Unused Stock Report

Summary

The Unused stock report lists parts you have received from suppliers but not yet committed to a job. It is built from confirmed delivery records: for each part, quantity received minus quantity allocated to work orders. Use it to spot stock worth returning, or parts you should stop reordering. A matching stock movement panel on each part’s detail page shows the same three numbers for that single part.

Prerequisites

• You have the parts.access capability (Owner and Manager roles by default).
• Your garage records deliveries through the delivery note scanning workflow and confirms them. The report only counts confirmed deliveries. See Scanning delivery notes.

Steps

Open the report

1. Navigate to Parts, then select Unused stock from the parts navigation.
2. The banner at the top explains the numbers: “Stock you’ve received but haven’t committed to a job - received minus allocated. Value is an estimate at the current unit cost.”

Read the report

1. The report lists every part where received exceeds allocated, largest unused quantity first. Columns:
   • Part - name and part number, linked to the part’s detail page.
   • Received - total quantity across confirmed deliveries.
   • Allocated - total quantity committed to work orders.
   • Unused - received minus allocated.
   • Last received - the date of the most recent confirmed delivery for this part. Useful for deciding whether a return is still possible.
   • Unused value - unused quantity multiplied by the part’s current unit cost. Shows ”-” when the part has no unit cost set.
2. Click a part to open its detail page for the full purchase history and allocations.

Read the stock movement panel on a part

1. Open any part’s detail page from the catalogue (the View details action).
2. The Stock movement (procurement) panel shows three figures: Received, Allocated, and Unused (received - allocated).
3. This is procurement-traced movement. It can differ from current stock on hand, which also reflects manual adjustments and opening balances. The panel says so in its explainer.
4. When allocated exceeds received, Unused shows ”-” rather than a misleading zero. Tap the info icon for the explanation: the part was committed to jobs before delivery scanning began, so unused cannot be calculated.

Expected Outcome

• You can see at a glance which parts are sitting on the shelf unconsumed, what they are worth, and when they last arrived.
• Per-part movement figures help you reconcile what was bought against what was used.

Troubleshooting

Problem: The report is empty even though the shelves are full. Cause: The report only sees deliveries recorded and confirmed through delivery note scanning. Stock added manually or received before scanning began is invisible to it. Fix: None needed for old stock. Confirm deliveries through the scanning workflow going forward and the report fills up.

Problem: A part I know is dead stock does not appear. Cause: The part is committed to a stalled or cancelled job, so it still counts as allocated. Fix: Review the part’s allocations on its detail page and remove it from work orders that will never complete.

Problem: Unused value shows ”-” for some rows. Cause: The part has no unit cost recorded. Fix: Edit the part in the catalogue and set its unit cost.

Permissions

Action	Required capability
View the Unused stock report and part detail pages	parts.access

Notes

• The report shows what was bought and where stock went. It does not show what was billed to customers.
• Credit notes are not yet reflected in the received figures.
• Service advisors and technicians do not see the report. It requires parts.access, which owners and managers hold by default.