Inventory & Spare Parts

Overview

The Inventory module provides complete visibility into spare parts, consumables, filters, valves, and equipment components across all storage facilities.

Parts Catalog & Stock Locations

• Parts Catalog: Manage items with part codes, descriptions, categories, compatible equipment models, and unit purchase costs.
• Warehouses: Define physical stock locations (e.g., Central Warehouse, Building A Basement Storage, Service Van 1).
• Stock Levels: Monitor current quantities on hand, minimum reorder thresholds, and safety stock levels.

Work Order Integration

When scheduling repairs:

1. Dispatchers or technicians reserve required parts on the work order.
2. Reserved parts cannot be allocated to other jobs.
3. Upon completing the repair, the parts are marked as consumed, updating warehouse quantities and logging costs to the building's maintenance ledger.

Procurement Requests

When inventory drops below the minimum reorder threshold:

1. Managers create a purchase request under Resources → Procurement.
2. Track supplier quotes, delivery estimates, and incoming stock shipments.
3. Receive shipments directly into warehouse inventory upon delivery.

Best Practices

• Regularly audit physical stock against inventory counts to prevent stockouts of critical consumables like fuses, belts, and gaskets.
• Assign parts to specific asset categories to speed up part lookups during emergency breakdowns.