Zeyto Academy · Core · Module 33
Parts, stock and purchasing
Understand how parts move from supplier to store to invoice, the stock-never-blocks-sales setting, shop supplies, buying for a job and supplier bills.
You will be able to
- Explain when a job part leaves the store and why it is never issued twice
- Read On hand, Reserved and Available and choose Allow, Warn or Block
- Explain how a sale with no stock is costed and how the cost trues up
- Tell materials, consumables and shop supplies apart
- Buy parts and sub-work for a job and see the cost on the job
- Post a supplier bill and a purchase return and read their VAT effect
Parts on the job and in the store
- A job part leaves the store, and its cost posts, when the job's sales invoice posts.
- A proforma and the Part taken tick move no stock.
- The job card reads the invoice's one movement; nothing is issued twice.
- Adding as a line a part already issued as a material is refused until it is returned.
Reserved, available and the setting that never blocks sales
- The default is Allow it: stock quantity never stops a sale.
- Available is On hand minus Reserved.
- Reserved parts stop a sale only when the setting is Block it.
- A reservation is a read, not a ledger entry.
Costing a sale when there is no stock
- A short sale is costed at last receipt cost, then standard cost, else flagged at 0.
- A part bought once keeps its moving average.
- No adjustment is posted when the purchase arrives; the average absorbs the difference.
- Sold with unknown cost lists the sales whose margin is overstated.
Materials, consumables and shop supplies
- Job line parts leave with the invoice; materials are issued by hand for items not sold as a line.
- Consumables need no customer approval and stay off customer documents.
- Shop supplies is an optional invoice line: None, Fixed, or a percentage of labour or invoice.
- Parts used on a warranty job are issued as materials and booked as warranty expense.
Purchasing for stock and for jobs
- The Purchases hub holds orders, goods received, bills, returns, payments and the supplier ledger.
- A purchase for a job is tagged to the job's centre.
- Stock bought for a job counts on the job when the invoice takes it out of the store.
- A late supplier bill is accepted with a cost-added-after-invoicing warning.
Supplier bills, returns and payments
- A stock bill debits Inventory and VAT Input and credits Payables.
- A discount after tax shrinks the net and the VAT in proportion and posts no Discount Received.
- A purchase return mirrors the bill at the weighted cost.
- The Supplier ledger shows bills, payments and the balance of each supplier.
Parts on the job and in the store: key table
| Step | Moves stock? | Posts cost? |
|---|---|---|
| Part taken tick on the Work tab | No | No |
| Proforma invoice | No | No |
| Job sales invoice | Yes | Yes, cost of sales against Inventory |
| Credit note that restocks | Yes, back in | Yes, reverses the cost |
| Credit note that scraps | No | No |
| Cancel or amend the invoice | Reversal then new rows | Same |
Reserved, available and the setting that never blocks sales: key table
| When a sale is more than the stock | What happens |
|---|---|
| Allow it (default) | A sale or part issue is never stopped for quantity. Stock may go below zero; the dashboard shows it |
| Allow it, but warn | The sale or issue goes through and a line says which part is more than the stock |
| Block it | A sale or part issue that takes more than is there, or more than remains after the parts reserved for approved jobs, is refused |
Materials, consumables and shop supplies: key table
| Kind | Example | Customer sees it? | Needs approval? |
|---|---|---|---|
| Job line (part) | Brake pads | Yes, on estimate and invoice | Yes |
| Material | Welding rod used on the job but not sold as a line | No | The job must be approved |
| Consumable | Cloth, gloves, cleaner, tape | No, unless you add a shop supplies charge | No |