Stock and Van Stock.
Know what is in the warehouse and on every vehicle, what is set aside for which job, and what was actually used.
Stock leaks away in a trade business: a box of fittings left on a bakkie, a meter taken for one job and used on another, cable nobody remembers buying. ExequtechOS tracks stock by location, including every vehicle, and ties what leaves the shelf to the job it was used on, so the numbers on screen match what is on the shelf.
- Receive or collect from supplier
- Warehouse or vehicle
- Load vehicle
- Reserve for job
- Use on job
- Return unused
- Count & value
At a glance
- Where it happens
- Assets app for stock and locations; job cards for materials; Reports app for counts, history and valuation.
- Locations
- Warehouses and store rooms, plus vehicles and other off-site storage. A vehicle can be assigned to the person who drives it.
- Stock types
- Products tracked item by item with serial numbers, consumables tracked by quantity, and your own fixed assets.
- Low stock
- Set a minimum for consumables; they are flagged Low, or Order when a purchase order is already on the way.
- Collections
- A technician collects a job’s purchase order from the supplier using Exequ-Jobs and books the stock straight into their vehicle.
- On jobs
- Reserve materials when the job is planned, transfer the physical stock when it is used, and return what was not needed.
- History
- Every movement is logged with its type, from, to, quantity, job, serial number and who logged it.
- Counting
- Stock takes per location with a printable count sheet; differences show as discrepancies in the report.
- Value
- Inventory valuation at cost price, with potential revenue at sales price and average markup, exportable to CSV.
Set up your locations
Assets app › Fixed Assets
Stock lives in locations, and locations are things you own. A warehouse, store room, cage or bin is set up as a fixed asset that carries stock (Warehouse / Store Room); a vehicle is set up the same way as mobile, off-site storage (Vehicle / External). Each vehicle can be assigned to the person who drives it, so its stock is that person's van stock.
Products, consumables and serial numbers
Assets app › Products and Consumables
Products are tracked item by item. Each product can carry several serial number fields, for example a serial number plus an IMEI or chassis number, and each item has its own location and transfer history. Consumables, such as cable ties or sealant, are tracked by quantity.
Every item has a cost price, a sales price and the resulting markup. For consumables, set a Minimum Stock level: anything below it is flagged Low, or Order if a purchase order is already on the way, and the Low Stock Only filter gives you a reorder list in one click.
Open any item to see its Asset Distribution: how much is in each warehouse and on each vehicle.
Move stock between locations
Assets app › Transfer
Transfer Stock moves items from one location to another, such as loading a vehicle in the morning. The same screen sells stock or writes it off as disposed. Stock received from a supplier is booked straight into the location you choose when you receive the purchase order. Every movement is logged with its type:
| Movement | What it means |
|---|---|
| Receipt | Stock received, for example from a purchase order. |
| Vehicle Load | From a warehouse onto a vehicle. |
| Vehicle Return | From a vehicle back to a warehouse. |
| Vehicle Transfer | From one vehicle to another. |
| Warehouse Transfer | Between warehouses or store rooms. |
| Job Usage | Used on a job. |
| Job Return | Taken back from a job unused. |
| Supplier Return | Sent back to the supplier. |
| Disposal | Written off, for example damaged stock. |
Collect from the supplier, straight into the vehicle
Purchase order set to Collection › Exequ-Jobs
Not every order is delivered. When a purchase order's Fulfillment Method is Collection, it is linked to a job, and that job is assigned to a technician, the purchase order appears on the job in Exequ-Jobs, the technician's mobile app.
The technician drives to the supplier, collects against the order on their phone, and books the stock in immediately, straight into their vehicle. There is no detour via the warehouse and no paperwork to hand in afterwards: the stock is on record on the vehicle, ready to be used on the job, and the office sees the order as received. Until then, the Picking List report shows every item still waiting to be collected, grouped by supplier.
Reserve, use and return stock on jobs
Job card › Materials
Each job card holds its own materials, with two quantities side by side: Reserved and Physical.
- Reserve sets materials aside for the job when it is planned, without moving anything. Jobs created from a quote reserve the quoted products and consumables automatically.
- Transfer moves the physical stock to the job from the location it came from, such as the technician's vehicle. Resolve Reserved Material turns a reservation into real stock from a chosen location.
- Return: anything not used goes back to the location you choose and is logged as a Job Return, so it never counts as used.
The materials on the job are what the customer sees on the signed job card and what the job is costed on, so stock, billing and profit all agree.
Count, check and value
Assets app › Take Stock, and the Reports app
Print the Stock Take Sheet for a location: it lists every product, consumable and fixed asset there with the expected quantity and a space to count. Enter the actual counts with Take Stock. The Asset Transfers report then shows expected, counted and the discrepancy for each item, alongside every movement with who logged it.
Inventory Valuation values your stock at cost price for your accountant or insurer, shows the potential revenue at sales prices and the average markup, and exports to CSV.
Questions about stock
Can I see exactly what stock is on each vehicle?
Yes. Each vehicle is a stock location in ExequtechOS, so its contents are listed like any warehouse, and each product shows how its stock is distributed across all your locations. Vehicles can be assigned to the person who uses them.
Does ExequtechOS warn me when stock runs low?
For consumables, yes. Set a minimum stock level and the item is flagged Low when it drops below it, or Order when a purchase order for it is already on the way. A Low Stock Only filter lists everything that needs reordering.
How are serial numbers tracked?
Products are tracked item by item. Each product can have several serial number fields, such as a serial number and an IMEI or chassis number, and each item keeps its own location and transfer history. Serial numbers are captured when stock is received.
Can a technician collect stock from a supplier and put it straight on their vehicle?
Yes. Set the purchase order to Collection and link it to the job. When the job is assigned to a technician, the purchase order shows on that job in the Exequ-Jobs app; the technician collects the stock at the supplier and books it in immediately into their vehicle, so it never has to go through the warehouse.
What happens to stock that was reserved for a job but not used?
A reservation only sets stock aside; it does not move it. When materials are used they are transferred to the job, and anything not used is reduced from the reservation or returned to the location you choose, logged as a Job Return.
How do I do a stock take?
Print the Stock Take Sheet for a location, which lists every product, consumable and fixed asset with its expected quantity. Enter the actual counts with Take Stock, and the stock movement report shows expected, counted and the discrepancy for each item.
Can I value my stock for my accountant or insurer?
Yes. The Inventory Valuation report multiplies stock quantity by cost price for a total stock value, shows potential revenue at sales prices and the average markup, and exports to CSV.
Keep reading
- Supplier RFQs and purchasing — how stock comes in.
- How a job moves through ExequtechOS — where stock goes out.
- Real-time inventory tracking — why live stock levels matter for trade businesses.
See Your Stock in ExequtechOS
Book a walkthrough and we'll set up a warehouse and a vehicle with a few of your own items.
Book a Walkthrough