Inventory Management

Once your catalogue exists, keeping the numbers honest is the work: correcting counts, running a physical stock take, and watching what jobs consume. This article covers the stock side of Products & Services.

What AxiomBlue tracks, and what it ignores

Each item carries an Inventory Tracking setting. Products and materials track stock by default. Services never do. Consumables are physical but untracked unless you switch tracking on for that item.

Four figures sit at the top of the page: Total Items, Total Value (quantity multiplied by cost price, across the catalogue), Low Stock and Out of Stock. Below them are three tabs: Items, Transactions and Stock Takes.

Correct a stock level

Use an adjustment when the shelf and the screen disagree — breakages, losses, miscounts.

1. On the Items tab, open the row menu for the item and choose Adjust Stock.
2. Pick a Reason / Category: Manual Adjustment, Damaged / Spoilage, Shrinkage / Loss, Found / Surplus, Correction / Data Entry Error, Customer Return or Write Off.
3. Enter the Quantity Change. Positive numbers add stock, negative numbers remove it. This is a change, not a new total.
4. Check the read-only New Quantity field, which shows where the item lands.
5. Add Notes if the reason needs explaining, then select Adjust Stock.

What you should see: the item's on-hand figure updates, and the adjustment appears on the Transactions tab with its before and after quantities.

Run a stock take

A stock take is a formal physical count. AxiomBlue snapshots what it expects, you enter what you find, and it corrects the difference.

1. Open the Stock Takes tab and select Start Stock Take.
2. Enter a Reference, such as ST-2026-01.
3. Choose the Type — Full counts every inventory item, Partial counts one category, which you then pick in Category Filter.
4. Select Start, then Load Items for Counting. This snapshots the current quantities as the expected figures.
5. Walk the shelves and type each Counted Qty. Each line saves when you leave the field or press Enter, and the Variance column fills in as you go.
6. When the header shows every line counted, select Complete Stock Take.

Completing the count writes the variances back as stock adjustments and closes the stock take. It then drops into the Previous Stock Takes list, where you can export it.

Stock that jobs consume

Adding a stock-tracked material to a job takes it out of stock. The material dialog on the job carries a Deduct from inventory checkbox, ticked by default, so you can skip the deduction for a one-off. Editing the quantity later adjusts stock by the difference, and removing the line puts the stock back.

Those movements appear on the Transactions tab alongside your adjustments and stock takes.

For how materials get onto a job in the first place, see Materials & Expenses.

Spot what is running out

Set a Reorder Point and Reorder Qty on each item. When on-hand stock drops to the reorder point, the item counts towards the Low Stock figure.

To see the list, select Filters on the Items tab and set Stock Status to Low Stock or Out of Stock. Item Type narrows further to Product, Service, Material or Consumable. Options > Export CSV saves the filtered list as a CSV you can take to your supplier.

Read the transaction history

The Transactions tab is the audit trail for every stock movement, newest first. Each row shows the date, item, type, the change, the quantity before and after, and any notes. Filtering the Items tab and opening a single item gives you the same history for that item alone.