MarineStock v5

❓ MarineStock User Manual

v5.2.0

Getting Started

📱 Device Activation

🔓 Recovery PIN

Main Features

🏠 Dashboard

📦 Inventory Sections

➕ Add New Item

⚖️ Update Quantity

✏️ Edit & Delete

⧉ Duplicate Item

Logs & Reports

📋 Transaction Log

📊 ROB Report

📸 Snapshots

Data & Tools

📊 Excel Import

🎨 Paint Specs

💬 Support Chat

⚙️ Settings

Getting Started

📱 Device Activation

Before you can use MarineStock, your device must be activated by the Master Admin (Maynard). Each device needs a unique one-time access code.

Get your access code from the Admin

Contact Maynard (Master Admin) and ask for an access code. The code looks like: ARMA-8606-XXXXXX

Enter the code on the activation screen

When you first open MarineStock, you will see the activation screen. Type in your code exactly as given.

Enter your name and rank

Your name and rank will appear on all transactions you make, so the admin knows who made each change.

Save your Recovery PIN

After activation, you will be shown a 4-digit Recovery PIN. Write it down and keep it safe. You will need it if your browser data is ever cleared.

💡 Each code can only be used ONCE on ONE device. If you need to activate another device, ask the Admin for a new code.

Getting Started

🔓 Recovery PIN

If your browser data is cleared (history, cookies, cache), your activation will be lost. The Recovery PIN lets you restore access without needing a new code.

Tap "Recover with PIN" on the activation screen

If you see the activation screen but you already activated before, tap the Recover with PIN button at the bottom.

Enter your 4-digit Recovery PIN

Type the PIN you wrote down when you first activated. This PIN is unique to your device.

Access restored

Your device will be recognized again and you can continue using MarineStock normally.

⚠ If you have lost your Recovery PIN, contact the Admin. The Admin can view and reset your PIN from the admin panel.

Main Features

🏠 Dashboard

The Dashboard is your home screen. It gives you an instant overview of the entire inventory at a glance — without having to go into each section.

Stats Row (top)

Shows Total Items, Low Stock count, Small Oils Total (for Engine Room Logbook), and Month Transactions.

Sections Overview

Each section (Lube Oil, Chemicals, Paint etc.) shows its item count. Red sections have low stock items. Tap any section card to jump directly to it.

Low Stock Alerts

Items that have fallen below their minimum stock level are highlighted here in red so you can take action immediately.

Recent Transactions

The last 5 transactions across all sections — showing who did what and when.

💡 Tap any low stock alert to jump directly to that item.

Main Features

📦 Inventory Sections

Inventory is organized into sections: Lube Oil, Chemicals, Grease, Paint, Office Stationery, Galley & Laundry, PPE, and Medicine. Navigate between sections using the sidebar menu.

Open the sidebar

Tap the ☰ menu icon (top left) to open the navigation sidebar. All sections are listed with item counts.

Tap a section to view its items

Each section shows all items with their current quantity, location, supplier, and a color-coded stock level bar.

Search for an item

Use the search bar at the top of each section to quickly find items by name, location, part number, or supplier.

Reading item cards

Each card shows: Name → Location → Supplier → Quantity → Min Stock bar. Red cards = below minimum. Badges show SMALL OIL, MSDS, Part No.

💡 Items below minimum stock are automatically highlighted in red and shown at the top of the section.

Main Features

➕ Add New Item

Add a new item to any inventory section. You can add as much or as little detail as you want — only the Item Name is required.

Tap the blue + button (bottom right)

The floating + button opens the Add Item form from any section page.

Select the section

Choose which section this item belongs to: Lube Oil, Chemicals, Grease, Paint, Office, Galley, PPE, or Medicine.

Fill in the details

Item Name is the only required field. Optionally add: Part No, Supplier, Location, Quantity, Unit, Min Stock, Remarks, Expiry Date.

