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19.2. Products and Stock Settings: Tracking, Serialized Units, Kits, and Reorder Points
Enable inventory tracking on AlgaPSA catalog products and choose per-product behavior: serialized units, kits, automatic asset creation on delivery, reorder points, and preferred vendors.
Inventory works with the products already in your billing catalog — there is no second product list to maintain. You decide per product whether it is stock-tracked, and how it behaves.
Enable tracking on a product
- Go to Billing → Products and open the product.
- Expand the Inventory section and check Track inventory.
- Save. The product now appears on the Inventory → Stock screen and can be received, counted, transferred, and sold from stock.
Until a product tracks inventory, stock actions refuse it — the Stock screen's empty state points you here first. To stop tracking a product, clear the same checkbox; the ledger history it accumulated remains.
Per-product behavior
Tracked products on the Stock screen, each with its available quantity and a one-click Receive. The Needs attention filter narrows the list to what is low or out.
| Setting | What it changes |
|---|---|
| Track inventory | Master switch — the product participates in stock, purchasing, and fulfillment |
| Serialized | Each physical unit is tracked individually by serial number (and optionally MAC address). On-hand equals the count of in-stock units, and every receive, transfer, and delivery names specific units |
| Kit | The product is a bundle of component products. Adding a kit to a sales order explodes it into its components; kit pricing can be the sum of components or a fixed price |
| Creates asset on delivery | When a serialized unit is delivered on a sales order, AlgaPSA automatically creates a managed Asset for the client — serial number becomes the asset tag, MAC and warranty dates carry over, and you choose which asset type it creates |
| Reorder Point | The available quantity at or below which the product counts as low stock (0 = out of stock). Feeds the dashboard worklist, the Low badges, daily alerts, and reorder suggestions |
| Reorder Quantity | How many to order when restocking — used to pre-fill suggested purchase orders |
| Preferred vendor | Which vendor reorder suggestions and backorder purchase orders should buy this product from (set from the vendor's price list) |
A reorder point can also be overridden per location — a van might need a lower threshold than the main warehouse.
Serialized or not?
This is the biggest choice you make per product, and it changes behavior everywhere:
- Serialized (laptops, firewalls, UPS units): every receipt asks for one serial number per unit; allocation and fulfillment pick specific units; each unit has its own lifecycle (In stock → Allocated → Delivered, plus On loan, In transit, In RMA, Retired) and a full history you can pull up by serial or MAC on Inventory → Stock Units. Costs are tracked per unit.
- Non-serialized (cables, patch panels, consumables): stock is a quantity per location, and costs use a moving average that updates with each receipt.
Choose serialized for anything you would ever need to answer "which exact box did we give this client?" about. You cannot switch a product off serialized while it still has units on record.
Kits
Define a kit's components on Inventory → Kits — for example, a "New Hire Desk Bundle" of one laptop, one dock, and one monitor. Kits are single-level (a kit cannot contain another kit). On a sales order, the kit line explodes into one child line per component, each fulfilled from stock individually, while pricing follows the kit's pricing mode.
Individual units
The Stock Units registry: every serialized unit by serial number and status, with its location and owning client. Search by serial or MAC, filter by status or client, open a unit's history, or export the list to CSV.
Inventory → Stock Units is the registry of every serialized unit you have ever handled. Its header summarizes the total unit count and current inventory value, while the table shows serial number, product, MAC address, current status, location, owning client once delivered, and warranty expiry. The page starts with less-used columns hidden; use Show all when you need the full column set. Use the search selector for serial or MAC lookups, narrow the list with status and client filters, or export the current list to CSV. Each unit's History shows its complete movement timeline from receipt to final disposition.
Serialized units, purchase orders, and sales orders are also indexed in the app-wide search bar, so a technician can jump to a unit by serial or MAC from anywhere in AlgaPSA.