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StationOne Documentation

Stock Actions

This guide explains how stock actions work, including automatic creation when stock is low and automatic resolution when restocked.

Prerequisites

Section titled “Prerequisites”
  • Access to your brigade’s StationOne instance
  • Stock items configured with target quantities
  • For creating manual actions: Brigade admin or organisation admin role

Understanding Stock Actions

Section titled “Understanding Stock Actions”

Stock actions are maintenance actions specifically for inventory management:

Automatic Low Stock Actions

Section titled “Automatic Low Stock Actions”

Created When:

  • Stock consumption drops quantity below target
  • Target quantity is set on stock item
  • No active action already exists for that item

Purpose:

  • Alert team to reorder stock
  • Track reorder process
  • Prevent stock shortages

Manual Reorder Actions

Section titled “Manual Reorder Actions”

Created When:

  • Admin manually creates from stock item page
  • During stocktakes when reorder needed
  • Preemptive ordering before hitting threshold

Purpose:

  • Planned reorders
  • Bulk purchases
  • Seasonal stocking

Automatic Action Creation

Section titled “Automatic Action Creation”

How It Works

Section titled “How It Works”
  1. Stock Consumed: User records consumption
  2. Quantity Drops: New quantity below target
  3. Action Created: System automatically generates action
    • Status: Open
    • Linked to stock item
    • Notes include current and target quantities
  4. Email Sent: Unit managers notified
  5. Appears in Action List: Shows in unit actions

Action Details

Section titled “Action Details”

Automatically includes:

  • Item Reference: “{Stock item name} has fallen below target”
  • Status: Open
  • Flagged At: Timestamp of consumption
  • Notes: “Stock level has fallen below target. Current: X units, Target: Y units”
  • Link: Direct link to stock item

Duplicate Prevention

Section titled “Duplicate Prevention”

System prevents multiple actions:

  • Checks for active action before creating
  • Only one active low stock action per item
  • New action not created if one exists
  • Additional consumption updates existing action

Automatic Action Resolution

Section titled “Automatic Action Resolution”

How It Works

Section titled “How It Works”
  1. Stock Restocked: User records restock
  2. Quantity Increases: New quantity reaches or exceeds target
  3. Action Auto-Resolved: System automatically resolves action
    • Status: Resolved
    • Resolved_at: Current timestamp
    • Resolution notes: “Stock has been restocked. Current level: X units, Target: Y units”
  4. Action Cleared: Removed from active action list

Requirements for Auto-Resolution

Section titled “Requirements for Auto-Resolution”
  • Stock quantity must reach or exceed target
  • Action must be in active status (Open or In Progress)
  • Action must be linked to that stock item
  • Only one action resolved per restock event

Manual Reorder Actions

Section titled “Manual Reorder Actions”

Create Manual Action

Section titled “Create Manual Action”

From stock item page:

  1. Navigate to Stock from main menu
  2. Click on stock item name
  3. Click Create Reorder Action button
  4. Enter optional notes:
    • Why ordering
    • Quantity to order
    • Vendor information
    • Expected delivery
  5. Click Create Action

Action Details

Section titled “Action Details”

Manually created action includes:

  • Item Reference: “Reorder {Stock item name}”
  • Status: Open
  • Flagged By: Current user
  • Notes: Your custom notes + current/target quantities
  • Link: Direct link to stock item

When to Create Manually

Section titled “When to Create Manually”

During Stocktakes:

  • Physical count reveals need
  • Reconciling inventory
  • Ordering before threshold reached

Planned Ordering:

  • Bulk purchase planning
  • Seasonal stocking
  • Budget-driven purchases
  • Vendor minimum orders

Preemptive Orders:

  • High-usage items
  • Long lead time items
  • Before hitting low stock threshold
  • Preventing shortages

Stock Action Workflow

Section titled “Stock Action Workflow”

Typical Lifecycle

Section titled “Typical Lifecycle”
  1. Auto-Created: Stock falls below target
  2. Assigned: Delegated to purchaser
  3. Due Date Set: Expected order/delivery date
  4. Status → In Progress: Order initiated
  5. Notes Added:
    • Order number
    • Vendor name
    • Cost
    • Expected delivery
  6. Stock Restocked: Record restock in stock management
  7. Auto-Resolved: System resolves when quantity reaches target
  8. Verified & Closed: Admin verifies stock adequate

Manual Action Lifecycle

Section titled “Manual Action Lifecycle”
  1. Manually Created: From stock item page
  2. Assigned: Delegated to purchaser
  3. Due Date Set: Order deadline
  4. Work Performed: Order placed
  5. Notes Added: Order details
  6. Stock Restocked: Record restock
  7. Auto-Resolved: If stock reaches target, OR
  8. Manually Resolved: If action no longer needed
  9. Closed: Verified complete

Managing Stock Actions

Section titled “Managing Stock Actions”

View Stock Actions

Section titled “View Stock Actions”

From Actions List:

  1. Navigate to Actions
  2. Filter shows all actions
  3. Stock actions display with stock item reference
  4. Click to view details

From Stock Item:

  1. Navigate to Stock
  2. Click on stock item
  3. View associated actions
  4. See action status and history

Assign Stock Action

Section titled “Assign Stock Action”
  1. Open stock action
  2. Click Edit or Assign
  3. Select Assigned To (purchaser/procurement officer)
  4. Set Due Date (order deadline or delivery date)
  5. Save assignment

Assigned user receives email notification.

