Products or Materials kept in stock can be used on the project from the quick actions menu.   These materials will reduce your stock on hand when added to a project, so making sure you capture their use at the time they were used is really important to maintain your inventory levels correctly.   Note: the cost of the materials added to the project based on the products FIFO landed cost, not the task forecast rate.

From the project's details page, select the Use Materials button from the Quick Actions menu.

From the Add Stock Usage window you have two options to add materials after confirming the Warehouse location. The warehouse is where the stock availability will be displayed from. The key aim here is to tell WorkGuru exactly WHAT is being used WHEN it is being used.

  • Add Product - This lets you add products as you use them.  These products do not need to be already forecast on the project.   You can also add non-stock items as required.  This is a great option if you add additional materials, or want to track a non-stock expenses such as consumables etc on the project at a particular time.
  • Use All Forecast Materials - If there are already products forecast or quoted on the project.  You can confirm this list as it is the same as shown in the project's materials tab.  This function is a shortcut to load all forecast product lines into the stock usage window.   You can then edit the quantity of these lines as required.
  • Use All Remaining Materials - Shortcut to finalise the stock usage on the project for outstanding stock required that hasn't been used OR purchased already.

Once the product lines have been added, you can check the number in stock at that location.   Enter or override the quantity used in the Qty fields.   If you have actually used more or less than forecast it is extremely important that the correct quantity is recorded when it is used to ensure your inventory is as accurate as possibleIf the quantity entered is more than the number in stock, WorkGuru will warn you that you don't have enough stock available. WorkGuru will not let you use stock you don't have so you will need to resolve the stock on hand via a stock adjustment, purchase order or switching warehouses.

If required, you can use stock/materials from alternative warehouse/locations.  to do this, it is important to select the warehouse from the dropdown BEFORE you add the stock required from that location.

Click Save to confirm the stock usage.  This is the point when the Stock on Hand quantity is reduced in the selected warehouse and the COGS journal is created.

The stock usage is then summarised on the project's materials tab.  You can identify which products have been purchased vs used and actual vs forecast quantities and costs.  Any actual vs forecast discrepancies will be highlighted red.As stock is used on the project, the materials tab will display a log of the usage. From this list you can confirm when and who added the stock usage and also the FIFO landed cost used for the project costing (this is the actual cost of that product on the project based on the purchased landed cost and may be different to the forecast cost). If you are an administrator, use the Undo button to reverse the stock movement if incorrect.