Stock changes | General

With a stock change you register every movement in your stock: a delivery that comes in, material that goes to the site, a transfer from your warehouse to a van or a count of what is really on your shelves. That way Robaws keeps track, per stock location, of how much of each item you have. The stock changes module is included in the Pro licence. You give a user access via the permissions on stock changes in their user role.

Navigate quickly to:

• what you prepare before you work with stock
• the overview of the stock changes
• creating a new stock change
• the stock change file
• booking and correcting a stock change
• counting your stock
• automatic stock changes
• the action buttons

Preparation

Stock locations

Robaws keeps track of your stock per stock location: your warehouse, your workshop, a van, ... Do not create more stock locations than necessary: you book every movement between two locations with a stock change. Where exactly an item is in your warehouse, you fill in at Stockplace on the item file. See The difference between a stock location and a stockplace

On the file of every employee who makes stock changes, fill in the Stock location field, for example their van. Robaws then fills in that location as from on a new stock change.

The item file

On the item file these fields are important for your stock:

In the Stock block on the item file you see how much of the item is Available, how much is Reserved for a project, the Total and the Backorder: what is still on order with your suppliers. Below that you see the stock per stock location.

Overview screen

You can adjust the overview of the stock changes via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them. Via the overview screen you can make bulk changes to several stock changes at once.

Useful columns are From, To, Supply order nr. and Supply order reference. With the filter on project you see all stock changes of a project.

Views

Besides the table view, you can also view your stock changes as cards in the Kanban view, with a column per status.

Creating a new stock change

Usually you create a stock change from the document it belongs to. To do so, in the Overview block of that document, click the plus sign next to 'Stockchanges':

Robaws only takes over the lines with an item of the type Item, Equipment or Installation, and lines without an item. Posts are not included.

Do you want to start yourself, for example for a transfer between two stock locations? Then click Add (+) in the overview of the stock changes. A new stock change gets today's date, the default status from the settings and you as the assignee.

The stock change file

If you work with extra fields, they also appear in this block.

From and to

With from and to you determine what happens to your stock:

If you fill in neither of them, your stock does not change.

Items

Here you put the items of the type Item, with their Quantity. With a barcode scanner you can also scan them in: an item that is already on the stock change gets one more each time.

Equipment and installations

Here you put equipment and installations, one line per piece, with their Serialnumber. When you book, Robaws moves every piece to the new stock location or the project. If there is no equipment or installation with that serial number yet, Robaws creates it. Robaws leaves out lines without a serial number and without equipment.

Tabs

In the Remarks, Files and Tasks tabs you communicate internally, add files, such as the delivery slip of your supplier, and create a task.

Booking

Only when you book a stock change does Robaws adjust your stock. To do so, click the Book action button at the top of the file. At the top, 'Booking of stock change in progress' appears. A few seconds later you see 'Stock change booked'.

When you book:

• Robaws adjusts the stock at the stock locations in from and to. A stock can become negative.
• Robaws adds the quantities to the Received column of a linked supply order. When everything has been received, the supply order gets the status you set at Supply order complete status.
• Robaws reduces the stock reservation of a project, if the line has that project and the material leaves your stock.
• the stock change gets the Book status from the settings.

Correcting a booked stock change

A booked stock change can no longer be changed or deleted. Was there a mistake? Then click the Return stock change action button. Robaws creates a new stock change with the same lines, with from and to swapped. Check it and book it. If the stock change belongs to a supply order, Robaws also takes the quantities out of the Received column again.

Counting your stock with a stock count

If you count your stock, for example at the end of the year, you register that with a stock count:

1. Create a new stock change and tick Stock count.
2. At to, choose the stock location you counted.
3. Put every counted item on a line, with the quantity you counted. Put every item on the list only once.
4. Book the stock change.

Robaws replaces the stock of those items at that stock location with the quantity you counted. Items you do not put on the list remain unchanged.

Automatic stock changes

In the settings you can have Robaws automatically create and book a stock change for an order, a work order or an invoice. That then applies to every order, every work order or every invoice, without exception. How each option works is explained in the article about the settings.

Action buttons

In the overview screen

On the stock change file

At the top of the file there is a row of action buttons. The name of an action button appears as soon as you hover over it with your mouse.

Updated on: 05/11/2026