Audience: Administrators setting up inventory for the first time, or checking that their stocks are structured the right way. You need the Stocks module in your plan and the Create stock / Edit stock permissions (or admin status).

How this guide works

Every Fixably customer needs the same two stocks at each location. After that, what you add depends on how your business is organised. This guide is in three parts:

1. Set up the basics – the steps everyone does. A single-location business is finished after this part.
2. Choose your scenario – four typical setups. Read only the one that matches you.
3. Reference – the stock form explained, checks, and troubleshooting.

Depot features that add their own stock types are covered separately: Setting up part harvesting and Setting up Core return.

Part 1 – Set up the basics (everyone)

1. What a stock is

A stock is a named pool of inventory that belongs to one location. Products are counted per stock, purchase orders are received into a stock, and a technician picks a part from a stock when adding it to an order. A location can have as many stocks as you like, but every location needs one default stock.

Each stock has a stock type that decides how Fixably treats what is inside it. The three types every customer meets:

• Regular stock – normal, usable inventory. Your default stock is always this type.
• Stock for DOA parts – a quarantine bin for parts that arrived faulty. Hidden from picking and receiving.
• Consignment – parts held at your site but owned by an OEM, typically Apple consignment inventory.

Other types (Buyback, In Home Technician, Harvest, Core return) appear only when the related feature is enabled for your account.

2. Create the default stock for each location

Do this once per location. If your account was set up by Fixably you may already have it; check Stocks → Stock management for a stock marked Default at each location before creating another.

1. Go to Stocks → Stock management and select New Stock.
2. Enter a Name. Include the location, for example Austin – Main.
3. Select the Location.
4. If you order parts through an OEM account, select the Sold-to so parts fetched for that account land here.
5. Tick Default stock.
6. Leave Stock type on Regular stock.
7. Select Save.

3. Add a DOA stock to each location

When a part arrives faulty, the technician marks the order line as DOA. Without a DOA stock the part stays in your main stock, and nothing stops someone adding it to the next order. A DOA stock fixes that: Fixably moves the part into it automatically, and the DOA stock is deliberately hidden everywhere parts are picked or received:

• It is not offered when bringing parts to an order.
• It is not offered as a receiving stock on purchase orders or incoming goods.
• Its items are never auto-assigned to a repair line.

1. Go to Stocks → Stock management and select New Stock.
2. Enter a Name, for example Austin – DOA.
3. Select the same Location as the default stock.
4. Set Stock type to Stock for DOA parts.
5. Do not tick Default stock.
6. Select Save.

Keep it to one DOA stock per location. With exactly one, every other stock at that location forwards its DOA parts there without any further setup. If you create a second DOA stock at the same location, each source stock must then name its DOA destination stock, and Fixably refuses to save a stock that has not chosen.

Parts reach the DOA stock when an order line is marked as DOA, when a stock outtake is submitted with Mark as DOA ticked, or when a unit is marked DOA from the Products page. For Apple parts the DOA is also reported to GSX when the DOA option is enabled in your GSX settings.

4. Day-one stock settings

Under System Settings → Stocks, these apply to every stock and are worth deciding now:

• Require stock – a stock must be chosen before a product can be added to an order. Recommended, so nothing is consumed from "nowhere".
• Always default to location's stock – preselects the location's default stock when bringing parts to an order.
• Require serial – forces a serial or IMEI for serialized products.
• Allow adding only existing stock products – blocks adding products that are not in any stock. GSX and GSPN parts are exempt.

✔ If you have one location and buy all your own parts, you are finished. Scenario A below shows what your setup looks like. Everyone else, pick a scenario.

Part 2 – Choose your scenario

Scenario A – One location, own parts

You buy parts from Apple, Samsung or other vendors and hold them yourself. Part 1 gave you everything you need.

Next: receive your first parts with How do I receive parts into Stock? or a stock import.

