1. Getting Started
The PAFS Warehouse Management System is a web app for managing materials, stock levels, and suppliers. Access it from any device at:
App URL
internal.proactfiresafe.co.ukDesktop
Full features, all columns visible
Mobile
Streamlined for engineer use
Tablet
Full desktop experience
2. Install on Your Phone
Install the app to your home screen so it opens like a native app — no browser bar, instant loading.
Android (Chrome)
Open internal.proactfiresafe.co.uk in Chrome
You should see an "Install App" banner at the bottom — tap Install
If no banner appears, tap the ⋮ menu (top right) → "Add to Home screen"
The app icon will appear on your home screen — tap to open full-screen
iPhone (Safari)
Open internal.proactfiresafe.co.uk in Safari (must be Safari, not Chrome)
Tap the Share button (box with arrow, bottom of screen)
Scroll down and tap "Add to Home Screen"
Tap Add — the PAFS icon will appear on your home screen
Important: You must use Safari on iPhone. Chrome/Firefox on iPhone won't show the "Add to Home Screen" option.
3. Warehouse Hub (Home Page)
When you open the app, you see three main sections:
Stock List
Browse and manage the materials catalog — descriptions, prices, suppliers
Stock Management
Track stock levels, quantities, box locations, stock in/out
Suppliers
Manage supplier contact details and account info
The header bar at the top always shows: the warehouse icon (click to return home) and the Settings gear (access categories and engineer management).
4. Materials Catalog (Stock List)
The Stock List page is your master catalog of all materials. This is where you define what you stock — the product details, suppliers, and pricing.
Browsing & Searching
• Use the search bar to find materials by description, manufacturer code, or manufacturer name
• Filter by Category (e.g., Fire Detection, Fire Stopping) using the dropdown
• Filter by Supplier to see only materials from a specific supplier
• The table shows: Code, Description, Category, Manufacturer, Primary Supplier, Unit Price
Adding a New Material
Click the "+ Add Material" button (top right)
Fill in the orange section — basic info:
- Category — start typing to search (e.g., "Fire Detection")
- Sub Category — start typing to search (e.g., "Optical Detectors")
- Manufacturer and Manufacturer Code
- Product Description (required)
Fill in the green section — primary supplier:
- Supplier — start typing to search existing suppliers
- Supplier Code — the supplier's own product code
- Unit Price — the price per unit (£)
Optionally add alternative suppliers — click "Add Alternative" to add more suppliers with their own codes and prices
Set Unit of Measure, MOQ, and Box/Pack Qty if applicable
Click "Save Material"
Editing a Material
• Click the edit icon on any row in the materials table
• The form opens pre-filled with the current values — edit what you need
• Click "Save Material" to update
Deleting a Material
• Click the delete icon on any row, or open the edit form and click the red "Delete" button
• You'll be asked to confirm before deletion
Note: Deleting a material does not remove its stock items. Remove stock entries first if needed.
5. Stock Management
Stock Management tracks how much of each material you have, where it is, and in which box. Each row is a unique material + location combination.
Overview
The page shows:
Adding a Stock Item
Click "+ Add Stock Item"
Material — start typing to search. The material info panel will auto-fill showing category, manufacturer, code, and price
Location — select "Warehouse" or an engineer's van
Box Number — enter the box number (1-26) or "LOOSE". This field hides automatically for van locations
Set the Initial Quantity and optionally a Min Stock Level (triggers "Low Stock" warnings)
Click "Add to Stock"
Duplicate check: If the same material is already tracked at that location, you'll see a warning. Use Stock In/Out instead to adjust quantities.
Editing a Stock Item
• Click the edit icon on the row
• You can change the location, box number, quantity, min level, and unit
• Click "Save Changes"
Removing a Stock Item from Tracking
• Open the edit form for the stock item
• Click the red "Remove from Tracking" button at the bottom left
• Confirm the deletion
6. Stock In / Out (Quick Adjust)
This is the main day-to-day feature for engineers and warehouse staff. Use it to record stock going in (deliveries, returns) or out (used on a job, given to engineer).
Two ways to open Stock In/Out:
① From the table row — Click the icon (mobile) or the edit icon (desktop) on any stock item
② From the "Stock In / Out" button — Click the blue button at the top of the page, then search and pick the item from the list
How to Record a Stock Change
The modal shows the material name, location, and current stock level
Choose the direction:
Enter the quantity being added or removed
Check the New Quantity preview — it shows what the stock level will be after the change
Enter a Reason / Notes (required) — e.g., "Used on job 1234", "Delivery from ADI", "Returned from van"
Click "Confirm Adjustment"
Movement History
Every stock adjustment is recorded in the movement history. Click the history icon on any stock row to see all past stock changes — date, type (In/Out), quantity, old → new qty, and notes.
7. Suppliers
Manage all supplier contact details. Suppliers added here become available in the material form's supplier dropdown.
Adding a Supplier
Click "+ Add Supplier"
Fill in the details:
- Company Name (required)
- Contact Name, Email, Phone
- Address, Website
- Account Number — your account reference with this supplier
- Notes — any additional info
Click "Save Supplier"
Editing / Deleting
• Click the edit or delete icon on any supplier row
• You cannot delete a supplier that is linked to materials. Remove the supplier from all materials first.
8. Settings
Access Settings via the gear icon in the header. Settings manages three things:
Material Categories
Add or remove categories (e.g., "Fire Detection", "Fire Stopping") that appear in the category dropdowns throughout the app.
Material Sub Categories
Add or remove sub categories (e.g., "Optical Detectors", "Fire Door Closers") for finer material classification.
Engineers
Add or remove engineer names. Engineers appear as van locations in Stock Management (e.g., "Dave's Van"). An engineer cannot be deleted if stock items exist in their van.
9. Engineer Mobile Guide
On mobile, the Stock Management page is streamlined for quick engineer use. Here's what you'll see:
What's on Your Screen
Search bar — search by material name or code
Sub Category filter — quickly narrow down to a type of material
Compact table — shows Material, Code, Box, Qty, and a +/- action button
"Stock In / Out" button at the top
Summary cards, extra filters, and detailed columns are hidden on mobile
Quick Stock Update Workflow
Find the item
Type in the search bar or scroll the table. Use Sub Category filter if needed.
Tap the icon
This opens the Stock In/Out popup directly for that item.
Tap Stock In or Stock Out
Green = incoming stock. Red = outgoing stock.
Enter quantity + reason
How many? Why? (e.g., "Used on job", "Delivery from ADI")
Confirm
Done! The stock level updates instantly.
Tip: Install the app to your home screen (see Section 2) so you can open it instantly without finding the URL each time.
10. Tips & Troubleshooting
Data updates in real-time
If someone else makes a change, your screen updates automatically — no need to refresh.
Filters stay active
Your search and filter selections are preserved when you edit or save — you won't lose your place.
Same material, multiple locations
A material can exist in the Warehouse (Box 5) AND in an engineer's van as separate stock entries, each with their own quantity.
Can't find a material?
Make sure you're searching in the right page. Stock List = the catalog of products. Stock Management = actual quantities on hand.
Page not loading?
Try a hard refresh — on desktop: Ctrl+Shift+R (Windows) or Cmd+Shift+R (Mac). On mobile: close and reopen the app.
Need a new category or sub-category?
Go to Settings (gear icon) and add it. It'll instantly be available in all dropdowns.