Stock management and stock change | General explanation
You manage your stock via the stock change module. But stock management is connected to quite a few other modules and processes. There are a great many options; the most common ones are explained below. Do you want to get started with stock management yourself? Then request extra training from one of our CSMs.
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Preparation
Item file
To keep track of the stock of an item, a number of fields on the item file are important.
Field | What to use it for |
|---|---|
Item type (IMPORTANT!) | Stock changes can only be registered for the item types 'item', 'installation' and 'equipment'. |
Minimum stock | Enter the desired minimum stock here. If the stock is lower than this quantity, the item appears in the 'reorder' list. |
Desired stock | Enter the desired maximum stock here. When you reorder, Robaws suggests topping up to this quantity. |
Stockplace | Enter the exact place where this item is located within your stock location. This is purely informative; do not confuse it with the stock location! |
Stock locations
You keep track of the stock at 1 or more stock locations. This is usually a warehouse, but it can also be an alternative location, e.g. a van, the workshop, etc.
It may seem useful to create a lot of stock locations, but this is not advisable. A stock movement (e.g. receiving a delivery) has to be registered per stock location. So avoid creating too many stock locations. To keep track of exactly where an item is located in the warehouse, you can fill in the stockplace on the item file.
Ordering stock
Items can be ordered in various ways.
- Stock items can be reordered from a list that Robaws generates
- Project items are more likely to be ordered from a project or from the quotation
- You can also order freely from the items or supply orders module
Registering stock
To register stock you need the stock change module.
In the stock change module you can create a new stock change manually, in which you transfer material from one stock location to another stock location.
If, however, you receive a delivery for which you have already drawn up a supply order, it is best to call up that supply order and create the stock change from it.
In the supply order you can create a stock change of the items straight away. To do this you click the + next to stock change in the overview.
A new stock change is created and the items from the supply order are taken over automatically. A link with the supply order concerned is created as well.
It is important always to enter a stock location to which the received items may be booked. If you want to include these items in the stock, you enter an internal stock location in the field to. If the items are delivered straight to a particular site, you can assign the customer via the field to customer.
Booking the stock in or out is done via the action button at the top.
You then see a message telling you that the stock change is being processed. A few seconds later you see the message that the stock change has been booked.
Automatic stock changes
You can set the stock to be adjusted automatically on the basis of a particular action.
Via the settings you tick what may run automatically for your way of working.
There are 4 options:
- Order -> Invoice
- Wappy -> Work order
- Work order -> Invoice
- Invoice -> Send to accountant
Order -> Invoice
If you convert an order into an invoice, the order lines are taken out of stock via an automatic stock movement.
Please note:
- this applies to ALL orders. If you have different flows, think carefully before you activate this setting.
- it is the order lines that come out of stock. If you have created an order from a calculated quotation, the order lines correspond to the superstructure of the calculated quotation, and the substructure of the quotation will NOT come out of stock.
Wappy -> Work order
As soon as the work order is sent from Wappy to Robaws and arrives in Robaws as a work order, the item lines from Wappy are taken out of stock via an automatic stock movement.
Please note:
- this means it is no longer possible to check the quantities in Robaws and correct them if necessary before the stock change
- make sure these goods do not also come out of stock in another way (e.g. taken out of stock via an internal delivery note)
Work order -> Invoice
As soon as a work order is invoiced, the item lines from the work order come out of stock.
Please note:
- if you also use another way of invoicing (e.g. via quotation, progress claim, order, etc.) you will have to remember carefully what does and does not come out of stock automatically
- this applies to ALL work orders, so not only to work orders in Time & Materials
Invoice -> Send to accountant
As soon as the invoice is forwarded to the accountant, the invoice lines are taken out of stock.
Please note:
- it is literally the invoice lines that come out of stock! In the case of a calculated quotation the invoice line contains the superstructure, whereas in most cases the substructure (calculation) has to come out of stock. So this works well if you work with simple quotations or with orders.
Updated on: 04/09/2026
Thank you!