A Spot's spare parts list shows products associated with the device. A product line on a task or service request shows the quantity used for that job. The spare part link, stock consumption and the product line's sales price are separate pieces of information.
Prerequisites and permissions
The product must be in the product register and active. If necessary, create the product first. Spare part links require the warehouse feature and the necessary product and Spot permissions. Adding a link, changing Additional info and deleting a link each require the corresponding permission. Permission to view the list alone does not allow changes.
To change a job's product lines, you need permission to edit the job or its products. Products cannot be added, changed or deleted on a completed task. Changes are also blocked on a service request that is cancelled or forwarded. These restrictions also apply to comments and price overrides.
Attach a spare part to a device in the browser
- Open Assets and content → Assets, devices, tools, open the Spot you want and its Spare parts tab.
- Select Attach spare parts to spot. Search for the product by name or product code.
- Select the products you need using the icons in the Selected spare parts column. Also check previous selections: deselecting a previously attached product detaches it from the Spot when you save.
- Save using the button at the bottom right of the dialog. If necessary, reopen the Spare parts list and verify all the links and removals you intended.
This link helps you find a spare part suitable for the device. It does not reserve the product, reduce stock or automatically add the product as a product line on a job. The same product can be linked to several Spots.
You can add a note specific to the link in the Additional info cell in the Spare parts table. The change is saved when you finish editing the cell. Link selections and Additional info are saved using their own actions; saving the Spot's other details does not replace these actions.
Delete an individual link using the trash icon on the product line in the same table, and confirm the deletion. This deletes the spare part link, not the product from the product register, its stock balance or previous product lines on jobs. To delete all links, use the trash icons on the rows: the selection dialog requires at least one spare part to be selected.
Attach products to several Spots
Open Manage warehouses → Products, select the products and choose Attach spare parts to Spots from the table's bulk actions menu. Check both the products and the Spots on the form before saving. Every selected product is attached to every selected Spot, so the same product may not suit every device with the same name.
Finally, check the links on the Spare parts tabs of those Spots. Some links may succeed even if errors are reported for others; an error message does not mean that all changes have been rolled back.
Add a product to be used on a task or service request
In the browser
Open Manage tasks → Tasks or Manage tasks → Service requests. Open the job for editing and its Products tab, then select Add new product.
Select the product and enter the Amount. The amount must be greater than zero; decimal quantities are also allowed. Check the product's stocking unit: the quantity does not always mean individual items, but may mean metres or litres, for example.
If the products are consumed from stock, fill in Select warehouse and Select warehouse slot. The slot must belong to the selected warehouse. In the browser, you can also select a purchase batch containing that product in that slot. Check the selections again after changing the product or warehouse, and save the task or service request.
Correct the quantity and selections on the same Products tab. You can delete an unnecessary line using its trash icon and save the job. Deleting a line before completion removes the planned use from this job, not the product from the register.
On Android and iOS
Open Products in the task or service request details and select Add Product. Open the product search from the product selection field. You can use the Products last used on this Spot list or the Browse all Products option. Parts attached to the Spot are listed under Spareparts of this Spot on Android and Spareparts of this Spot on iOS. You can also use a product on the job that has not been attached to the Spot as a spare part.
Enter a positive quantity and, if necessary, select a warehouse and warehouse slot. The app may fill in a selection automatically, for example when only one option has stock. Still check that the selections match the location from which the products are actually taken. The mobile product form does not let you select a purchase batch or override the sales unit price.
Save the product details. Saving on mobile sends the product line to the server immediately; completing the job is a separate action. After saving, verify the product, quantity, warehouse and slot in the Products list. Open an existing line's details using the list's edit action.
Add a comment to a product line
A comment explains the product line for that particular job. It is separate from the Additional info on the Spot's spare part link. The maximum comment length is 1000 characters.
- In the browser, open the Add comment action using the plus icon on the product line on the Products tab. Enter the comment, save it and save the task or service request. Open the same action to edit an existing comment; clear the text to delete the comment.
