B, and Part B is later replaced by Part C, autoGMS follows the full chain:

Part A  →  Part B  →  Part C  (current)

When a technician searches for Part A (or Part B), the system surfaces all three items and highlights Part C as the newest recommended part. You do not need to manually re-link Part A to Part C — the chain resolves automatically.

What the Inventory Table Shows

In the main inventory table, superseded items display:

• An amber Superseded label beneath the item name.
• The replacement part name and SKU with a "Superseded by" prefix, so you can see at a glance what the current equivalent is.
• If a multi-step chain exists, the full replacement path is shown — following each link until the current active part is reached.

You can still use superseded items if you have stock on hand. The system does not block stock deductions or job assignments on superseded parts. The label is informational, not restrictive.

Supersession and Reference Numbers

When you link a supersession, all reference numbers (legacy OEM codes, cross-reference numbers) attached to the old part are pooled into a shared part family. Searching for any of those reference numbers in the inventory table returns all related items in the chain at once.

Good to know: You can also set up supersession chains via bulk CSV import using the supersededBySku column. This is useful when migrating a large catalogue where manufacturer updates affect dozens of part numbers at once.

OEM and Aftermarket Parts in the Same Family

Parts of different source types — OEM, Aftermarket, Equivalent — can belong to the same family. For example, an OEM oil filter that gets superseded by a newer OEM number can exist alongside an aftermarket equivalent in the same family. Each part retains its own Source label (OEM / Aftermarket / Equivalent), so technicians can choose based on availability and customer preference.

---

15. Part Lookup Workspace

The Part Lookup Workspace is a dedicated search panel for resolving any part number — old, new, OEM, or aftermarket reference — to the current stocked item and its full family. Where the main inventory table is for managing your stock, Part Lookup is the tool you reach for when a technician walks in with an unfamiliar number and needs an answer in seconds.

When to Use Part Lookup

• A technician has an old part number from a previous supplier or an older vehicle service record.
• A customer brings in a box with a reference code that does not match your current SKUs.
• You want to check whether a given number belongs to any family already in your inventory, without scrolling through the full table.
• You are dealing with a multi-step supersession and want to see the complete replacement path in one view.

How to Open Part Lookup

1. Go to Inventory in the sidebar.
2. Click the Part Lookup tab at the top of the inventory page.
3. The search panel opens immediately.

How to Search

Type any of the following into the search bar:

• A current SKU
• An old or superseded SKU
• An OEM reference number
• An aftermarket cross-reference number
• A brand name
• A bin location

Results appear as you type. No need to press Enter.

What the Results Show

Each result is a part family card — a grouped view of all items that share the same part family. Within each card you will see:

Match banner — confirms exactly what matched (e.g. "Matched related part number LEG-111"). The banner is green if the matched item has stock, red if it is out of stock.

Recommended newest part — if a supersession chain exists, the card immediately shows the newest recommended part at the top of the card, so you know the current equivalent without reading the full chain.

Replacement path (when a chain exists) — a vertical timeline showing each step in the supersession history, from the oldest discontinued part to the current one. Each node in the timeline shows:

• Part name and SKU
• Source type pill (OEM / Aftermarket / Equivalent / Other)
• Brand
• Bin location (if set)
• Current stock count (shown in red if out of stock)
• Selling price
• A quick Edit shortcut to open the item form directly from the lookup

Other matching options — parts in the same family that are not part of the main replacement chain (for example, an aftermarket equivalent or a parallel OEM number). These appear below the chain under "Other matching options", each with the same source, brand, stock, and price details.

Good to know: If you search a term and get no results, it means no inventory item — past or present — is linked to that number. You may need to add the item or attach the reference number to an existing record.

Reading the Result at a Glance

What you see	What it means
Green banner	The matched item has stock right now
Red banner	The matched item is currently out of stock
"Newest recommended" label (teal)	This is the end of the replacement chain — the part to use
"Matched item" label	This is the item that directly matched your search term
"Superseded" label	This item has been replaced — use the newest recommended part instead
OEM pill (dark)	Original manufacturer part
Aftermarket pill (amber)	Aftermarket compatible part

---

16. Stock Reports and Statistics

Inventory Statistics

The inventory dashboard provides key statistics via the summary cards:

• Total items count
• Low stock count
• Total inventory value (based on cost prices)
• Categories count

Usage Reports

For any individual item, you can view a usage report that shows:

• How frequently the item is used
• Which jobs it was assigned to
• Average usage per job
• Waste trends over time

You can filter these reports by date range.

Stock Reports

Generate stock reports filtered by:

• Category
• Low stock items only
• Date range

These reports help you plan purchasing decisions and identify items that are consistently running low.

---

17. Exporting Inventory Data

You can export your inventory data for use in other tools or for record-keeping. The Activity tab and OTC Sales tab both offer CSV export buttons that download the current filtered view. Use the filters to narrow down what you need before exporting.

---

Tips and Best Practices

• Set meaningful minimum thresholds. Think about how long it takes to restock an item and how quickly you use it. If an oil filter takes 3 days to reorder and you use 5 per day, set the threshold to at least 15.

• Use SKUs consistently. SKUs make it easy to search for items and are essential for the CSV import feature to match existing items. Use the auto-generate feature to create SKUs quickly.