Upload MSDS/SDS (optional)

Tap the MSDS area to upload a PDF safety data sheet. Maximum file size: 5MB. Stored in Firebase Storage.

Upload a photo (optional)

Tap the Photo area to take a photo with your camera or choose from gallery. Photos are auto-compressed before uploading.

Tap Save Item

The item is saved to Firebase and appears immediately in the section. All crew devices see it instantly.

💡 Set a Minimum Stock Level so you get alerts when the quantity drops below that number.

Main Features

⚖️ Update Quantity

Record when items are received (added) or used (deducted). Every change creates a transaction record with the date, crew member, and remarks.

Tap the ⚙️ button on the item card

The update button (anchor icon) is on every item card. You can also tap + ADD or − USE buttons for quick updates.

Choose RECEIVED or USED

RECEIVED / ADD — for new stock coming in. USED / DEDUCT — for stock consumed during operations.

Set the date

Defaults to today. You can change it to a past date if you forgot to log a transaction earlier. The system will correctly recalculate all balances.

Enter quantity and remarks

Enter the amount and a short remark describing the reason (e.g. "ME Top Up", "Port replenishment", "Used for generator service").

💡 You can log past-dated transactions. The system automatically recalculates balances in the correct chronological order.

Main Features

✏️ Edit & Delete

Edit item details at any time. Delete requires a PIN for protection against accidental deletion.

Tap the ✏️ Edit button on the item card

Opens the same form as Add Item, pre-filled with the item's current details. Change any field and tap Save.

To delete — tap ⋮ More → 🗑️ Delete

The three-dot menu on each item card contains the Delete option. Deletion is permanent and cannot be undone.

Enter the 4-digit PIN

If a Delete PIN is set (in Settings), you must enter it to confirm deletion. This prevents accidental or unauthorized deletions.

⚠ Deleting an item also removes its MSDS document and photo from storage. Transaction history for that item remains in the log.

Main Features

⧉ Duplicate Item

Copy an existing item as a template for a new one. Useful when adding similar items (e.g. different grades of the same oil).

Tap ⋮ More → ⧉ Duplicate Item

Opens the Add Item form pre-filled with all details from the original item.

Edit the new item's details

The name starts with "Copy of..." — change it to the correct name. Quantity starts at 0. Change any other fields as needed.

Tap Save Item

The new item is created independently. MSDS and photos are NOT copied — they belong to the original item only.

💡 Use Duplicate when you have multiple items with the same supplier, location, and unit. Just change the name and save.

Logs & Reports

📋 Transaction Log

A complete record of every quantity change — who did it, when, how much, and why. Sorted newest first.

Access via sidebar — Transaction Log

The Transaction Log shows all adds and deductions across every section.

Filter by type or section

Use the filter buttons to show only RECEIVED, only USED, or only a specific section (Lube, Paint, etc.).

Switch between By Date / By Item

By Date shows all transactions newest first. By Item groups transactions per item, sorted chronologically — best for auditing a specific item's history.

View item history from the item card

Tap ⋮ More → 📋 View History on any item card to jump directly to that item's transaction history.

💡 The "After" balance shown in each transaction is automatically recalculated in correct date order, even if past-dated entries were added later.

Logs & Reports

📊 ROB Report

ROB (Remaining On Board) Report — a complete snapshot of current stock levels across all sections. Export to PDF for port authorities or superintendent, or Excel for further analysis.

Access via sidebar — ROB Report

Shows all items grouped by section with current quantities, units, locations, and minimum stock levels.

Export as PDF

Tap 📄 PDF to generate a formatted A4 report with vessel name, date, and your name. Ready to print or email.

Export as Excel

Tap 📊 Excel to export to .xlsx for editing or analysis in spreadsheet software.

💡 Set your Vessel Name and Prepared By in Settings → Vessel Information so they appear correctly on all exported reports.

Logs & Reports

📸 Monthly Snapshots

Snapshots save a point-in-time copy of your inventory. Take one at the end of each month to track consumption trends over time.

