Every item in the storeroom, and where it went
Track cleaning supplies, pool chemicals, light bulbs and spare parts storeroom by storeroom. Goods received in purchasing go into stock automatically, and parts used on a maintenance record come out of it. When an item drops to its minimum level your team is notified; stock value is calculated at weighted average cost.
Barcodes are not scanned with a camera; they are typed in or entered with a barcode scanner that works like a keyboard. Serial numbers, batches and expiry dates are not tracked.
How much is left, where it went, what it is worth
Every receipt and issue is written to a ledger that cannot be edited; a wrong entry is not deleted but corrected with a reversing movement, so the trail stays.
Item cards and storerooms
Each item gets an STK- code, category, unit, minimum level and barcode. Several storerooms such as the main store, the pool plant room or the technical room; the list shows quantity on hand, the split by storeroom and items at minimum level.
Receipts, issues and transfers
Stock comes in manually or from purchasing. Issues are booked to a maintenance record, a fault, a common area or a team member as a handover, and stock moves between storerooms by transfer. You cannot issue more than is on hand unless a setting allows it.
Low-stock alerts
When an item drops to its minimum level, the responsible team gets a single summary notification; it is not repeated until stock rises above the level and drops again. A purchase request form is prefilled from low stock.
Weighted average value
The average unit cost is recalculated with each receipt and issues are valued at the current average. Quantity and value per storeroom; only team members with finance access see amounts.
From the storeroom to the job
The same item is traceable from purchasing to the maintenance record: which part was used, when, by whom and on which job.
Step 1: Set up items and storerooms
Enter the item, its unit, minimum level and default storeroom, and optionally its opening stock with quantity and unit cost. You can edit the category list in site settings.
Step 2: Receive stock
The quantity received on a purchase order goes into the storeroom at the order's unit price (excluding VAT); partial deliveries are booked separately. Manual receipts record the supplier and the invoice or delivery note number.
Step 3: Issue for use
When completing a maintenance record, pick the parts used from stock; the issue is linked to that record. You can also issue to a fault request, a common area or a team member as a handover.
Step 4: Count and adjust
Open a stock count for a storeroom, fill in the list on screen or with Excel, review the variance report and post all differences as adjustments in one step.
Stock counts, variances and consumption reports
The count sheet shows the system quantity next to the counted quantity. The variance report shows surpluses and shortages with their value; once you confirm, every difference is posted to the ledger as an adjustment. Reports give quantity and value on hand per storeroom, and consumption by category, month and maintenance record.
- Blank count sheets can be printed
- Quantities to three decimal places: 2.5 kg, 0.75 litres
- The stock list and movements export to Excel and CSV
- Ask CasaX Assistant "Which items are at minimum level?"
Features that work together
In CasaX every module shares the same ledger: work done in one shows up in the others on its own.
How does it connect to purchasing?
You link a purchase request line to a stock item. When the goods receipt is recorded, the quantity received goes into the selected storeroom at the order's unit price (excluding VAT); if none is selected, into the item's default storeroom, or else the site's. Partial deliveries are booked separately and the same delivery never goes in twice. On an item at minimum level, "Create purchase request" fills in the form with the items, a suggested quantity and the unit; nothing is ordered from the supplier automatically.
What happens to parts used in maintenance?
When completing a maintenance record you pick the parts used from stock; the issue is linked to that record and shown on it as "Parts used". If a part is out of stock, completion is blocked (unless negative stock is allowed). The part's cost is not added to the maintenance expense again, so the same amount is not counted twice.
How is stock value calculated?
At weighted average cost: the average unit cost is recalculated with each receipt and issues are valued at the current average. FIFO, LIFO and standard cost are not used. A stock receipt does not post an expense or a supplier balance; the expense is recorded with the invoice in purchasing or on the expenses screen, and the cost on a manual receipt only feeds stock value.
Who sees what?
Staff see quantities and issue stock, but do not see amounts. Owners, admins, site managers and accountants manage items, storerooms, receipts, transfers, counts and reversals; auditors have read-only access. Costs and stock value are visible only with finance access. Residents never see stock data.
Are fixed assets tracked in stock?
No. Assets such as lifts and generators belong in the Maintenance and assets module; stock is for consumables and spare parts. Serial numbers, batches and expiry dates are not recorded, units are not converted (such as boxes to pieces; each item has one unit) and materials are not sold to residents.
Move your storeroom to CasaX.
Open your first stock items and keep receipts, issues and counts in one ledger.