A stock position you can defend
ClearDeskPro works from one rule, applied everywhere: what is on the shelf is the last physical count, plus goods booked in since, minus parts recorded as used on completed work orders since. Nothing else counts as stock.
| Status | What it means |
|---|---|
| On order | A purchase order has been raised or placed. This covers a shortfall. |
| Requested | Somebody has asked for the part. Procurement has not raised the PO, so it covers nothing yet. |
| Not audited | Nobody has ever counted this line. It is unknown, not zero, and it is excluded from stock health rather than dragging it down. |
The distinction between "requested" and "on order" sounds small until a site sits short for a month because everyone assumed a request was a purchase order.
From the job to the supplier and back
Parts used on a work order come off the shelf and, where the part is faulty, open a return so the manufacturer claim is not forgotten. Parts a technician needs but does not have become order requests. Both land in one logistics queue with the oldest first, so a small team can see the whole day's chasing in one screen.
- Purchase orders through their real states: request, PO raised, approved, ordered, delivered, goods received.
- Returns through theirs: booked, claim submitted, credit note, cash recovered or rejected.
- Notes and chase dates against any order or claim, so the team remembers who to ring and when.
Warehouses, sites and the stock in between
Depots and warehouses hold stock as first-class locations alongside sites, so a transfer between them is recorded rather than improvised. Faulty goods can be moved to a reject location, and each move is written into the same audit ledger the reconciliation reads, so a step in the numbers explains itself.
Reconciliation that names the culprit
When a count does not match, the system compares the two most recent audits and shows the arithmetic: prior count, plus received, minus used, versus what was actually counted. The unexplained difference is what remains, with the work orders that consumed the parts listed beside it, so the investigation starts with facts instead of blame.
Common questions
Does a purchase order count as stock?
It counts as on order once the PO is raised, which covers a shortfall on reporting. A request that has not become a PO is shown separately.
What happens to parts that have never been audited?
They are marked as not audited and left out of stock health, because an uncounted line is unknown rather than empty. It needs a count, not an order.
Can we hold stock at a warehouse as well as at sites?
Yes. Warehouses are stock locations in their own right, with transfers recorded between them and the sites they serve.
Related
See it running on your own asset types
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