Stock module
Warehouse & material tracking that ties materials to each work order
ELX records utility receipts, site issues, returns, scrap and inter-warehouse transfers as numbered stock documents linked to the work order and warehouse, then compares the material estimate with what was actually received and used.
What does ELX warehouse and material tracking cover?
The ELX stock module is the movement record for every work order’s materials, from receipt from the utility to issue, return or scrap, with each movement kept as a numbered stock document.
Receipts from the utility
Each receipt is booked against a work order identified by its number and work description code, and gets an automatic number from type prefix, year and sequence.
Receipt import from Excel
A ready template for material code, order number, work description number and quantity. Row errors show before saving, and each work order gets its own receipt document.
Issues and returns
Site issues are deducted from warehouse stock. Where a net quantity is on record for the order, material and warehouse, a return from site above net issues is rejected, and so is a return to the utility above net receipts.
Inter-warehouse transfers
Pick an order and a source warehouse to see its materials and quantities there, move up to that amount, and one document records the move out and into the destination.
Scrap receipts and dispatches
Two screens for damaged materials, by hand or from an Excel template, linking quantities to work orders with the responsible engineer and recipient on record.
Material estimate
An automatically numbered estimate per work order, with lines entered by hand or from Excel; the estimate report sets it against received and consumed quantities.
Material balance and requirements
The balance shows what to return or issue for each material on an order, and the requirements report lists what the utility owes and what the contractor owes.
Printable vouchers and reports
Print any document on your letterhead, check stock by material, warehouse and period, and trace each material’s movements with PDF and Excel export.
How does a warehouse team use ELX day to day?
One path, from setting up warehouses to reviewing an order’s materials when the achievement certificate is prepared.
- 1
Set up warehouses
The administrator defines each warehouse with its branch and a manager who receives its movement alerts, and switches off unused ones so they drop out of entry screens.
- 2
Receive materials
The storekeeper books receipts by hand or from Excel, and ELX sends the new document’s details in a Telegram message, and on WhatsApp when enabled.
- 3
Request materials from site
Where settings allow it, the execution team raises issue or return requests from the project screen, and the order cannot leave execution while a request is pending with the storekeeper.
- 4
Approve and print
The storekeeper approves pending requests, creates the issue, return, transfer or scrap document, and prints it with the company header and footer.
- 5
Review at the certificate
Check the material balance and the estimate report against actuals; the same materials balance also appears on the achievement certificate screen.
Why do warehouse and site balances drift apart?
When materials are tracked in spreadsheets kept apart from work orders, it is hard to say what an order received, what went to site and what must go back. In ELX each movement document is tied to its work order and warehouse, so an order’s balance is calculated straight from its recorded movements.
- Receipts, issues, returns, transfers and scrap are numbered documents linked to an order, a warehouse and a material.
- Where a net quantity is on record for the same order, material and warehouse, a return above it is rejected.
- Deletion is a soft delete that records who deleted the document and when.
- Where a material is linked to implementation items under the order’s contract, site issues add to those items’ quantities in the project and site returns reduce them.
What does an ELX stock document record?
These fields keep each movement traceable, from the document register to the printed voucher.
| Field | Why it matters |
|---|---|
| Work order number and work description code | Tie the movement to the right order; both are checked before a receipt is saved. |
| Document number and movement type | Automatic numbering per type makes any document easy to find; receipts are numbered by type prefix, year and sequence. |
| Warehouse, material and quantity | The basis of warehouse stock and of the order’s material balance. |
| Responsible engineer and recipient | Record who is responsible for the movement and who took the materials; both are messaged about new documents. |
| File number and additional number | Extra references printed on the voucher and used to filter the document register. |
| Notes and attachments | Notes on the document and on each line, plus attachments with reference names saved to the work order’s files. |
| Work order stage | Printed on the voucher, so the warehouse knows where the order stands. |
| Deleted by and when | Keeps a deleted document traceable, because deletion is a soft delete. |
Warehouse and materials: common questions
Is every material movement linked to a work order in ELX?
Yes, with one exception. Receipts, issues, both kinds of return, scrap, reserved quantities and stock transfers are all documents linked to a work order and a warehouse. The assembly-warehouse document is a separate type with its own numbering that needs no work order. Because movements carry the order, the estimate report and material balance show each material’s position in one place.
How does ELX stop a return larger than what was issued or received?
A return from site is checked against the net quantity issued, and a return to the utility against the net quantity received, for the same work order, material and warehouse, wherever such a quantity is on record. If the return goes over it, ELX refuses to save and shows a message, so the storekeeper corrects the quantity before it affects stock.
Can we import utility receipts and material estimates from Excel?
Yes. Receipts have a template you download from the screen: choose one warehouse for all lines, review errors by row number, and ELX creates one document per work order, with attachments uploaded once for all valid orders. Estimates, scrap receipts and scrap dispatches have their own templates, so nobody keys in materials line by line.
How do the estimate report, material balance and requirements report differ?
The estimate report sets each material’s estimated quantity against what one work order actually received and consumed. The material balance shows what to return or issue so the two match, and prints on your letterhead. The requirements report spans orders, listing materials issued beyond receipts (owed by the utility) and received beyond issues (owed by the contractor). Read our guide to the material estimate.
How do we bring historical warehouse movements into ELX?
Use the previous stock orders screen, which loads historical movements from Excel in one go. Choose the movement type (issue to site, return from site or return to the utility) and the document date, then import the file; ELX checks all the work orders at once and creates one document per order. Utility receipts use their own import template. Matrix also offers Excel data migration for work orders, materials and master data, plus user training; talk to us to plan it.
Is the ELX stock module an inventory accounting system?
No. ELX is a specialised operations system for utility work orders, not an accounting package or a full ERP, and it has no general ledger or purchasing module. The stock module tracks material quantities per work order and warehouse: what was received, what was issued and what must go back. For the trade-offs, read ERP or a specialised work order system?
Articles about Warehouse & materials
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Read articleERP for Contractors vs a Specialized Work Order System
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Want to see ELX on your own projects?
Request a demo from our team on WhatsApp and see how work orders, extracts and warehouses run in one system.