• Review low stock alerts daily. Make checking your inventory alerts part of your morning routine. The dashboard card makes this quick and easy.

• Confirm usage when completing jobs. Taking 30 seconds to confirm actual parts usage keeps your stock levels accurate and helps you understand waste patterns.

• Use categories to stay organized. Assign every item to a category. This makes filtering faster and helps when generating reports.

• Start with a CSV import. If you are setting up inventory for the first time, list all your items in the CSV template and import them in one go. You can always fine-tune details later.

• Scan barcodes when adding new items. Storing the barcode when you first add an item means you can use scan-to-assign later to speed up job workflows.

• Keep selling prices up to date. Accurate selling prices ensure your job cost calculations and invoices reflect the right amounts.

• Use transfers instead of manual adjustments. When moving stock between garages, always use the transfer feature rather than manually removing from one and adding to another. Transfers create a proper audit trail.

• Record OTC sales instead of manual stock removals. When selling parts over the counter, use the Record OTC Sale feature rather than manually removing stock. This creates proper sales records and customer history.

• Create kits for common service packages. If you regularly perform the same service (oil changes, brake jobs), create a kit to speed up parts assignment and reduce errors.

• Use bin locations. Record where each item is stored so team members can find parts quickly. This is especially helpful in large workshops.

---

Frequently Asked Questions

Q: Can I undo a stock change? A: There is no "undo" button, but you can make a corrective adjustment. For example, if you accidentally added 10 units, use the "Remove Stock" option to subtract 10. The activity log will show both changes for your records.

Q: What happens to inventory when I cancel a job? A: Any parts that were assigned to the job are automatically returned to your inventory stock.

Q: Can technicians add parts to jobs? A: Technicians can view parts assigned to their jobs. The ability to assign parts is available to garage owners and admins.

Q: What if I need a category that is not in the list? A: Custom categories are created automatically when you import a CSV with a new category name. You can also create categories through the category management options on the inventory page.

Q: Does the barcode scanner work on all devices? A: The scanner works on devices with a camera. It uses your browser's built-in barcode detection when available (Chrome and Safari), with an automatic fallback for other browsers. If scanning does not work on your device, you can always enter the barcode number manually.

Q: What units of measurement are supported? A: autoGMS supports: pieces, liters, kilograms, meters, rolls, gallons, sets, bottles, tubes, and a general "other" option. Countable units (pieces, sets, rolls, bottles, tubes) are always shown as whole numbers. Measurable units (liters, kilograms, meters, gallons) support decimal values.

Q: Can I see inventory across all my garages? A: Each garage maintains its own inventory. If your organization has multiple garages, the stock level column shows availability at other garages, and you can use the transfer feature to move stock between locations.

Q: How does the import handle duplicate items? A: The import uses SKU matching. If an item in your CSV has a SKU that matches an existing item in your garage, the existing item is updated with the new values from the CSV. Items without a matching SKU are created as new entries.

Q: Is there a limit to how many items I can track? A: There is no hard limit on the number of inventory items. The system is designed to handle large inventories efficiently with search, filtering, and pagination.

Q: What currencies are supported for pricing? A: Inventory pricing uses the currency configured for your garage. autoGMS supports AED, SAR, QAR, GBP, EUR, USD, and other regional currencies.

Q: What is the difference between a Part and a Kit? A: A Part is a single inventory item. A Kit is a collection of parts bundled together (like an "Oil Change Kit" containing a filter, washer, and oil). When you assign a kit to a job, it automatically expands into its individual component parts. You can manage kits on the Kits & Packages tab.

Q: What does "Superseded" mean on an item? A: A superseded item has been replaced by a newer part number from the manufacturer. The inventory table shows which part replaces it. You can still use superseded items if you have stock, but the system helps you identify the current replacement.

Q: Can I export OTC sales data? A: Yes. On the OTC Sales tab, use the date range filter and search to narrow your data, then click the Export button to download a CSV file.

Q: How does the auto-open dialog work when inventory is empty? A: When you first visit the Inventory page and no items exist yet, the Add Item dialog opens automatically to help you get started. Once you add your first item, this behaviour stops.

---

Need more help? Contact your autoGMS account manager or visit the support section in your dashboard.

---

Quick Reference

I want to...	Go here	Do this
View all inventory	Sidebar → Inventory	Browse the item list
Search for a part	Search bar	Type name, SKU, or barcode
Add a new item	Add Item button	Fill form, set stock/price, save
Edit an item	Item row → Edit	Update details, save
Adjust stock manually	Item row → Adjust Stock	Enter +/- quantity, reason
View stock history	Item detail → History tab	See all movements
Set reorder point	Item detail → Edit	Set min stock level
View low stock items	Filter → Low Stock	Shows items below reorder point
Create purchase order	Select items → Create PO	Opens PO with selected items
Allocate to a job	Booking detail → Parts	Search and add from inventory
View item usage	Item detail → Usage tab	See which jobs used this part
Export inventory	Export button	Download CSV
Import inventory	Import button	Upload CSV file
Categorize items	Item detail → Category	Assign to category
Set multiple prices	Item detail → Pricing	Add price tiers if needed