Out-of-stock parts and closed jobs
Choose whether staff can use parts you have no stock of, and whether parts on a closed job can still be changed.
negative stock, out of stock, not enough stock, allow parts beyond stock, stock below zero, lock parts, closed job, can't add part, job closed, reopen job, part changes, stock errorTwo settings decide how strict BytePhase is with your stock. They apply to your whole BytePhase account, so every business follows the same rule.
Where to find them
Section titled “Where to find them”- Quickest, on any plan: go to Inventory and click the gear (Settings) at the top of the list. The Inventory settings panel shows both switches at the top. Change them and click Save.
- On the Basic plan and above: Settings › App & account › General settings (under How the app behaves).
Only people allowed to change settings (Business Settings — Change settings) can turn them on or off.
The settings
Section titled “The settings”| On screen | Starts | What it does |
|---|---|---|
| Allow parts beyond available stock | Off | When off, you can’t add more of a part to a job or a sale than you have in stock. You see “You don’t have enough stock of …”. When on, the part is added anyway and the stock count goes below zero. |
| Don’t allow part changes on closed jobs | Off | When on, nobody can add, change or remove parts on a job whose status is in the Closed stage. Reopen the job first. When off, parts can be changed at any time. |
These only check parts with Track stock turned on. Parts you don’t track are never blocked.
Allow parts beyond available stock
Section titled “Allow parts beyond available stock”Turn this on only if you often fit a part before you’ve recorded the purchase. Your stock count can then show a minus number until the purchase is in. Record purchases soon, or the count stops matching your shelf.
With it on, you can also change the job’s status by itself when someone adds a part you don’t have. Set Job status when out-of-stock part added under Settings › Jobs & repairs › Job, quotation & payment automations, in Change job status automatically with workflow rules. For example, move the job to a “Waiting for part” status. This page is on the Basic plan and above.
Don’t allow part changes on closed jobs
Section titled “Don’t allow part changes on closed jobs”Turn this on to protect your stock and bills after a job is finished. Once a job reaches a Closed status, for example Completed and Delivered:
- The parts on the job can’t be added, changed or removed.
- Someone who tries sees “This job is closed, so new parts can’t be added. Reopen the job first if you need to add a part.”
To change a part, set the job back to an open status first. See Job statuses and stages.
Good to know
Section titled “Good to know”- Services aren’t locked. The closed-job setting only covers parts.
- Sales follow the stock rule too. With Allow parts beyond available stock off, a sale can’t sell more than you have.
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Last checked 9 Oct 2026