ZZs5ZZ5Screenshot Index and Capture Guide
Every figure in this guide, where it came from, and what to re-capture if the screens
change in a future release.
All screenshots were taken from a live WHIMS system. If a screen is redesigned, use the table below
to reproduce the figure: open the screen listed, put it in the state described, and highlight the
elements named.
| Fig. | Screen | Address | State to capture / what to highlight |
|---|
| 1 | Sign-in | /admin/login | Empty form. |
| 2 | Dashboard | /admin | Left menu open, Inventory group expanded. |
| 3 | Stock Levels | /admin/stocks | Default view. Mark: Export Stock, Stock Actions, funnel, search box, group heading, Condition column. |
| 4 | Stock Actions menu | /admin/stocks | Dropdown open, all four options visible. |
| 5 | Filter panel | /admin/stocks | Filters expanded via the funnel icon. |
| 6 | Stock Take, empty | /admin/stocks | Form just opened, nothing filled in. |
| 7 | Location dropdown | /admin/stocks | Location list open, showing "(Current Qty: n)". |
| 8 | Stock Take, completed | /admin/stocks | All fields filled. Number the six fields and the Submit button. |
| 9 | Validation messages | /admin/stocks | Submit an empty form. Circle the red messages. |
| 10 | Bulk Stock Take | /admin/stocks | Upload form with the template link visible. |
| 11 | Products list | /admin/products | Default view. |
| 12 | Product stock tab | /admin/products/{id} | Stock Locations & Quantities tab. Mark the tab bar and an Adjust button. |
| 13 | Adjust — Add | /admin/products/{id} | Adjust window, Add to Stock selected, all fields filled. |
| 14 | Adjust — Deduct | /admin/products/{id} | Same window, Deduct from Stock selected. |
| 15 | Insufficient Stock | /admin/products/{id} | Submit a deduction larger than the quantity held. Box the red message. |
| 16 | Location page buttons | /admin/locations/{id} | Box Export Stock (green) and Empty Location (red). |
| 17 | Empty Location, step 1 | /admin/locations/{id} | Wizard open on the Disclaimer step. Circle the confirmation tick box. |
| 18 | Empty Location, step 2 | /admin/locations/{id} | Reason step, empty. |
| 19 | Stock Change, empty | /admin/stocks | Form just opened. |
| 20 | Stock Change, completed | /admin/stocks | All fields filled, location showing "(Qty: n, Available: n)". |
| 21 | Bulk Stock Change | /admin/stocks | Upload form. |
| 22 | Stock History | /admin/stock-histories | Default view. Box the Action and Change columns. |
| 23 | Product stock history | /admin/products/{id} | Stock History tab. |
Important — capturing screenshots safely
Figures 8, 13, 14, 19 and 20 show completed forms that were never submitted. When
re-capturing, fill the form, take the picture, then close the window with Cancel
or ✕. Do not click Submit on a live system purely to take a screenshot.
ZZs6ZZ6Field Descriptions
Every box you can type in or choose from, what it does, and what WHIMS will accept.
In the tables below, Yes means the form will not save without it.
A red asterisk beside a field name on screen means the same thing.
ZZs6_1ZZ6.1Stock Take form (Stock Levels → Stock Actions → Stock Take)
| Field | Description | Required | Example | Rules |
|---|
| Product | The part you are adding stock for. Type to search the catalogue. | Yes | 06-335-1903L | Must be chosen from the list. Searches Product ID, supplier part number, Partslink and description. |
| Warehouse | The site holding the stock. Pre-filled with the first warehouse. | Yes | Go-Parts GA | Changing it clears the Location. |
| Location | The shelf or bin. The list shows what is on each shelf already. | Yes | 4.2 F (Current Qty: 2) | Only appears once a warehouse is chosen. Only shelves in that warehouse are offered. "(No stock)" means a new record is created. |
| Quantity to Add | How many units to add to the shelf — not the new total. | Yes | 25 | Whole number, minimum 1. Default 1. Appears once product and location are set. |
| Unit Price | What this batch cost per unit. Used to recalculate the shelf's weighted average price. | No | 48.50 | Number, 0 or more, two decimal places. Leave empty to keep the current average price. |
| Notes | Why you are adding stock. Written to the permanent history. | No | Received from supplier — delivery note DN-4471 | Free text. Pre-filled with "Stock take" — always replace it with something meaningful. |
ZZs6_2ZZ6.2Adjust window (product page → Stock Locations & Quantities → Adjust)
| Field | Description | Required | Example | Rules |
|---|
| Adjustment Type | Whether the units are going on or off the shelf. | Yes | Add to Stock | One of two choices. Defaults to Add to Stock. |
| Quantity | How many units to add or remove. | Yes | 12 | Whole number, minimum 1. Always positive — the direction comes from Adjustment Type. A deduction that would take the shelf below zero is refused. |
| Reason / Comment | Why the shelf is changing. | Yes | Damaged during handling — written off | Free text, compulsory. Stored in the history against this movement. |
The window heading names the shelf (for example "Adjust Stock — 4.2 F") and the line
beneath shows the quantity held right now. Neither can be typed into — they are there to confirm you
picked the right row.