Scenario B – One location with OEM consignment

Apple supplies some AASPs with consignment inventory: parts that sit in your workshop but remain Apple's property until used. Keep them in their own stock so ownership, value and GSX reporting stay correct. A Consignment stock behaves differently from a Regular one:

• Its total value shows as 0 in stock exports, because you do not own the parts.
• When a GSX repair uses a consignment part, Fixably prefers a consignment stock when assigning the line's stock.
• By default no purchase order line is created for consignment parts, because Apple replenishes consignment inventory through its own process. If your region auto-replenishes, turn on Automatic purchase order creation for consignment parts under System Settings → Integrations → GSX so the incoming replacement is tracked.
• A faulty consignment part is reported to GSX as SDOA (stock DOA) instead of DOA.

1. Go to Stocks → Stock management and select New Stock.
2. Enter a Name, for example Austin – Apple consignment.
3. Select the Location.
4. Select the Sold-to of the GSX account that owns the consignment inventory.
5. Set Stock type to Consignment.
6. Leave Transfer DOA items on, so faulty consignment parts move to your DOA stock.
7. Select Save.

Load the consignment inventory with a stock import (Stock management → gear menu → Import) or through Incoming goods. When a technician adds a consignment part to a GSX repair they select this stock and set Consignment Stock to Yes in the Bring to order dialog; see How can I use Consignment parts?.

Scenario C – Several locations, each holding its own parts

Each store or service point orders and holds its own parts. Stocks never share inventory across locations, so every location gets its own set.

1. Repeat Part 1 for every location: a default Regular stock and a DOA stock each. Use the location name in every stock name so pickers stay readable.
2. If a location holds Apple consignment, add a Consignment stock there exactly as in Scenario B.
3. Decide whether staff should see other locations' stock. If not, open System Settings → Security → Roles & Permissions, edit the store roles and tick Locked to default location and store. Then check each user's Default service location under Users. Locked staff see only their own location's orders and stocks.
4. Move parts between locations with stock transfers, which can create a transfer shipment and keep the part "in transit" until it is received.

Scenario D – Several locations served from a central warehouse

You keep the bulk of your parts in one warehouse or hub, and store staff need to pick from it when a part is not on hand locally, even though they are locked to their own location. Set up your locations as in Scenario C first, then follow Setting up a central warehouse stock, which covers the Central Warehouse flag, the role permission that lets locked staff see it, and how parts get from the warehouse to the store.

Part 3 – Reference

The stock form explained

Verify it worked

• Stocks → Stock management shows exactly one default stock and one DOA stock per location, with the right types.
• On a repair order, Bring to order offers the Regular (and Consignment) stock but not the DOA stock.
• Mark a test line as DOA. Stocks → Stock logs shows a transfer from the source stock into the DOA stock, and the part no longer appears as available.
• Scenario B: on a GSX repair the Consignment stock is offered and the Consignment Stock field can be set to Yes.
• Scenario C: a locked store user sees only their own location's stocks.

Troubleshooting

• "No DOA stock available for this location" – the location has no Stock for DOA parts, or it is disabled. Create or re-enable one at that location.
• "Select a DOA destination stock for this stock." – the location has two or more DOA stocks. Either delete the extra one (recommended) or set DOA destination stock on each source stock.
• "DOA stock has incorrect type or location" – the chosen destination must be a DOA-type stock at the same location as the source.
• Marking a line DOA does nothing to stock – Transfer DOA items is off on the source stock, or the location has several DOA stocks and no destination was chosen. The line is still marked DOA; only the stock movement is skipped.
• A stock is missing from the Bring to order list – check its Location, any Customers or Device brand restriction, and that its type is not DOA or Core return, which are hidden on purpose.
• The Consignment part was added but a purchase order was created for it – Automatic purchase order creation for consignment parts is on in the GSX settings. Turn it off if Apple does not replenish your consignment inventory automatically.
• A stock type you expect is not in the list – Buyback, In Home Technician, Harvest and Core return are only offered when the related feature is enabled for your account.

Related articles

• Stocks Overview: What are Stocks?
• Setting up your Products and Services
• Setting up a central warehouse stock
• How can I use Consignment parts?
• How do I receive parts into Stock?
• How do I transfer Stock?
• Roles & Permissions Definitions
• Setting up part harvesting
• Setting up Core return