Add Order Notes

Section titled “Add Order Notes”

Document procurement process:

  1. Open stock action
  2. Add notes for:
    • Order Placed: “Order #12345 placed with ABC Medical Supplies”
    • Cost: “Total cost: $250 for 100 units”
    • Delivery: “Expected delivery: Friday, Dec 15”
    • Tracking: “Tracking number: 1Z999…”
    • Received: “Stock received and verified”

Update Status

Section titled “Update Status”

Track progress:

  1. Open: Action just created
  2. In Progress: Order process started
  3. Resolved: Stock restocked (auto or manual)
  4. Closed: Verified adequate stock

Record Restock

Section titled “Record Restock”

When stock arrives:

  1. Navigate to Stock
  2. Find stock item
  3. Click Restock button
  4. Enter quantity received
  5. Optionally update price
  6. Add reason: “Received order #12345”
  7. Click Record Restock

Automatic Effects:

  • Stock quantity updated
  • Stock history recorded
  • If quantity ≥ target: Action auto-resolves
  • If quantity < target: Action remains active

Close Action

Section titled “Close Action”

After auto-resolution:

  1. Verify stock adequately restocked
  2. Open stock action (now Resolved)
  3. Click Close
  4. Action archived

Stock Action vs Regular Action

Section titled “Stock Action vs Regular Action”

Differences

Section titled “Differences”
FeatureStock ActionInspection Action
SourceStock managementFailed inspection
CreationAuto (low stock) or ManualAuto (inspection fail)
ResolutionAuto when restockedManual only
Out of ServiceNot applicableCan mark item OOS
Linked ToStock itemInspection + inspectable

Similarities

Section titled “Similarities”

Both actions support:

  • Assignment to users
  • Due dates
  • Status workflow
  • Notes
  • Manual resolution
  • Closure

Integration with Stock Management

Section titled “Integration with Stock Management”

Stock Consumption Triggers

Section titled “Stock Consumption Triggers”

When recording consumption:

Scenario 1: Above Target → Below Target

  • Action automatically created
  • Email sent to managers
  • Appears in action list

Scenario 2: Already Below Target

  • No new action created
  • Existing action remains
  • Consumption recorded in history

Scenario 3: Still Above Target

  • No action created
  • Normal consumption tracking
  • No alerts

Stock Restock Resolves

Section titled “Stock Restock Resolves”

When recording restock:

Scenario 1: Below Target → Reaches Target

  • Active action auto-resolved
  • Resolution notes auto-generated
  • Quantity sufficient

Scenario 2: Still Below Target

  • Action remains active
  • Partial restock noted
  • Need more stock

Scenario 3: No Active Action

  • Just records restock
  • Updates stock quantity
  • No action affected

Tips

Section titled “Tips”

Effective Stock Action Management

Section titled “Effective Stock Action Management”

Set Realistic Targets:

  • Base on consumption patterns
  • Account for lead times
  • Consider minimum orders
  • Review and adjust

Timely Assignment:

  • Assign immediately when created
  • Clear ownership
  • Faster resolution
  • Better tracking

Detailed Notes:

  • Document all steps
  • Include vendor info
  • Track costs
  • Note delivery dates

Procurement Tracking

Section titled “Procurement Tracking”

Use Notes Chronologically:

  1. “Need identified - current stock: 50, target: 100”
  2. “Quotes requested from 3 vendors”
  3. “Order placed with ABC Medical - Order #12345, Cost $250”
  4. “Expected delivery: Dec 15”
  5. “Stock received and counted - 100 units added”

Due Dates:

  • Set based on urgency
  • Consider vendor lead time
  • Account for delivery
  • Add buffer for delays

Stock Level Management

Section titled “Stock Level Management”

Monitor Dashboard:

  • Check low stock items regularly
  • Review pending actions
  • Track procurement timeline
  • Identify usage patterns

Prevent Shortcuts:

  • Don’t repeatedly stock below target
  • Order adequate quantities
  • Address high-consumption items
  • Plan bulk orders

Common Issues

Section titled “Common Issues”

Action Not Auto-Creating

Section titled “Action Not Auto-Creating”

If low stock doesn’t create action:

  1. Verify target quantity is set on stock item
  2. Check quantity actually below target (not equal)
  3. Confirm no active action already exists
  4. Review consumption was properly recorded
  5. Check one action already exists for this item

Action Not Auto-Resolving

Section titled “Action Not Auto-Resolving”

If restock doesn’t resolve action:

  1. Verify quantity now at or above target
  2. Check action is in active status (not already resolved)
  3. Confirm restock was properly recorded
  4. Review action is linked to correct stock item
  5. Try manual resolution if needed

Multiple Actions for Same Item

Section titled “Multiple Actions for Same Item”

If duplicate actions appear:

  1. System should prevent this
  2. Check if different action types (manual vs auto)
  3. Verify both aren’t active simultaneously
  4. One may be resolved/closed
  5. Contact support if true duplicates

Can’t Create Manual Action

Section titled “Can’t Create Manual Action”

If button disabled or fails:

  1. Verify you have admin permissions
  2. Check stock item exists
  3. Ensure on stock item detail page
  4. Refresh page and try again
  5. Verify no validation errors

Stock Restocked But Action Still Active

Section titled “Stock Restocked But Action Still Active”

If action doesn’t resolve after restock:

  1. Check if quantity truly reached target
  2. Verify target quantity is set
  3. Confirm restock recorded correctly
  4. May need partial additional restock
  5. Can manually resolve if appropriate
Section titled “Related Guides”