Manage Stock Items

This guide walks you through creating and managing stock items in StationOne.

Prerequisites

• Brigade admin or organisation admin role
• Access to your brigade’s StationOne instance
• Stock details (SKU, supplier information, etc.)

Steps

1. Navigate to Stock

1. Log in to StationOne
2. Select your organisation and unit (if applicable)
3. Click Stock in the main navigation
4. Click the New Stock Item button

2. Enter Stock Item Details

Fill in the stock item form:

Basic Information

Name (required)

• Descriptive item name
• Example: “Nitrile Gloves - Large”

Description (optional)

• Additional details about the item
• Example: “Powder-free examination gloves”

Category (optional)

• Choose from predefined categories
• Options: PPE, Medical Supplies, Cleaning Supplies, Tools & Equipment, etc.
• Helps with filtering and organization

SKU (optional)

• Stock Keeping Unit for ordering
• Example: “GLV-NIT-L-100”

Inventory Details

Quantity on Hand (optional)

• Current stock level
• Example: 250

Target Quantity (optional)

• Reorder threshold
• When stock falls below this, an action is automatically created
• Example: 100

Unit of Measure (required)

• How you count the item
• Example: “boxes”, “pairs”, “each”, “liters”

Pricing & Supplier

Price (optional)

• Cost per unit
• Updated automatically with restocks if new price provided
• Example: 15.00

Reorder From (optional)

• Supplier name or details
• Example: “ABC Medical Supplies”

Shelf Life Days (optional)

• Days until item expires
• Example: 365

Public Access

Allow Public Consumption (optional)

• Enable if this item can be consumed by unauthenticated users
• Requires unit-level public stock to also be enabled

3. Save Stock Item

Click Create Stock Item to save the record.

You’ll be redirected to the stock items list.

Next Steps

After creating stock items, you may want to:

Record Consumption

1. From stock list, click Consume button
2. Enter quantity consumed
3. Optionally select vehicle and add reason
4. System creates low stock action if quantity falls below target

Restock Items

1. From stock list, click Restock button
2. Enter quantity added
3. Optionally update price and add reason
4. System resolves low stock actions if quantity reaches target

Create Manual Reorder Actions

For stocktakes or preemptive ordering:

1. Open stock item detail page
2. Click Create Reorder Action
3. Add notes about the order
4. Action appears in unit action list

Enable Public Stock Consumption

Allow public users to consume stock:

1. Navigate to Settings → Public Access
2. Enable Public Stock Consumption at unit level
3. Edit individual stock items
4. Check Allow Public Consumption for specific items
5. Both toggles must be enabled for public access

View Stock History

Track all movements:

1. Click on stock item name
2. Scroll to Stock History section
3. View all consumption, restock, and adjustment records

Link Stock Items to Inspection Questions

Enable in-field restocking during inspections:

1. Navigate to Templates
2. Edit an existing template or create a new one
3. When adding or editing an inspection item
4. Select stock item from Link to Stock Item dropdown
5. During inspections, responders can check “Restocked [item] on this vehicle”
6. Enter quantity restocked
7. Consumption is recorded automatically when inspection is completed
8. Stock quantities update in real-time

This allows field crews to restock items like medical supplies, cleaning products, or PPE while conducting vehicle inspections.

Tips

Setting Target Quantities

Choose realistic thresholds:

• Base on usage patterns and consumption rates
• Consider supplier lead times
• Account for minimum order quantities
• Review and adjust as needed

Using Categories

Organize inventory effectively:

• Categorize items consistently
• Use filters to view specific categories
• Helps with inventory audits
• Simplifies reordering processes

Tracking Costs

Maintain accurate pricing:

• Update prices when restocking if changed
• History records price at time of operation
• Enables cost analysis and budgeting
• Tracks price changes over time

Vehicle Association

Link consumption to vehicles:

• Associate consumption with specific vehicles
• Track usage patterns per vehicle
• Identify high-usage vehicles
• Useful for maintenance planning

Public Access Control

Only enable for appropriate items:

• Don’t make all items publicly consumable
• Consider which items are commonly used in field
• Maintain control over high-value items
• Monitor public consumption via history

Common Issues

Stock Item Not Appearing on Public Page

If item doesn’t show publicly:

1. Verify unit-level public stock is enabled
2. Check item-level public consumption is enabled
3. Confirm public page is accessible
4. Both settings must be active

Low Stock Action Not Created

If automatic action doesn’t appear:

1. Verify target quantity is set on item
2. Check quantity fell below target (not equal to)
3. Confirm no active action already exists
4. Only one active action per item allowed

Cannot Consume More Than Available

System prevents over-consumption:

1. Verify current quantity on hand
2. Perform stocktake if quantity incorrect
3. Use adjustment operation to correct errors
4. Restock before consuming if needed

Permission Denied

If you can’t manage stock:

1. Verify you have brigade_admin or higher role
2. Ensure you’re in correct unit context
3. Contact organisation admin for role adjustment

Related Guides

• Stock Management - Feature overview
• Actions - Managing reorder actions
• Public Access - Public page setup