ZZs6_3ZZ6.3Stock Change form (Stock Levels → Stock Actions → Stock Change)
| Field | Description | Required | Example | Rules |
|---|
| Product | The part being corrected. | Yes | 06-335-1903L | Chosen from the list. |
| Warehouse | The site. | Yes | Go-Parts GA | Changing it clears the Location. |
| Location | The shelf. The list shows "(Qty: n, Available: n)". | Yes | 4.2 F (Qty: 2, Available: 2) | Only shelves in the chosen warehouse. "(No stock — will create new)" means a new record is created. |
| New Quantity | The figure the shelf should hold after saving — what you counted. | Yes | 18 | Whole number, 0 or more. Replaces the existing figure. Negatives are not accepted. |
| New Average Price | Replaces the average price for this shelf. | No | 48.50 | Number, 0 or more. Leave empty to keep the current price. |
| Is Selling? | Whether this stock may be sold. | No | On | Switch, on by default. Turn off to hold stock back from sale. |
| Notes | Why the figure changed. | No | Cycle count 27 Jul — corrected to counted figure | Free text. Strongly recommended even though it is not enforced. |
ZZs6_4ZZ6.4Empty Location wizard (Locations → open a location → Empty Location)
| Field | Description | Required | Rules |
|---|
| I Confirm I have downloaded the Stock CSV | Your acknowledgement that you have a record of the shelf before it is wiped. | Yes | Must be ticked. "You must confirm that you have downloaded the Stock CSV before proceeding." |
| Reason | Why the whole shelf is being cleared. Recorded against every product on it. | Yes | Free text. Written to both Stock History and the product's Activity History. |
ZZs6_5ZZ6.5Spreadsheet (CSV) columns for bulk work
Download the blank template from the upload window rather than building the file yourself — the
column headings must match exactly.
Bulk Stock Take — adds to what is there
| Column | Required | Example | Notes |
|---|
product_id | Yes | TEST-001 | Must match a Product ID already in WHIMS. |
warehouse_name | Yes | Main Warehouse | The warehouse name, spelled exactly as in WHIMS. |
location | Yes | A-01-01 | Must exist inside that warehouse. |
quantity_to_add | Yes | 10 | Whole number to add to the shelf. |
unit_price | No | 99.99 | Recalculates the weighted average price when supplied. |
notes | No | Stock replenishment | Falls back to the Default Notes box if left empty. |
Bulk Stock Change — replaces the figure
| Column | Required | Example | Notes |
|---|
product_id | Yes | TEST-001 | Must match a Product ID already in WHIMS. |
warehouse_name | Yes | Main Warehouse | Exact warehouse name. |
location | Yes | A-01-01 | Must exist inside that warehouse. |
new_quantity | Yes | 100 | The final figure for the shelf. Overwrites whatever was there. |
new_price | No | 99.99 | Replaces the average price when supplied. |
is_selling | No | true | true or false. |
notes | No | Stock adjustment | Reason for the change. |
ZZs6_6ZZ6.6Columns on the Stock Levels screen
| Column | What it shows |
|---|
| Product | The Product ID. Click it to open the product page. |
| Warehouse | The site holding this stock. |
| Location | The shelf or bin. |
| Quantity | Units physically on that shelf. |
| Reserved Quantity | Units already promised to orders. Not editable here. |
| Available Quantity | Quantity minus reserved — what can still be sold. |
| Average Price | Average cost per unit on this shelf. |
| Is Selling | Green tick if this stock may be sold, red cross if held back. |
| Condition | Intended to show New / Used / Refurbished / Damaged. Currently displays "Add Stock" on every row — see the warning in section 3.3. Use the Condition filter instead. |
| Created at / Updated at | Hidden by default. Switch them on with the columns icon beside the funnel. |
ZZs6_7ZZ6.7Columns on the Stock History screen
| Column | What it shows |
|---|
| Date/Time | When the movement was recorded. Set by the system. |
| Product | The part. Click to open it. |
| Warehouse / Location | Where the movement happened. |
| Action | The kind of movement — Manual Adjustment, Stock Received, Sold, Physical Count, Transfer In/Out and so on. |
| Qty Before | What the shelf held immediately before. |
| Change | The size and direction. Green + for in, red − for out. |
| Qty After | What the shelf held immediately after. |
| Unit Price | Price per unit applied to this movement. |
| Reference | The paperwork behind it — an order number, or "Manual adjustment" when a person typed it. |
| User | Who did it. Shows "System" for automatic movements. |
| Notes | The reason typed at the time. |
ZZs6_8ZZ6.8Fields the system fills in for you
Some things people expect to type are recorded automatically. You will not find a box for these,
and that is deliberate — it stops them being back-dated or mis-attributed.
| Field | How it is set |
|---|
| Transaction date and time | Stamped from the server clock the moment you click Submit. It cannot be changed or back-dated. |
| User | Taken from whoever is signed in. Another reason never to share a login. |
| Quantity before / after | Calculated by WHIMS from the shelf's figure at that instant. |
| Available Quantity | Always quantity minus reserved. Never typed. |
| Product average price | Recalculated across all shelves whenever any stock record changes. |
| Reference | Set to "Manual adjustment" for the Adjust window, or to the order that caused an automatic movement. |
Note — SKU
WHIMS does not use the word "SKU". The equivalent is Product ID. Parts also carry a
supplier part number and a Partslink number, and you can search on any of them.