Take a snapshot — Settings → Snapshot

Tap the Snapshot button in Settings. Choose which sections to include. A labeled copy of current quantities is saved.

View history — sidebar → History

All snapshots are listed newest first. Each shows a table of items with quantities at that point in time.

Compare months

The change column shows ▲ or ▼ compared to the previous snapshot — instantly see what was consumed between months.

💡 Best practice: Take a snapshot on the last day of every month before midnight. Label it clearly (e.g. "March 2026").

Data & Tools

📊 Excel Import

Update multiple items at once by uploading an Excel file. New items are created automatically. Existing items are updated. Much faster than editing one by one.

Download the template first

Settings → Data → 📥 Template. This creates an .xlsx file with one sheet per section and the correct column headers.

Fill in the Excel file

Fill in Item Name, Quantity, Unit, and Location for each item. Leave rows blank to skip them. Do NOT rename the sheet tabs.

Import via Settings → Data → Excel Import

Select your filled Excel file. A preview shows which items will be updated (✅) and which will be created as new (➕).

Choose mode and enter remarks

Qty only — updates quantities. Qty + Location — also updates locations. Remarks are required and logged as a transaction note.

Tap Apply Updates

All changes are applied to Firebase at once. Each change creates a transaction record.

⚠ Item names must match exactly (not case sensitive). "Shell Rimula" and "shell rimula" are the same. But "Shell Rimula R6" and "Shell Rimula R6 10W-40" are different.

Data & Tools

🎨 Paint Specifications

Upload the vessel's AkzoNobel paint specification PDFs directly to the Paint section. Once uploaded, any crew member can view them instantly without needing the physical document.

Go to the Paint section

The Paint Specifications panel appears at the top of the Paint section — above the item list.

Upload Full OBM Specification

Tap the upload area under "Full OBM Specification" and select the PDF from your device. Maximum 10MB.

Upload Paint Summary Sheet

Same process for the Summary Sheet — the one-page quick reference matrix.

View and share

After uploading, a 👁 View button appears. Tapping it opens the PDF in the browser. All crew can view it instantly.

⚠ Deleting a paint spec requires the 4-digit PIN. This prevents accidental removal of important documents.

Data & Tools

💬 Support Chat

Direct messaging between crew and the Master Admin (Maynard). Use this for questions, requests, or reporting issues with the inventory system.

Open chat — sidebar → Support Chat

The chat screen shows your conversation history with the admin.

Type your message and send

Type in the message box and tap the send button (or press Enter). Your message goes to the Admin panel immediately.

Admin replies appear here

When the admin replies, their message appears in the chat. The sidebar shows an unread message badge.

💡 You can use chat to request a new access code, report a low stock emergency, or ask the admin to add a new item on your behalf.

Data & Tools

⚙️ Settings

Customize MarineStock to your preferences. Access settings via the ⚙️ icon in the top right corner.

Appearance — Light / Dark theme

Switch between light and dark mode. Enable Auto Night Mode to automatically switch to dark at 18:00 and back to light at 06:00.

Expiry Reminders

Enable alerts for items with expiry dates (Medicine, Chemicals, PPE). Set the reminder window to 1, 2, 3, or 6 months before expiry.

Vessel Information

Set the Vessel Name and Prepared By fields. These appear on all PDF reports and exports.

Delete PIN

Set a 4-digit PIN to protect item deletions and paint spec document deletions. Without a PIN, anyone can delete items.

Monthly Snapshot

Take a point-in-time backup of your inventory. Choose which sections to include.

Data — Import / Export / Excel

Import from Excel, download template, import JSON backup, or export full JSON backup. Used for data migration and bulk updates.

💡 Install MarineStock as a PWA (Progressive Web App) for the best experience: in Chrome, tap ⋮ menu → "Install Page as App". This gives you a fullscreen experience without the browser bar.