Stock Management
Once material is received at the project site, the stock management functions handle all subsequent material movements including issue, returns, inter-job transfers, adjustments, and opening stock upload.
Material Issue
Material is consumed from inventory by issuing it to various destinations. Each issue type serves a different operational need:
| Issue Type | Description | Target |
|---|---|---|
| Issue to Project Execution | Material issued against a Job Scope (Activity) being executed on site. This is the primary consumption path for construction materials. | Job Scope / Activity |
| Issue to Machine | Consumables and spare parts issued to machines and equipment via an Issue Note. Tracked in the Equipment module. | Machine / Equipment |
| Issue to Subcontractor | Material issued to a subcontractor against a Work Order. Requires prior provisioning of material in the Work Order. | Work Order |
| Return to Vendor | Return defective, excess, or unused material back to the supplier. Creates a debit note against the vendor. | Vendor |
| Disposal to Waste | Remove unusable or damaged material from stock records. Documents the disposal for audit purposes. | Waste / Scrap |
Subcontractor Material Issue (Detail)
Issuing material to a subcontractor is a two-step controlled process:
- Provision Material in the Work Order When creating or amending a Work Order, specify the materials and quantities that will be supplied to the subcontractor. This creates a material budget for the Work Order.
- Issue Against the Work Order Create a material issue against the Work Order. Only materials and quantities that have been provisioned in the Work Order are available for issue. This ensures controlled material supply to subcontractors.
Material cannot be issued to a subcontractor unless it has been provisioned in the Work Order. This control prevents unauthorized material supply and ensures accurate cost tracking against subcontractor contracts.
Issue Returns
When previously issued material remains unused, it must be returned to stock. Issue Returns restore the material quantity back to site inventory and are applicable to material issued for:
- Project Execution — Unused material from completed or suspended activities
- Machine Consumables — Spare parts or consumables that were not consumed
- Subcontractor Allocations — Material returned by subcontractors after work completion or excess supply
Issue Returns reference the original Issue Note, maintaining full traceability. The return quantity is added back to stock at the original issue rate, ensuring accurate inventory valuation.
Stock Transfer
Move inventory between jobs through a controlled two-step process that ensures both the sending and receiving jobs have proper documentation:
- Issue from Source Job At the source job, create a stock transfer issue specifying the materials, quantities, and the destination job. This removes the material from the source job's inventory.
- Receive at Destination Job At the destination job, receive the transferred stock by creating a receipt against the transfer document. This adds the material to the destination job's inventory.
Taxable Stock Transfer (GST Compliance)
When transferring stock between jobs in India, GST regulations require proper tax documentation. JobNext handles this automatically:
Both the sending and receiving jobs must have GSTINs established through their respective Job Billing Addresses. Tax rates must also be configured for the materials being transferred.
| Component | Required | Description |
|---|---|---|
| Sending Job GSTIN | Required | GST registration number of the sending job location |
| Receiving Job GSTIN | Required | GST registration number of the receiving job location |
| Material Tax Setup | Required | HSN codes and GST rates configured for materials being transferred |
When a taxable stock transfer is processed, the system automatically:
- Generates an invoice documenting the transfer with sending and receiving GSTINs
- Records output GST credits to liability accounts at the sending job
- Creates a corresponding vendor bill at the receiving job location
- Makes input tax credit available for the receiving job
Stock Adjustment
Used when system stock records differ from actual physical stock. Stock Adjustments reconcile the system with reality by:
- Increasing quantities — When physical stock is higher than system records (found during physical verification)
- Decreasing quantities — When physical stock is lower than system records (shrinkage, unrecorded consumption, damage)
- Adding new Stock Lots — When material exists physically but has no corresponding system record
Conduct periodic physical stock verification and use the Stock Adjustment feature to correct discrepancies. Regular reconciliation helps maintain accurate inventory records and reduces material loss.
Opening Stock Upload
Import existing inventory data when migrating to JobNext or when stock has been maintained offline or in a separate system:
- Download the Template Download the Excel template provided by JobNext that includes all required columns for stock data entry.
- Populate Stock Data Enter material codes, quantities, rates, lot numbers, and other relevant data into the spreadsheet following the template format.
- Upload the File Upload the completed Excel file through the Opening Stock Upload function. The system validates the data and highlights any errors.
- Review and Confirm Review the imported data for accuracy, resolve any validation errors, and confirm the upload to create the opening stock entries.
Conduct a physical stock verification at the cutover date before uploading opening stock. This ensures that the starting inventory in JobNext accurately reflects actual material on hand.