Spare parts and stock
The difference between Products and Inventory, how to add a spare part, and how stock moves in and out of your store.
Products and Inventory are two different lists
They never share a record, and people mix them up constantly.
| List | What it holds | Example |
|---|---|---|
| Products | The catalogue of machines you sell and service | Chimney-FABER |
| Inventory | The spare parts on your shelf | Capacitor 25uF |
A Product has no quantity and no price. You use it to tag a job — this call is about a chimney — and to set what a technician is paid for that kind of work. Only a Tenant Admin can see this list.
Inventory is the one that matters for spare parts. Every item has a quantity, a unit, a purchase price, an MRP, a tax rate and a full record of every movement.
Add a spare part
Open Inventory and click Add Item.
Choose Product or Service
Product is a part you hold in stock with a quantity. Service is labour with no stock. You cannot change this later.
Fill in Basic Details
Item Name is the only field you must fill. Add the Item Code (SKU), the Category, and the HSN Code for tax. The HSN fills itself in from the category where you have set one.
Set the pricing and tax
GST %, Purchase Price and Selling Price / MRP are the ones that matter. The MRP includes GST; Rate excl. tax works itself out and the two stay in step.
Set the technician incentive
Choose a flat amount per unit, a percentage of the sale, or a percentage of the margin above MRP. It is credited when the part is billed on a tax invoice.
Enter the opening stock
Opening Stock is how many you have right now, and As of Date is when you counted. Set Minimum Stock so KaryaFlow warns you before you run out.
Click Add Item
Save & New keeps the dialog open for the next part.
Three fields lock once any stock has moved: the Measuring Unit, the Item Code (SKU) and the Opening Stock. Past movements were recorded against them. Get the unit and the code right the first time.
How stock comes in
Opening stock
The number you typed when you created the part.
Purchase Bills
The normal route. Open Purchase Bills, click New Purchase, pick the Vendor, add the bill number and date, then add a line for each item and quantity. This posts the stock in with its cost and GST.
Add Stock
The manual correction. Open the item and click Add Stock. Enter the quantity, a Reference such as a bill or challan number, and a note.
Purchase Orders is a separate list for parts you have ordered but not received. Ordering does not move stock. The stock arrives when you record the purchase bill.
How stock goes out
| Route | What happens |
|---|---|
| A technician adds a part to a job | Stock comes out as soon as they add it. Removing the part puts it back. |
| Stock Issue Register | The counter log — someone walked up, quoted a call number, took a part |
| Technician Parts | Parts handed to a technician to carry in their van |
| Remove Stock on the item | A manual correction |
Every one of these lands in Stock Movements, which is every stock in and out across your inventory, with a running on-hand balance. That page is where you go when the numbers do not add up.
You can take stock below zero. KaryaFlow warns you but still records the movement, so the shelf count is never blocked by paperwork you have not done yet. Receive the stock to bring it back straight.
Parts a technician carries
Open Technician Parts. Hand parts to technicians as the stock they carry, see what's out in the field, and trace every part's full history.
Open Assign & holdings and pick the technician
Search for them in the box.
Pick where the stock comes from
Global Inventory, or one of your warehouses. Unused parts return to the same place.
Add the parts and quantities
The stock leaves the counter now and sits in that technician's name.
The technician sees their stock under More → My Parts on their phone, in two lists: Fresh and Defective. When they hand parts back they tap Deposit, and it appears on your Deposit approvals tab. Confirm it and the stock returns.
Parts a technician never returns can be deducted from their salary, from the Deducted tab.
Where stock can sit
Open Warehouses. Park stock in a named place or with a person, and always know where it is.
A warehouse is a second place your stock can be, other than the main store. Click New Warehouse, give it a name, and choose Place (a branch godown, a second site, a container) or Person (someone holding stock for the company).
Move Stock shifts quantities between them.
Defective pieces
Defective Parts holds the faulty pieces technicians collect from customers. Mark each one received when it reaches the office.
Defectives are logged, never put back into stock.