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Cartegraph Campus

Material Resource Management

When to Use Stock and When to Use Non-Stock

In Cartegraph, there are two ways to track your materials: as a stock item or as a non-stock item. Use these guidelines to help you determine which item type you should use for your material management.

Stock Item

Stock items are the materials you keep on hand. If you use a stock item, Cartegraph will keep track of how many you have left. For example, if you purchase 10 sign posts and use 4 of them, Cartegraph will know that you still have 6 in stock. It’s important to remember that you must have stock on hand in order to use a stocked material on a task.  If there are none on hand, you will need to stock some in before you can use them.

Reasons to use as a stock item:

  • If you need to know what quantity is on hand at all times
  • If you know the price of the material fluctuates frequently and want to ensure materials get used at purchase price

Reasons to avoid using as a stock item:

  • If the material comes in large quantities that are difficult to measure
  • If you use a consistent price on this material regardless of what price you purchase it for

Common stock item materials:

  • Sign Posts – Easy to track quantity and vendor prices change often
  • Oil Filters – Always need some on hand for the Fleet department and need notifications when stock is low
  • Copper Pipe – Need to know your on-hand amount for loss prevention purposes

Non-Stock Item

Non-stock items are materials that you don’t keep on hand. They’re useful for applying a cost to a task, but Cartegraph will not be able to tell you how much or how many you have left. In general, non-stock items are materials that you don’t use on a daily basis.

Reasons to use as a non-stock item:

  • If the material comes in quantities that are approximated or difficult to measure accurately
  • If you’re using less expensive materials that generally come in large quantities

Reasons to avoid using as a non-stock item:

  • If you need to know exactly how much you have on hand
  • If you need to accurately price items on tasks at the price they were purchased

Common non-stock item materials:

  • Rock/Salt/Sand – Used in large quantities and difficult to measure accurately
  • Screws/Bolts/Nails – Come in large quantities and are relatively inexpensive
  • Engine Oil – Used in different quantities and not always purchased in the same container amounts

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