How to Use Workshop Goods Issues, Quotations and Service Invoices

When you fix something in your own workshop, three things usually happen: you pull parts off the shelf, you tell the customer what the job will cost, and you bill them for it. The Workshop section of the Store module handles all three — Goods Issues move parts out of stock, Service Quotations price the work, and Service Invoices bill it. Best of all, they hand off to each other, so an issue can become a quote, and a quote can become an invoice, without re-typing the line items.

Before You Start

The Workshop tools live inside the Store module. You need the Store permissions to use them:

• stores.read — view Goods Issues, Quotations and Invoices.
• stores.write — create, edit, post, cancel and convert them. Without it, the New buttons and all action buttons stay hidden.

You reach the tools from the Store module’s left navigation, under Workshop: Goods Issues, Service Quotations, and Service Invoices.

If your organisation runs multiple branches, you may be asked to pick a branch before creating a new document. Pick the branch whose stock and staff the work belongs to.

Part 1 — Goods Issues

A Goods Issue records parts and consumables leaving your store for a job — a repair, a customer, or an internal cost center. Posting the issue deducts the stock and captures its cost.

Create a Goods Issue

Step 1 — Open the form

Go to Workshop → Goods Issues and click + New Issue.

Step 2 — Fill in the issue details

Step 3 — Link the issue (optional but recommended)

Under Link To, connect the issue to what it is for:

• Order — search by order number. Picking an order auto-fills the customer.
• Customer — search your customer list, or leave a free-text name to record an internal cost center.
• Maintenance Job — search open job cards (scheduled or in-progress jobs) to tie the parts to a specific repair.

Linking makes the issue traceable from the order and the maintenance job later.

Step 4 — Add the items

In the Items table, search for each store item (or click the scan icon to look it up by QR/barcode), then set:

• Qty — how many you are issuing. A live stock indicator shows how many are available at the selected location.
• Price and Billing — how the line is valued (see below).
• Tax — leave as None, or pick VAT 5%, VAT 0%, or Exempt.

Use + Add Line for more items and the trash icon to remove one.

Watch the stock indicator. If a line’s quantity is more than what’s available, it turns red (“Only X in stock”) and the issue won’t save until you fix it.

Step 5 — Choose how each line is priced

The Billing dropdown controls which price the line uses:

Typing over a price switches the line to Custom automatically. The Total column and the running Subtotal / Tax / Total at the bottom update as you go.

Step 6 — Add notes and create

Optionally add a Narration (purpose of the issue) and internal Notes, then click Create Goods Issue. The issue is saved as a Draft.

Post or Cancel the Issue

Open a Draft issue from the list. While it is a Draft you can:

• Edit — change any detail or line.
• Post Issue — confirm the issue. This deducts stock and cannot be undone. The status becomes Posted.
• Cancel Issue — void the draft. The status becomes Cancelled.

A Goods Issue can only be edited while it is a Draft. Once posted, it is a permanent stock record — create a new issue (or a return in Store) to correct a mistake.

Turn an Issue Into a Quotation

On a Draft or Posted issue that isn’t already quoted, click Make Quotation. Rentablez opens a new Service Quotation pre-filled with the issue’s location, customer, maintenance job and line items — so you can price the job without re-keying it. The two documents stay linked and reference each other.

Part 2 — Service Quotations

A Service Quotation is a priced estimate you send the customer before doing the work. Unlike a Goods Issue, a quotation can list both stocked items (parts) and services (free-text lines such as labour or a call-out fee).

Create a Quotation

Step 1 — Open the form

Go to Workshop → Service Quotations and click + New Quotation. (You can also reach a pre-filled form via Make Quotation on a Goods Issue — see above.)

Step 2 — Fill in the header

Step 3 — Add items and services

• Items — search stocked store items, then set Qty, Unit Price, Disc % (line discount), Tax and Remarks. Use the scan icon to look an item up by code.
• Services — click Add Service for a free-text line (for example “Labour — 2 hrs”), then set its Qty, Unit Price, Disc %, Tax and Remarks.

The summary shows Subtotal, any Discount, Tax and the Total.

Step 4 — Save

Click to create the quotation. It is saved as a Draft.

Move the Quotation Through Its Lifecycle

Open a quotation to see the actions available at its current stage. View Quote opens a print preview you can also email to the customer.

Convert to Invoice copies the quotation’s lines into a new Service Invoice and jumps you straight to it. The quotation and invoice stay linked so you can trace one from the other.

Part 3 — Service Invoices

A Service Invoice is the bill for the work. You can create one from scratch or generate it from an accepted quotation.

Create an Invoice

Step 1 — Open the form

Go to Workshop → Service Invoices and click + New Invoice. (Or use Convert to Invoice on a quotation to get a pre-filled invoice.)

Step 2 — Fill in the header

Step 3 — Add items and services

Just like a quotation, an invoice takes both Items (stocked parts) and Services (free-text lines), each with Qty, Unit Price, Disc %, Tax and Remarks. The summary totals the Subtotal, Discount, Tax and Total.

Step 4 — Save, then post

Click to create the invoice as a Draft. Open it and click Post Invoice to finalise it — this cannot be undone. Use View Invoice to open a print preview and email it to the customer.

The End-to-End Flow

A typical workshop job flows through all three tools:

1. Goods Issue — pull the parts off the shelf and post it to deduct stock.
2. Make Quotation — turn the issue into a priced estimate, add labour as a service line, and send it to the customer.
3. Convert to Invoice — once the customer accepts, generate the bill and post it.

You don’t have to use all three — issue parts without quoting, or invoice directly without a quotation — but linking them keeps every job fully traceable.

Related Articles

• What Is the Store Module?
• How to Manage Store Items and Stock
• How to Purchase Stock: Requisitions, POs, GRNs and Returns
• Stock Movements (Transactions)
• Maintenance Overview
• Orders Overview