Tracking your parts and materials inventory prevents costly delays on job sites. The Exoserva Inventory module lets you monitor stock levels, set low-stock alerts, and ensure technicians always have the parts they need. This guide covers adding items, tracking quantities, and managing stock alerts.
Estimated time: 6 minutes
Before You Begin
- An active Exoserva account with Owner or Manager role
- Inventory module enabled in Settings (if applicable)
Step 1: Navigate to the Inventory Page
Click Inventory in the left sidebar (look for the database icon). The page opens with a header showing the title “Inventory” and two action buttons in the top-right: “Export” (download icon) and “+ Add Part” (plus icon with primary highlight). Below the header, the AI Inventory Intelligence panel provides a smart analysis of your stock health, including total items, in-stock count, low-stock alerts, out-of-stock count, total inventory value, and pending purchase orders.
If any items are below their reorder level, a prominent Reorder Alert Banner appears below the AI panel – colored red with a pulsing icon if items are completely out of stock, or amber if items are simply running low. The page uses four tabs across the middle: Catalog (all parts), Warehouse (in-stock items only), Vans (technician vehicle inventory), and Orders (purchase orders). Each tab shows a badge with the relevant item count.
Tip: Bookmark the Inventory page for quick access during your Monday morning stock review. The AI Intelligence panel gives you a one-glance health check of your entire parts inventory.
Warning: If the page shows a loading skeleton or an error state, check your network connection and ensure you are signed in. The Inventory page requires an active authentication token to load data.
Step 2: View Stock Level Indicators
Below the tabs, the page displays four Quick Stats cards in a row: Total Parts (total catalog count), In Stock (items above reorder level), Low Stock (items at or below reorder level but not zero), and Out of Stock (items with zero warehouse quantity). Click any stat card to filter the parts grid to just that category – the selected card highlights with a colored ring.
Each part card in the grid shows a Stock Status Badge in the top-right corner: a green “In Stock” badge for adequate supply, an amber “Low Stock” badge when the quantity is at or below the reorder level, a red “Out of Stock” badge when the quantity is zero, or a blue “On Order” badge when a purchase order is pending. Below the part name and SKU, a Stock Level progress bar visually represents the current quantity relative to twice the reorder level – green when healthy, amber when approaching the reorder point, and red when at zero.
Step 3: Add a New Inventory Item
Click the “+ Add Part” button in the top-right corner. A modal dialog opens titled “Add Part” with a form organized in sections:
- SKU (text, required): Your internal part number or manufacturer SKU
- Category (dropdown, required): Choose from Plumbing, Electrical, HVAC, Appliance, or General – each category has a distinct icon and color
- Part Name (text, required): A descriptive name for the part
- Description (text, optional): Additional details about the part
- Supplier (text, required): The vendor or distributor name
- Unit Price (number with $ prefix, required): The per-unit cost
- Initial Stock (number): The current quantity on hand
- Reorder Level (number): The threshold that triggers a low-stock alert
- Reorder Qty (number): The standard quantity to order when restocking
Click “Add Part” to save, or “Cancel” to close without saving. The new part appears in the Catalog tab immediately after creation.
Step 4: View Item Details
Click any part card in the grid to view its full details. Each card displays a comprehensive overview:
- Category Icon: A colored icon badge (wrench for Plumbing, lightbulb for Electrical, thermometer for HVAC, home for Appliance, briefcase for General)
- Part Name and SKU: The item name in bold with SKU displayed below
- Stock Level Bar: A visual progress bar with percentage, colored green/amber/red based on stock health
- Warehouse Stock: Current quantity on hand (amber-highlighted when at or below reorder level)
- Unit Price: The per-unit cost in currency format
- In Van: If van inventory is configured, the quantity currently loaded in technician vehicles
- Reorder Level: The threshold that triggers alerts
- Supplier: The vendor name in the footer
When stock is at or below the reorder level, an “Reorder” button appears in the card footer. When stock is zero, the button changes to a pulsing red “Order Now” button for immediate attention. If van inventory is enabled, an “+ Add to Van” button also appears.
Step 5: Monitor Low Stock Alerts
When any item drops below its reorder level, multiple visual alerts activate simultaneously: the Reorder Alert Banner appears at the top of the Inventory page (below the AI panel) with a warning icon and count of affected items, the “Low Stock” and “Out of Stock” Quick Stats cards show non-zero counts, and individual part cards display amber or red status badges with a ring highlight around the card.
The AI Inventory Intelligence panel at the top of the page also analyzes stock trends and may recommend specific reorder actions. Click the “Low Stock” stat card to filter the view to only items needing attention, or click the “Out of Stock” card to see the most critical shortages first.
Step 6: Configure Low Stock Alert Thresholds
To adjust alert thresholds for a specific part, find the part in the Catalog tab and open its details. The two key threshold fields are:
- Reorder Level: The quantity at which the stock status changes from “In Stock” (green) to “Low Stock” (amber). When warehouse stock drops to this number or below, the amber warning badge appears and the stock level bar turns amber.
- Reorder Qty: The standard quantity to order when restocking. This pre-fills purchase order forms to save time.
The stock level progress bar uses twice the reorder level as its maximum, so a part at 50% on the bar is exactly at the reorder point. A part at 0% is completely out of stock (red bar), and a part at 100% has twice the reorder level or more in warehouse.
Step 7: Track Reorder History
Click the Orders tab at the top of the Inventory page to view all purchase orders. Each purchase order card displays: a PO number (auto-generated), the supplier name, a status badge (grey “Draft”, amber “Pending”, purple “Approved”, blue “Ordered”, or green “Received”), the total order value, and the expected delivery date.
The Van inventory is tracked in the Vans tab. Each van card shows the technician name, total items count and value, and a preview of the top three parts loaded in the van. Click a van card to see the full inventory breakdown.
To create a new purchase order, click the “+ Create PO” button (if available) in the Orders tab. The order form lets you select a supplier, add line items from your parts catalog, set quantities and prices, and submit for approval.
What’s Next?
Now that you’ve completed this guide, check out:
Need help? Post in the Tech Support category or contact support@exoserva.com.