PARTS COUNTER / 11 NOVEMBER 2026

Stock rules, limits & sources

Checked 11 November 2026. Parts Counter is for ordinary whole-count purchased parts in an independent equipment-repair workshop. The base unit is each. Opening balances and movements never silently mean packs. Fractional units and weight/length/volume conversion are not supported.

The balance behind the number

On hand = usable + unusable. Reserved = remaining open allocations in a specific bin. Available = usable − reserved. Available may become negative after an explicitly acknowledged count shortage; existing reservations remain. Incoming is entered confirmed stock, held separately until received. A receipt linked to incoming reduces its remainder in the same transaction.

Issue, transfer and allocation require sufficient usable unreserved stock. Fulfilment removes stock and the reservation together. All bin reservations must be covered before fulfilment. Return must link to an original issue/fulfilment and cannot exceed its unreturned quantity. Returned stock can be marked unusable. Transfers conserve stock and preserve both bins in one transaction.

Count and correction

A cycle count records observed usable and unusable each. The saved balance version must still match; movements after the snapshot block posting. A good count below reserved stock requires explicit acknowledgement and leaves the shortage visible. Physical picking should pause during counting. All corrections are new ledger entries with actor, server UTC timestamp, reference and reason. Earlier movements cannot be edited or deleted through this product.

Replenishment policy

For each SKU, position = usable − reserved + confirmed remaining incoming due on/before today (UTC date) + entered lead days. Overdue incoming is included and flagged: check its confirmation before buying. Later incoming is displayed but excluded from this horizon. If position ≤ entered minimum, propose max(0, target − position), rounded up to a whole supplier pack. This organisation-wide calculation assumes parts can be moved between your sites; review bin shortages and transfers separately. No demand rate is inferred. Lead time, minimum and target are operator assumptions, not a stockout prediction.

A supplier draft freezes the current figures after your review. Saving it does not send an order, change stock or create incoming. Exported quantities are each and packs are shown explicitly. Cost estimates use your entered GBP pence per each, excluding VAT. They do not determine a statutory inventory value, margin or accounting entry.

Limits and data

Free: 25 SKUs, 3 bins, 1 location, one administrator, 3 files / 5 MB total. Workshop: 2,000 SKUs, 50 bins, 5 locations, five total people, 100 files / 100 MB. Each file up to 5 MB. CSV preview: 500 KB, at most 2,000 new SKUs, exact template headers. A new SKU may have one row per bin with identical catalogue settings. Duplicate SKU/bin rows, existing SKUs, conflicting definitions, invalid units and counts block the complete import. Create suppliers and bins first. Previewed normalised rows and original-byte SHA-256 are retained; the original CSV bytes are not archived.

There is no automatic integration with ERP, POS, accounting or suppliers, lot/expiry or laboratory inventory, manufacturing execution, predictive demand model or supplier messaging. Keep separate records where those workflows require them.

Screen: latest 500 movements, latest 100 audit events. Exports contain the full histories. CSV cells starting with formula characters are apostrophe-prefixed for spreadsheet safety. PDF reports use a Latin/Windows-1252 font and may transliterate other scripts; CSV/JSON preserve UTF-8. JSON is an inspection copy; download file originals separately. Server restoration uses the consistent SQLite backup and original private secret.

Primary category references

This is a competitive category. inFlow’s quantity breakdown documents on-hand, reserved and incoming stock. Its reordering guide describes reorder points and order multiples. Sortly’s parts tracking page describes existing parts-stock software. These establish category context, not endorsement or a validated demand forecast for Parts Counter. The exact count, rounding and permission policies above are this app’s adopted rules.