How inventory stays accurate
How stock is set up, adjusted, and kept in sync as it moves in and out.
Inventory covers the spare parts and supplies your team draws on to do maintenance work — and CAFM Cloud keeps stock levels accurate whether they change through a job, a purchase, or a manual correction.
Setting up stock items
Each item your team keeps on hand — a filter, a belt, a capacitor — is set up once with a name, category, and unit of measure, so it can be requested, tracked, and reported on consistently across every branch that stocks it.
What changes stock levels
- A job uses parts — when a technician's request for parts is issued, stock for that item goes down automatically. See Scheduled maintenance & parts for the full request-to-delivery flow.
- A purchase order is received — when ordered stock arrives and is receipted, quantities go up automatically, matched against what was ordered.
- A manual adjustment is made — for anything else: a stock count correction, damage, loss, or an opening balance when an item is first set up. Every adjustment is recorded with who made it and why, so stock numbers stay auditable, not just editable.
Moving stock between locations
If a branch or site needs stock that another location holds, it can be transferred rather than re-ordered — recorded as a transfer between the two, so both locations' stock levels stay accurate without a purchase being involved.
Staying ahead of shortages
Current stock levels are visible per item and per location, so a shortage is visible before it turns into a technician standing at a job with no parts and nothing in transit.
Because every stock movement — used on a job, received from a vendor, transferred, or manually adjusted — is recorded the same way, "what happened to this part?" always has an answer.