What this is
Inventory is the central shed for products, quantities, stock lots, storage locations, movements, demand, invoice imports and opening stock from a previous system. It covers chemicals, fertiliser, seed, fuel, parts and fluids, and grain and hay in one place.
Where to find it
Inventory.
Inventory sections
The top of Inventory has Products, Grain, Locations and Reconcile.
Products is the catalogue and stock on hand for chemicals, fertiliser, seed, fuel, parts and fluids.
Grain is a section inside Inventory. It shows tonnes of grain and seed, bales of hay, how full your structures are, a card per commodity, and the same silo, shed and stack cards as Grain & Hay Storage. It does not leave Inventory. Load in, Load out, Activity and Contracts open Grain & Hay Storage with the right structure already picked. Grain & Hay Storage itself is unchanged under More → Data Centres.
Locations is for chemical, fertiliser, fuel and workshop stores — stocktakes, QR codes and transfers.
Reconcile (Phase Ultra) turns completed machine work into paddock records and inventory adjustments.
Category chips on Products
Along the top of Products, chips narrow the list: Everything, Chemicals, Fertilisers, Seed, Fuel, Parts & fluids and Grain & hay, each with a count.
What you can manage
Chemical products
Fertiliser
Seed
Grain and hay in storage
Fuel
Parts and fluids
Other farm inputs
Stock lots
Storage locations
Movements
Product labels and SDS links
Prices
Parts, fluids and the Machine filter
Filters, oils, coolant and diesel are one inventory list, shown in Inventory and in Jobs & Maintenance → Parts. Add Product has a Part or fluid path for workshop details (part number, stock unit, compatible machines).
On Products, a Machine dropdown sits beside the Location dropdown once the farm has a machine. Pick a machine to see only the parts and fluids marked as fitting it, with on-hand quantity and part numbers. Choose Not linked to a machine to find parts nobody has ticked a machine for yet. Print list prints the parts and fluids on screen — machine name, part, part number, on hand, unit and reorder or minimum level — as a workshop checklist.
A part that fits several machines stays one product: tick each machine under Compatible machines when editing the part (in Inventory or Jobs → Parts). Jobs & Maintenance can open a machine's parts with a link into Inventory filtered to that machine.
Adding products
Open Inventory and add a product. When typing a product name, Phase may suggest existing products from your farm library or the Phase library.
Products can include category, actives, label link, SDS link, price, quantity and storage details.
The Add Product screen offers these paths:
Photograph a product label to add one product in hand.
Choose Upload invoice to open the invoice importer and add all products on a supplier document together.
Choose Import a stock list to bring products and opening stock across from a previous system.
Choose Part or fluid for workshop stock without a chemical label scan.
Search or enter the product manually.
The former barcode-scanner option has been removed from Add Product because retail barcodes rarely identified agricultural products reliably.
Phase's product search includes more than 3,250 crop-protection products and more than 1,840 fertilisers, including many supplier-specific generics, adjuvants, inoculants and fertiliser blends. Search the exact drum or blend name before creating a manual product. Fertiliser blends carry their nutrient analysis; a fertiliser normally has no APVMA approval number or approved chemical label.
Adding stock
Use Stock in or invoice import to add quantity to inventory. Where storage locations are enabled, choose where the product is stored.
Import stock levels from a previous system
Bring an Agworld stock levels export, your own spreadsheet or a PDF stock report into Phase as products and opening stock. Use a CSV, Excel (.xlsx) or PDF file up to 12 MB.
Open Inventory → Import stock levels, next to Upload invoice. You can also open Inventory → Add product → Import a stock list.
Select Choose a stock list and upload the file. Phase reads the rows and suggests matches from your existing products and the Phase library.
Review every product match, quantity, unit, location and cost. Change a match, choose a library product or create a product where needed. Check pack quantities and converted units carefully. Select an existing location, create a named location or leave stock unassigned; the footer can assign a location to rows that have none.
Check Stock as at against the report's date and edit it if needed. If no date was read, it starts at today's date.
Skip rows you do not want. Zero-stock rows are skipped by default; choose Add them as products without stock to bring those products across too. Negative balances cannot become negative stock; skip them or add the products without stock.
Check the selected-row and stock-lot totals, then press Import. Products and stock are saved only after you confirm. You can import up to 500 selected rows at a time.
If you uploaded the list through Upload invoice and Phase recognises it as a stock list, select Import it as stock levels. Phase closes invoice import and carries the same file into the stock-level review without asking you to select it again. If that button is not offered, close invoice import and use either stock-import entry above.
What a stock-list import changes
Selected rows with stock create opening stock lots dated to Stock as at. This adds stock; it does not replace or reset balances already in Phase. Check existing stock before bringing across an opening balance. Matching an existing product fills missing details without overwriting details already recorded.
Rows already imported from the same file are skipped, so re-uploading that file does not add those opening stock lots twice. A renamed or changed export may be treated as new stock. Use a stocktake correction to fix an imported balance instead of changing the file and importing it again.
Each lot records its source filename. Phase also keeps the file in Documents and links it when filing succeeds. If the completion screen says the file could not be filed in Documents, the stock has still been imported. Check the completion totals and keep the original file; do not import again just to fix document filing.
If the stock list needs more checking
Use the Check filter to review uncertain rows. Where Columns is shown, select Change to correct the column mapping, then review the rebuilt rows. Open the list of lines Phase could not read and compare it with the original report so nothing is missed.
Selected stock rows need a product name and a valid stock unit. If creating a location, give it a name. Fix the highlighted rows or skip them before importing. If the file cannot be read, try a clearer PDF or a CSV/Excel export, or split a file that exceeds the size or row limit.
Demand
Demand compares planned crop plan usage against stock on hand. It helps show shortages before jobs are completed.
Labels and SDS
Chemical and fertiliser records are more useful when products are matched to the correct library product and have label and SDS links.
If a label or SDS is missing:
Check whether the product is matched to a Phase library product.
Open the product details and add the correct document link where available.
Avoid using duplicate product names for the same chemical or fertiliser.
Where an approved label has been processed into the Phase Library, Phase Agent can find sections such as withholding periods, plant-back intervals and mixing instructions, show the APVMA approval and link to the PDF. If several products or strengths match the name, choose the exact product rather than letting the assistant guess. Phase reports when it has no stored label evidence; it must not invent an answer.
Storage locations and QR codes
Inventory becomes easier to use when products are linked to storage locations such as chemical sheds, tanks, fuel stores and fertiliser sheds.
Location QR codes can help staff open the right storage record quickly from the shed. Use stocktakes to correct quantity errors rather than creating a new duplicate product.
Grain silos, grain sheds, hay sheds and stacks are managed under Inventory → Grain (and More → Grain & Hay Storage), not under Inventory → Locations.
Common checks
If inventory totals look wrong, check:
Whether the product exists more than once
Quantity unit, such as L, kg, t, bags or drums
Stock in and stock out movements
Invoice imports awaiting review
Reconcile deductions from completed work
Storage location filters
Whether you are looking at Products versus the Grain section