Adding Stock and Equipment to a Job

Efficiently managing stock and equipment is crucial for planned maintenance and other job types. BigChange allows you to add specific items of stock and equipment to a job through the 'Stock & Equipment' tab in the 'New Job' popup. This guide will walk you through the process of adding these items, whether they are planned or actual, and how to save them for future reference.

Understanding Planned vs. Actual Stock and Equipment

• Planned Items: These are items you anticipate needing for a job. You can add them before the job starts.
• Actual Items: These are items that were actually used during the job. They can only be added after the job is complete..

Adding Stock and Equipment

• Open the 'New Job' popup in BigChange.
• Select the 'Stock & Equipment' tab.
• Toggle between Planned/Actual and Stock/Equipment/Either as needed.

• Select 'Add a stock item' to open a new popup window.

Selecting Stock Options

We will use the most popular option (1) as an example.

• Stock item will be*:
  
  1. Brought to job and left at location - This could be used for deliveries or installations, where items are taken to the job and left there.
  2. Brought to job and taken back - This could be used for items used to carry out a job but which are returned to the van/office/depot after the job is complete.
  3. Taken from job location - This could be used for replaced parts or equipment or collections.
  4. Already on site and left at location - This could be used for services or repairs.
  5. Used on equipment - This can be used for replacement parts or additional installations, eg a new pump on a boiler, or using a diagnostic device on a machine.

Depending on which option you select, different additional fields will appear.

Fill in the Add stock popup.

1. Stock item will be - See above
2. Current location - The current location of the item, whether it is on a vehicle, or at a Contact.
3. Type - This allows you to identify if this is a single item or a Consignment. If Consignment is selected, the next 3 fields will disappear and you will instead be asked for the Consignment name.
4. Make & model - Start typing an stock item and a list will appear to select from.
5. View stock at contact/on a vehicle - If you selected Contact in (2) clicking here will show you a list of all items currently at that site so that you can make a selection.
6. Serial number - For non-consumable items, this is the serial number or barcode of the item. This is not mandatory, and leaving it blank will mean that the specific item to be used is currently ‘unknown’ or could be determined later. For consumable items, this box will change to quantity.
7. Drop as - If this is selected, the item will appear as a line item for cost and selling price on the Financial Document associated with the Job.

Using Equipment

• Serial Number: Specify the serial number of the item at the site (e.g., the boiler).
• Make and Model: Specify the make and model of the item you will be using on the equipment (e.g., a new pump for a boiler).

Conclusion

Adding stock and equipment to a job in BigChange is a straightforward process that ensures you have all necessary items accounted for, whether planned or actual. By following the steps outlined in this guide, you can efficiently manage your resources and ensure accurate job costing. Remember to save your selections to maintain an accurate record for future reference.