Stock is how SubBase knows what is on the shelf. Use these steps when material arrives, when a count is wrong, or when items have to move or be held back.
Before you start
You need Add Stock to create items, Update Stock to change them, and Transfer Stock & Change Status to move them. Your Admin grants these per role.
Choose the warehouse at the top left of the Stock tab first. Everything below applies to that warehouse only.
Add a new item
Click Add stock, then Add new item.
Enter the Name, QTY and UOM.
Choose Consumable or Asset.
Turn on Send to quality hold if it needs inspecting before use.
Fill in any location and item attributes your warehouse asks for.
Click Save.
The item is created empty and the quantity you entered is applied to it as the first movement, so it is on the item's History from the start.
Correct a count
Click the item in the Stock list to open Stock editing.
Go to the Add/Remove tab.
Choose Add or Remove.
Pick the status under Select a stock status, then enter the quantity.
Enter a Reason. It is required on a removal.
Click Save.
This tab offers Available and Rejected. You can remove from Rejected but not add to it.
Move stock or change its status
Open the item and go to the Transfer tab.
Under From, choose the status and the quantity to move.
Under To, choose the warehouse, the status and the item it lands on.
Turn on Create a new item if it should land as its own record.
Click Transfer.
This is also how quality holds work. Transfer from Available to Quality hold to hold something for inspection, back to Available when it passes, or to Rejected when it does not.
Renaming an item
On the General info tab, SubBase tells you how many other stock records share the description. Editing it changes this record only, unless you tick Apply changes to all N stocks instead, which renames the material for every warehouse that uses it.
Deleting
Deleting a stock item asks you to type its item ID to confirm and cannot be undone. Its print tags go with it. SubBase refuses the delete outright while any consumable or asset request still refers to the item, and the message names which kind.
Deleting a warehouse is refused while it holds any stock at all. Once it is empty, deleting it also removes that warehouse's request statuses and its requests.
Notes and limits
Stock type cannot be changed once anything has moved against the item.
A transfer can cross warehouses. The To side has its own warehouse field.
To load or change many items at once, use Bulk actions, then Import new materials or Update existing materials.
Best practices
Write the Reason on a removal as if someone reads it in 6 months. It is the only explanation the history keeps, and a removal is the one thing that drops a count with no request behind it.
Transfer stock rather than removing it here and adding it there. A transfer keeps 1 history; the other way leaves 2 records that nothing connects.
Read the line under the description before you rename an item. If other stock records share it, the Apply changes to all tick renames the material everywhere, which is rarely what you meant.
Empty a warehouse before you try to delete it. The delete is refused while any stock remains, whatever the quantity.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.