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Inventory

Updated

Overview

PSA's inventory module tracks the products your MSP stocks — cables, licenses, hardware — across multiple storage locations. You can see current stock levels, receive items on purchase orders, attach products to tickets, and let PSA automatically create reorder drafts when stock runs low.

Adding a Product

  1. Go to Inventory > Products.
  2. Click New Product.
  3. Enter the product name, SKU, and optional barcode.
  4. Set the category (default is Hardware).
  5. Enter the unit cost (what you pay) and sell price (what you charge the client).
  6. Toggle Track Inventory on if you want to count units on hand.
  7. Toggle Serialized on if individual units need their own serial numbers (laptops, routers, etc.).
  8. Set a reorder point — when stock at any location drops below this number, a reorder alert fires.
  9. Toggle Auto-reorder on to have PSA create a draft purchase order automatically when stock hits the reorder point.
  10. Set a preferred vendor for auto-reorder (required for auto-reorder to create a PO).
  11. Click Save.

Inventory Locations

Stock is tracked per location — your main warehouse, field tech vans, or a client site:

  1. Go to Inventory > Locations.
  2. Click New Location.
  3. Enter a name and type (warehouse, vehicle, etc.).
  4. Mark one location as the default.

When a product is added to a ticket, the stock at the ticket's location decrements automatically.

Receiving Stock

To add stock to inventory, receive it through a purchase order:

  1. Go to Inventory > Purchase Orders and create a PO for the vendor.
  2. Add line items for the products and quantities ordered.
  3. Submit and approve the PO.
  4. When items arrive, click Receive on the PO, enter the quantities received (and serial numbers for serialized products), and select the destination location.

Stock levels update immediately. All movements are recorded in the inventory transaction log.

To add stock without a PO, use a Stock Adjustment:

  1. Open the product.
  2. Click Adjust Stock.
  3. Enter the quantity change (positive to add, negative to remove) and a reason.

Attaching Products to Tickets

  1. Open the ticket.
  2. Click the Line Items tab.
  3. Click Add Item.
  4. Search for or select the product.
  5. Set the quantity.
  6. Click Save.

If the product has inventory tracking on, the stock at the relevant location decrements. The product and its price are added to the ticket and will appear on the invoice for that client.

Automatic Reorder

Every night, PSA checks all tracked products. Any product whose on-hand quantity is at or below its reorder point — and that has auto-reorder enabled with a preferred vendor — gets a draft purchase order created automatically. Review these drafts under Inventory > Purchase Orders and submit them when ready.

Frequently Asked Questions

What is the difference between tracked and untracked products?

Tracked products have quantity-on-hand counts that go up and down as you receive and sell them. Untracked products are in your catalog but PSA does not count their inventory.

Can a product exist in multiple locations at once?

Yes. PSA tracks stock per product per location. A network switch might have 5 units in the warehouse and 2 in a tech's van.

What happens if I add a product to a ticket but there is no stock?

PSA will allow the line item to be added regardless of current stock level. Negative stock is possible if stock tracking is not enforced at the UI level — use purchase orders to replenish and keep levels accurate.

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