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Stocking Received Items

5 min read

Published April 15, 2026

What Is Stocking?

Stocking is the process of adding received goods to your inventory. In Fixmo's two-phase workflow, receiving records that items have arrived from the supplier, while stocking makes them available in your branch's inventory for use in repairs and sales.

  • Receiving = record the arrival. PO moves to RECEIVED status. No inventory changes yet.
  • Stocking = add to inventory. Stock levels update, costs recalculate, serial numbers are assigned. PO moves to STOCKED status.
  • This separation lets you inspect, sort, or label goods before making them available.
  • If you do not need this separation, enable auto-stock in Settings > Inventory to combine both steps.

When to Stock Items

The Stock Items action is available on any purchase order in RECEIVED or PARTIALLY_RECEIVED status that still has received units which have not yet been stocked, regardless of the auto-stock setting.

  • Auto-stock OFF (default): After receiving goods, you stock items manually using the Stock Items button on the PO detail page.
  • Auto-stock ON: Items stock automatically during receiving. The Stock Items button only appears if some received units were left unstocked, for example, a serialized item received before its serial numbers were entered.
  • You can stock items in batches. For example, stock some items immediately and stock the rest after inspection.

How to Stock Items from a Purchase Order

The stocking process is done from the purchase order detail page. A dialog guides you through confirming quantities and entering serial numbers for each item.

  1. Open the purchase order that is in RECEIVED status.
  2. Click the 'Stock Items' button (shown in green on the PO detail page).
  3. A stocking dialog appears, listing all PO items with their ordered, received, and already-stocked quantities.
  4. For each item, enter the quantity to stock. This cannot exceed the received quantity minus the already-stocked quantity.
  5. For items with serial number tracking, a text area appears where you enter one serial number per line.
  6. Review the quantities and serial numbers, then click 'Stock to Inventory' to confirm.
  7. Fixmo updates stock levels at the PO's branch, recalculates weighted average costs, and creates serial units.

Tip

You can partially stock a PO, for example, stock items that passed inspection immediately while holding back items that need further review. Stock the remaining items later from the same PO.

Serial Numbers During Stocking

When auto-stock is OFF, serial numbers for tracked items are entered during the stocking step rather than during receiving. This ensures serial numbers are only assigned to items that have been verified and are ready for inventory.

  1. In the stocking dialog, serialized items show a Serial Numbers text area below the quantity input.
  2. Enter one serial number per line. The count must match the quantity being stocked.
  3. Fixmo validates that each serial number is unique within your shop.
  4. After stocking, serial units are created with In Stock status and linked to both the goods receipt and the stocking event.
  5. You can look up stocked serial numbers from the inventory item's serial number tab.

The STOCKED Status

STOCKED is the final completed state for a purchase order. It indicates that all received items have been added to inventory, stock levels are current, and costs have been recalculated.

  • A PO moves to STOCKED once every line has been fully stocked, each line's stocked quantity matches its received quantity, with any undelivered remainder cancelled.
  • The stocked date is recorded and displayed on the PO detail page alongside the received date.
  • The PO items table shows a Stocked column with progress indicators, green when fully stocked, amber when partially stocked.
  • STOCKED POs cannot be cancelled or modified. They represent completed procurement cycles.
  • Payment status is independent of stocking, a PO can be STOCKED but still have an outstanding balance.

Auto-Stock Setting

If your shop does not need a separate inspection or stocking step, enable auto-stock to simplify the workflow. When enabled, receiving goods immediately stocks them into inventory in a single step.

  1. Go to Settings > Inventory.
  2. Find the Purchase Order Settings section.
  3. Toggle 'Auto-stock items when PO is received' to ON.
  4. From now on, goods receipts immediately update stock levels and recalculate costs. Serialized items prompt for serial numbers during receiving so they can stock right away.
  5. POs advance directly to STOCKED once all received units are stocked. If a serialized item is received without its serials, it waits in RECEIVED until you stock it with Stock Items.

Note

The auto-stock setting applies shop-wide to all purchase orders. Only Admins can change this setting from the Inventory Settings page.

Frequently asked questions

Receiving records that goods have physically arrived from the supplier, it updates the received quantity on the PO and creates a goods receipt record. Stocking is the second step where those received items are added to your inventory, stock levels update, weighted average costs are recalculated, and serial numbers are assigned. If auto-stock is enabled, both steps happen together during receiving.

Manual stocking is used when the auto-stock setting is turned OFF in Settings > Inventory (this is the default): after receiving goods the PO moves to RECEIVED status, and you use the Stock Items button on the PO detail page to add items to your inventory. It is also used with auto-stock ON for any received unit that was not stocked during receiving, for example, a serialized item received before its serial numbers were entered. In that case the Stock Items button stays available so you can stock those units once you have their serials.

When stocking serialized items, a text area appears for each item where you enter one serial number per line. The count must match the quantity being stocked exactly. Fixmo validates uniqueness across your shop and creates serial units with In Stock status. If auto-stock is ON, you can enter serial numbers during receiving so items stock straight away; if you leave them blank at receiving, the units stay unstocked and you enter their serials later using Stock Items.

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