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Inventory
Everything held at an FX location is central stock, wherever it sits.
Transfers move it between sites without changing the central total —
stock only leaves central stock when it's issued to an engineer against an order number.
Central stock by location
Location
Type
Distinct items
Total units
Stock value
At or below reorder level
Items whose total central stock across every location has hit the reorder level set on the Stock Items tab. Items with no reorder level set never appear here.
Item
Description
Total held
Reorder level
Supplier
Last 25 movements
When
Type
Item
Qty
From → To
Order / Contract
By
Central stock — what we hold and where it sits
Stock on hand
Item
Description
Category
UoM
Location
Qty on hand
Unit cost
Value
Receiving adds new stock into central stock at the location you choose. Use this for deliveries from a supplier, not for moving existing stock between sites — that's the Transfer tab.
Receive stock in
Recent receipts
When
Item
Qty
Into
Ref
By
A transfer moves stock between two FX locations. It stays central stock either way — the central total doesn't change, only where it sits.
Transfer stock between sites
Recent transfers
When
Item
Qty
From
To
By
This is the only thing that takes stock out of central stock. An order number is required, and it's checked against the BT Job Console's own job list.
1. Order number
2. Who it's going to
3. What's being issued
Item
Description
Qty / Serial
Unit cost
Value
4. Confirm
Recent issues
Ref
When
Order
Contract
Engineer
Lines
Value
Status
A return puts unused stock back into central stock at the location you choose. The original issue is never edited — the return is its own ledger entry pointing back at it.
Find what was issued
Ref
When
Order
Engineer
Item
Issued
Already returned
Return
Return into
Pick the location before pressing Return on a line above.
Recent returns
When
Item
Qty
Into
Order
By
The asset register. Every unit of every Asset-class stock item, tracked individually —
where it is or who's holding it, when it was last calibrated and when it's next due.
Assets are assigned to an engineer open-endedly rather than issued against an order number.
Assign an asset to an engineer
Book an asset back in
Asset register
Serial / tag
Item
Make & model
Status
Location / holder
Calibration due
Service due
Certificates
Asset history
Everything that has ever happened to this unit — every engineer who has held it, and every calibration, service and certificate, newest first. Nothing here is ever overwritten.
Custody history
Engineer
Assigned
By
Returned
Back into
Status
Notes
Calibration & service history
Type
Date done
Next due
Performed by
Cert no.
Result
Certificate
What has this engineer got?
Pick an engineer to see every asset currently in their custody, its calibration position, and its certificates.
Assets currently assigned
Serial / tag
Item
Make & model
Assigned
Calibration last done
Calibration due
Service due
Latest certificate
Consumables issued to them
Stock issued against an order number, newest first — separate from the assets above.
When
Item
Qty
Order
Contract
Ref
Assets they've had in the past
Serial
Item
Assigned
Returned
Back into
Everyone, at a glance
Engineer
Depot
Assets held
Calibration overdue
Due within 30 days
Record a calibration, service, inspection or repair against an asset and attach its certificate.
Every record is kept, so past certificates stay recallable — a new one never overwrites the last.
Next-due dates come from the interval set on the stock item, and can be overridden here.
Record a calibration or service
Calibration & service schedule
Serial / tag
Item
Status
Location / holder
Cal last done
Cal due
Service last done
Service due
Latest certificate
Recent records
Recorded
Asset
Item
Type
Date done
Next due
Performed by
Result
Certificate
By
Add an engineer
Everyone who can be assigned an asset or issued stock. Keeping them on a list rather than typing names means one typo can't split somebody's kit across two records.
Engineers
Name
Email
Phone
Depot
Gang
Assets held
Cal overdue
Active
Add a stock item
The item code is the permanent key everything else references, so keep it short and stable (it can't be changed afterwards — add a new item instead).
Stock items
Code
Description
Category
UoM
Class
Reorder
Unit cost
Total held
Active
Add a location
Anywhere central stock can sit — a depot, a store, a yard, or a van. Every one of these counts as central stock.
Locations
Name
Code
Type
Contact
Distinct items
Total units
Active
Movement ledger
Every stock transaction, permanently. Nothing here is ever edited or deleted — a correction is always another entry pointing back at the original.
Adjust or write off stock
Super users only. An adjustment corrects a count upwards after a stock take;
a write off removes stock that's been damaged, lost or scrapped. Both land in the
ledger like everything else, with your name on them — nothing is ever quietly changed.
To correct a count downwards, write off the difference.
When
Type
Item
Qty
Serial
From
To
Order
Contract
Engineer
Value
By
Note
Contracts
Contract
Client
Cost codes
Source
Issues
Value issued
Add a contract (or override one)
Only needed for a contract the BT Job Console doesn't already define, or to change which cost codes map to a contract name here.
Report 1 — Stock issued
Every issue out of central stock, with the order number it went against and the contract that order belongs to. Tick as many contracts as you like; leave them all unticked for every contract.
Contracts
When
Order
Contract
Engineer
Item
Qty
Serial
From
Value
Report 2 — Central stock and where it sits
What we currently hold, broken down by the site it's at. Tick locations to limit it, or leave them all unticked for every location.
Locations
Categories
Report 3 — Assets, custody and calibration
The asset register as a spreadsheet: where every unit is or who holds it, its calibration and service position, and its certificate links. Optional extra sheets for the full custody history and the full certificate history.
Status
Serial / tag
Item
Status
Location / holder
Cal last
Cal due
Service due
Certificates
Add a user
Add the Microsoft 365 email address they sign in with, plus their name for reference. Nothing is ticked by default — until you tick an area below, it stays hidden for them when they sign in. Anyone who signs in whose email isn't listed here at all can't get into the system.
Users
Tick/untick an area and it saves immediately — that person sees the change next time they sign in (or straight away, if it's your own access you're changing). You can't remove your own Users access or delete your own account, so you can't lock yourself out. Super user is separate from area access.
Email
Name
Default location
Area access
Super user
Bulk import
Loads a filled-in copy of FX-Inventory-Bulk-Import-Template.xlsx — stock items, locations, opening stock and asset units in one go. Nothing is written until you've seen what it found and pressed Import. Rows with problems are listed and skipped; the rest still go in. Safe to run more than once: anything that already exists is reported as a duplicate rather than added twice.
Opening stock is posted as real Receipt movements, not as a seeded figure, so the ledger and the balances agree from the first day.
Sheet
Row
Problem
Rebuild stock balances
Replays the entire movement ledger to recalculate every location's stock figure from scratch. Safe and non-destructive — the ledger itself is never touched — but it reads every movement row, so it can take a minute on a big history. Only needed if a balance ever looks wrong. Super users only.