- On Android and iOS, select Add Comment in the window for adding or editing a product. You can open and edit an existing comment by selecting View Comment. You can delete the comment using its trash icon. Finally, save the product details.
What does completion do to the stock balance?
Saving a product line does not yet consume stock. Stock processing starts in the background when the task or service request becomes completed. If a task requires a review and moves to review, consumption is not recorded yet: it starts only when the task is finally completed.
A stock entry requires a selected warehouse and a warehouse slot belonging to it. A line without these selections can generate a cost for the job, but no stock consumption is recorded for it. Deleted or deactivated products are also skipped during stock processing.
The balance notification helps identify a shortfall, but completing the job does not guarantee that the entire reported quantity will be deducted. Check and resolve any missing warehouse selection or insufficient stock before marking the job complete.
Insufficient stock is handled according to the service's Not enough balance of product in purchase batch setting. There are separate settings for lines with a selected batch and lines without one:
- Consumption can be limited to the selected batch. In this case, only the available quantity is deducted from it, and the remainder is recorded as not deducted.
- Consumption can continue from other batches in the same warehouse slot.
- Consumption can also continue from other slots in the same warehouse. It does not automatically move to another warehouse.
By default, other batches in the same slot may be used, but other slots are not used. Selecting a batch therefore does not, on its own, guarantee that all products are taken only from that batch. Without a batch selection, batches are selected according to the warehouse's stock usage principle: FIFO uses the oldest batches and LIFO the newest. For more information, see warehouse exception settings.
For example, if a job reports 5 items and only 3 are available from the permitted slot or batch, 3 are deducted and 2 remain missing, unless the setting allows consumption to continue elsewhere.
Override a product line's sales unit price in the browser
If Free product pricing is enabled and you have permission to edit the job's products, you can set a custom sales unit price for a product line on a task or service request. The setting is disabled by default.
- Save the products you have added and reopen the job for editing.
- Find the price summary below the product lines on the Products tab. Enter the price you want in the Override unit price field for that line. The price can be zero or greater.
- Compare Original total and Override total, as well as the overall product totals. The totals exclude VAT.
- Save the task or service request and check the saved price.
The line total is the sales unit price × the quantity on the product line. For example, a quantity of 2.5 and an override price of €10/unit produce a line total of €25. Prices for other lines are determined normally. If no line has an override, the comparison totals for price overrides are empty. Restore normal pricing by clearing the Override unit price field and saving; zero means a line priced at zero, not removal of the override.
The normal sales price is determined by the service's rule order: the first rule that gives a positive price wins. The default order is the product's base sales price, the customer-specific price list price, the customer's discounted price and the price based on the customer's margin. If no rule gives a price, the cost unit price and default sales margin are used: cost ÷ (1 − margin percentage/100). The default margin is 20%. If the cost is not positive or the margin is at least 100%, the fallback price is zero. The normal sales unit price is rounded to two decimal places.
A price override bypasses the normal sales price calculation only for that line. It does not change the stock balance or the method used to calculate the product's cost price. Cost and sales price are stored separately on the job. For information on how cost is determined, see warehouse value and product cost.
If an offer is linked to the task, the same Products tab also shows Offer total sum (VAT 0%) and any Offer cost rows. You can view cost rows imported from the offer here.
Check the result after completion
Allow background processing to finish, then open Manage warehouses → Warehouse events in the browser. Find the Product use on a Task or Product use on a Service request events for the product and job in question. Compare the job's quantity with the actual deduction and check Number of products left unremoved.
If consumption continued from other slots, check the entire chain of linked events. The quantity missing from the first event may be deducted in subsequent events. Also check the product's remaining stock balances and the job's cost details; the sales total does not show the actual stock deduction or cost.
If the details differ from actual use, investigate the original selections, receipts and settings before making corrections. See investigating warehouse events and stock balance errors.