Inventory Issues are the records that track materials being used or removed from stock on your jobs, maintenance work, and projects. Every time inventory items are consumed, an Inventory Issue is created to capture what was used, how much, and where it came from. Quantities in your warehouses and trucks only decrease after an issue is reviewed and posted — not when it's first created.
What is an Inventory Issue?
An Inventory Issue is a record that represents stock being used or consumed on a Job, Maintenance, or Project. Think of it as the receipt for materials that left your warehouse or truck.
Issues always represent a decrease in inventory. They are never used to add stock back. To increase quantities, use your receiving or adjustment workflows instead.
Every issue has a status:
Draft — The issue has been created but not yet finalized. Warehouse and truck quantities are not affected yet. You can still review and edit it.
Posted — The issue has been reviewed and confirmed. Quantities are now decreased, and if you have an accounting integration, the issue is eligible to sync to your accounting system.
Voided — The issue has been reversed and is no longer active. Note: Voiding an auto-generated issue may trigger the creation of a new Draft issue. To fully remove it, you must delete the associated inventory lines from the job report.
⚠️ Important: Creating or saving an issue does not reduce your inventory. Only posting the issue decreases quantities and costs.
How Inventory Issues are created
Issues can be created in two ways: automatically by the system, or manually by your team.
Automatically generated issues
When a technician logs inventory items on a job visit (via mobile or web), or when inventory items are added to a job report or invoice, BuildOps automatically creates a Draft Inventory Issue in the background. This issue is linked back to the originating document — the visit, job report, or invoice — so you can always trace where it came from.
Auto-generated issues are read-only. If the item or quantity is wrong, go back to the originating visit or job report, correct it there, and the issue will update accordingly.
Manually created issues
You can also create an issue manually — for example, if a technician forgot to log an item on their visit, or if you need to record a physical count adjustment or write off damaged goods.
To create a manual issue:
Go to Operations → Issues.
Click Create Issue in the top-right corner.
Fill in the General Information: select the Job, Maintenance, or Project; set the Issue Date; confirm the Department; and add a Reason.
Click Next Step.
Search for and add each inventory item used. For each line, select the correct Warehouse or Truck and enter the Issue Quantity.
Click Next Step to review the summary.
If everything looks correct, click Create Issue. The issue will be saved in Draft status, ready for review and posting.
How to find and review Inventory Issues
All issues — both auto-generated and manual — are in one place:
From the top navigation, hover over Operations.
Click Issues.
The Issues page shows all issues with columns for Issue Number, Status, Approval Status, Originating Document, Reason, Department, Job/Project, and Issue Date.
Use the Filters button to narrow by Status, Department, Date, or other fields. Filtering by Status = Draft shows everything waiting to be posted. You can save your filtered setup using the Views dropdown so your team can get to the right issues quickly each day.
How to post an Inventory Issue
Posting finalizes the issue and officially decreases your inventory quantities. Only post after confirming the items, quantities, and job information are correct.
Go to Operations → Issues.
Filter by Status = Draft and click the Issue Number you want to review.
On the Issue detail page, check:
The Job or Project the issue is tied to.
Each item, warehouse/truck, and quantity on the issue.
The Originating Document link (yellow banner) — click this if you need to go back to the visit or job report to fix something.
Optionally, update the Internal Review Status (e.g., Approved) to track your team's review process. This does not affect posting.
When everything looks correct, click POST in the top-right corner.
Once posted, the issue is finalized and can no longer be edited.
💡 Note: Issues are reviewed and posted one at a time. There is no bulk post option — this is intentional to prevent mistakes on high-value items and job assignments.
What happens to inventory quantities
Creating or saving a Draft issue → No change to quantities.
Posting the issue → Quantity On Hand and Quantity Available decrease for the selected items in the selected warehouse or truck.
Voiding a posted issue → The decrease is reversed.
Only items set up as Inventory items in BuildOps affect stock quantities. Non-Inventory items (like fees or non-stocked materials) do not update warehouse counts, even if they appear on a job report.
Frequently asked questions
Q: My warehouse quantity didn't change after a technician used items on a job. Why? The issue is likely still in Draft status. Quantities only change when posted. Go to Operations → Issues, find the Draft issue linked to that job, review it, and click POST.
Q: Can I use the Issues page to add stock back to a warehouse? No. Inventory Issues only decrease quantities. To add stock, use your purchase order receiving workflow or create an inventory adjustment.
Q: I need to correct a mistake on an auto-generated issue. How do I do that? Auto-generated issues are read-only. Open the issue and click the yellow banner or Originating Document link to go back to the visit or job report. Make your correction there and the issue will update automatically.
Q: What happens if I post an issue and then realize it's wrong? Posted issues cannot be edited or deleted. Create an offsetting issue or adjustment to correct the quantities and costs. If your account is integrated with an accounting system and the issue has already synced, coordinate with your accounting team before making corrections.
Q: Can I post multiple issues at once? Not currently. Each issue must be reviewed and posted individually to ensure quantities and job assignments are confirmed before stock is decreased.
Q: Do technicians manage Inventory Issues from the mobile app? No. Technicians log item usage through job visits on mobile, which triggers Draft issues automatically. Reviewing and posting those issues is handled by back-office teams on the web.