Keep stock on your service trucks

Your trucks are places inside your one inventory, not a second inventory. On the Inventory page, In-stock is what is on the shop shelf; the parts out on trucks show under it (for example “on shelf · 9 on trucks”). Available, Low and Out, Items Ready to Restock and the Reorder Queue count the shelf. The Total Inventory Cost still counts everything you own, trucks included. Editing a part that has some on trucks, its quantity box is the shelf’s, with the rest shown under it (for example “40 in all: 9 on shelf, 31 on trucks”).

Add your trucks#Link to the section “Add your trucks”

1. Open Shop Settings, then Trucks.
2. Select Add Truck. Give it a name, and a plate and VIN if you like.
3. Tick the technicians who drive it, then select Save. A technician drives one truck at a time.

Each truck has a short code for its bin labels: type one (1 to 4 letters or digits, starting with a letter), or leave it empty for the next free one, T1, T2 and so on. Codes count across all your locations, so a truck label never names a sister location’s truck. Renaming a truck keeps its code. Changing the code stops its printed bin labels working, so reprint them.

Put parts on a truck#Link to the section “Put parts on a truck”

1. On the Inventory page, select Trucks, then the truck.
2. Select Add parts for the parts it carries, or Copy a list to start from another truck’s parts, mins and maxes.
3. To set a min and max on many parts at once, tick them and select Set min / max.
4. Select Move stock. Choose where the parts come from and go to (shop stock or a truck), search or scan the parts, and set how many. Free there is what is there less what open jobs and waiting loads will take.
5. Select Move now, or Request load to have it waiting under Transfers. A waiting load lists its parts by shelf bin to pick them, and you can change its quantities until someone selects Mark loaded.

If you move more than is free at the source, RVDesk asks first. A source moved below zero shows that way until it’s counted.

Refill a truck#Link to the section “Refill a truck”

1. On the truck, select Restock. Parts at or below their min are listed by shelf bin, with what’s needed to reach the max. Loads already waiting for the truck count toward it, and say so (for example “6 waiting in TR-0013”).
2. Tick the ones to refill and select Load from shop stock. What shop stock can’t cover shows under To order, and those parts show in the Reorder Queue as Trucks short.
3. A truck holding more than its max says over max; the Reorder Queue counts that extra before suggesting you buy more. All trucks shows every truck side by side.

Parts on a work order#Link to the section “Parts on a work order”

An inventory part on a job comes off the technician’s truck when that truck has enough of it free for the whole line. The technician is the job’s technician, else the one technician on its labor, else the work order’s lead technician. Otherwise, or with no truck, the part comes from shop stock. Free means on the truck less the other open lines drawing from it, the same figure the truck’s Held column shows. RVDesk checks again when the line’s quantity or part changes, when the technician changes, and when the technician moves to another truck. The part shows From under its name.

1. To take it from somewhere else, open the From menu on the part and pick shop stock or a truck.
2. Pick Default to go back to the rule above.
3. If the place a part comes from doesn’t have enough, the part says so (for example “Truck 1 has 0 free of the 2 this work order takes from there”), with a button to switch to a place that has it.
4. When the technician’s truck has some of a line but not all, the line comes whole from shop stock and says so, with Split: that many from the truck as a line of its own, the rest from shop stock. Same part and price, so the total and the customer’s approval stay as they are.

Owners, managers and service advisors can change where a part comes from; technicians see where it comes from.

Stock is held when the job is approved and comes off when the repair order is posted, the same as shop stock. If you unpost, it goes back where it came from and stays there if the technician changes, so a repost takes it from the same place.

Count a truck#Link to the section “Count a truck”

1. On the truck, select Count this truck. Or, under Inventory Counts, start a count and pick the truck under What you're counting.
2. Enter what’s on the truck in whole units and select Apply to stock. The truck changes, and your total with it; the shelf doesn’t.
3. Found more on the truck than RVDesk expected because someone took it from the shop shelf? In the Apply window, tick this came from the shop shelf for that part: it is recorded as a move from the shelf, not as new stock, and listed under Moved from shelf. If the shelf shows less than that, RVDesk says so before you apply.

Found stock and the net change count what your total actually changes by: a part the truck showed below zero was never on the books.

Receive a purchase order into a truck#Link to the section “Receive a purchase order into a truck”

1. Open the purchase order. Under Receive into, pick the truck before anything is received.
2. Receive it as usual. The parts land on that truck.

Bins on a truck#Link to the section “Bins on a truck”

1. On the truck, click a part and set its Bin on the truck. Short names fit the labels best: D3, Side 2.
2. Select Print bin labels. A truck’s bin label opens that truck’s bin when you scan it on the Inventory page.
3. Select Rename a bin to rename one across every part in it.

Retire a truck#Link to the section “Retire a truck”

1. In Shop Settings, Trucks, select Retire on the truck.
2. Choose where its stock moves (shop stock or another truck). Its history stays.
3. The window lists the open purchase orders receiving into it. Those with nothing received yet go to shop stock (the receiving counter) unless you pick another truck; one already partly received keeps the truck, and what is still to come goes to shop stock. Confirm, and RVDesk says what moved.

A retired truck takes nothing more: anything still received, returned or unposted for it goes to shop stock.

A part that is on a truck can’t be deleted until it’s moved or counted off the trucks.