Inventory Management

Current Clean Estimate V2 keeps inventory in the Field > Ops workspace, below Assets and maintenance. It tracks real on-hand quantities by service location and preserves a movement ledger for every change.

Select Purchase orders at the top of Ops to open the supplier-order and receiving workspace.

Add an item in V2

1. Open Field > Ops.
2. In Inventory catalog, select Add inventory item.
3. Enter the item name, category, unit, opening quantity, reorder point, and

service location. You can also record the SKU code, description, units per package, unit cost, supplier, storage location, and last reorder date.

1. For Holiday Lights material, add its light type, length, color, and whether

it is reusable across seasons.

1. Save the item.

The opening quantity creates the first append-only Received movement; it does not bypass the inventory ledger. SKU codes are normalized to uppercase and must be unique within the service location when supplied.

V2 supports Holiday Lights strands, lights, clips, timers, cords, wreaths, garland, stakes, and specialty materials alongside chemicals, general supplies, safety stock, and other items. Summary cards show active SKUs, low stock, total units on hand, and current inventory value. Search by item, SKU, supplier, or color, then narrow the catalog by category, location, or stock status. Items at or below their reorder point are visibly marked low stock.

Select Edit to update catalog details or make an item inactive. Editing metadata never rewrites its on-hand quantity or prior movement, purchase-order, or receipt evidence. An item's location is therefore fixed after creation; create another catalog item to stock the same material at a different service location. The counted unit can be corrected only before the first stock movement; after that, it stays fixed so prior ledger quantities keep the same meaning. Historical purchase orders retain their frozen item name, unit, and cost even after a catalog edit.

Record a stock movement

1. Select Adjust for an item.
2. Enter a positive quantity and choose a reason.
3. Add an optional note and save.

Received and Returned add stock. Allocated and Shrink remove it. Adjustment lets you choose add or remove for a corrected physical count. Clean Estimate rejects a movement that would make on-hand stock negative.

If an adjustment save returns an uncertain failure, retry it without changing the quantity or reason. The same submitted adjustment is recognized and is not applied twice. Changing the quantity or reason starts a distinct adjustment.

Select History to review quantity changes, reasons, related jobs when present, notes, and timestamps.

Order and receive supplier stock

1. Open Field > Ops > Purchase orders and select Create order.
2. Choose the service location, enter the supplier and optional contact,

expected-delivery date, and notes.

1. Enter an ordered quantity and unit cost for each inventory item included in

the shipment, then select Create draft.

1. Review the frozen items, quantities, costs, and order total. Select **Mark

ordered** after the order has been placed with the supplier.

1. When stock arrives, open the order, enter the quantity received beside each

delivered line, and select Receive delivery.

A delivery can be partial. The order stays Partially received and shows the remaining quantity until all lines are received, then changes to Received. Each confirmed quantity adds an append-only Received movement and updates on-hand stock in the same transaction. A retry returns the original receipt instead of adding stock twice; a changed retry, duplicate line, over-receipt, inactive item, wrong-location item, or cancelled/draft order is rejected. When supplier receiving, install allocation, or takedown returns affect the same catalog items at the same time, V2 locks those items in one stable order. Opposite line ordering therefore cannot deadlock otherwise valid inventory work.

Drafts and ordered purchase orders with no received stock can be cancelled. Partially or fully received orders cannot be cancelled, preserving their stock and receipt history. Purchase-order numbers are allocated atomically per organization, and item names/units/costs are frozen on the order so later catalog edits do not rewrite purchasing history.

The largest supported purchase-order total is $21,474,836.47. If an order would exceed that amount, split it into smaller supplier orders. V2 validates the complete total before allocating a purchase-order number or creating any order rows.

Inactive service locations remain labeled in the order-history filter so old purchase records stay accessible. They are excluded from Create order; reactivate the location in Settings before placing new supplier orders for it. The first 100 matching orders load initially. Select the index-backed Load more control to continue through older retained history without losing the current location or status filter. If order details finish loading after you select a different row, V2 keeps the newest selection authoritative.

Allocate holiday-lights install materials

The install allocator lists eligible install jobs that do not already have inventory allocated. Choose a job, then add active inventory from that job's service location and mark each line customer-purchased or rented.

Every displayed material line must be complete before Allocate becomes available. V2 prevents duplicate allocation, cross-location stock use, inactive-item use, negative inventory, and rented takedown returns above the quantity still outstanding.

Review material demand

The Material demand section on the inventory catalog page adds up the wholesale bill of materials that every Holiday Lights estimate already carries, so purchasing can see what the season needs before ordering.

• Choose the source: Scheduled installs counts install jobs that are

scheduled or in progress, Estimates counts sent or accepted estimates that have no install job yet, and Both combines them.

• Filter by location and month.
• Each row shows the SKU, Item, Demand, On hand, **Reorder

point, and a Suggested order quantity (demand less on hand). A SKU that is not in the catalog still appears, marked Not in catalog**, so nothing the estimates need is hidden.

The section needs Manage equipment. It reads the estimates as they were priced; it never changes stock.

Clean Estimate V1 inventory reference

V2 now includes the richer V1-style item catalog and editing, supplier purchase orders, unit costs, Draft/Ordered/Partially received/Received/Cancelled status, and transactional receiving. Dedicated warehouse detail pages, demand projection, and end-of-season workflows remain required parity rather than removed product scope. A dedicated seasonal strand-testing workflow is intentionally outside the required V2 scope.

Use Locations for the distinction between current V2 service locations and V1 warehouse records, or return to the Operations Overview.