What it is for
The Spare Parts module helps you know, in real time, what you actually have in stock, where it is stored, and when to reorder. This course shows you how to create your parts, link them to your assets, consume them on a work order, correct stock after a count, and follow the movement history. The goal is simple: never run out at the moment of a repair, and keep a reliable record of every movement.
Key concepts
- Part record: each part has an internal part number, a barcode that is unique within your organization, and a supplier reference to find it on the purchasing side.
- Available vs reserved: the displayed stock separates what is physically on hand from what is already promised to a work order. Available = on-hand minus reserved.
- Reservation on consumption: adding a part to an unfinished work order RESERVES it; physical stock is only decremented when the work order is CLOSED. If you cancel, the part is restored.
- Reorder point and thresholds: a global reorder point alerts you to restock. Per location, you also set a minimum threshold, a maximum, and a storage zone.
- Adjustment with reason: any manual stock correction (count, breakage, loss) is done through a reasoned adjustment. An adjustment that would make stock negative is rejected.
- History (ledger): every movement is recorded — consumption on a work order, restoration after cancellation, manual adjustment — for complete traceability.
Step by step
- 01
Create your parts
Open the Spare Parts module and create a record for each part. Fill in the internal part number, the barcode (it must be unique within your organization), the supplier reference, and the reorder point. For each location where the part is stored, set the minimum threshold, the maximum threshold, and the storage zone. Start with your most critical parts rather than entering everything at once.
- 02
Link parts to assets
Attach each part to the assets that consume it (part↔asset link). From an asset's page, a technician then immediately sees which parts fit it, and from a part you know which assets use it. This link is what saves time during a job.
- 03
Reserve and consume on a work order
When you add a part to a work order, it is automatically reserved: available goes down but physical stock stays unchanged until the work order is closed. On closure, physical stock is decremented for good. If the work order is cancelled, the reservation is released and the part returns to available. This way you track what is truly committed, with no surprises.
- 04
Adjust stock after a count
After a physical count, or in case of breakage or loss, use the stock adjustment function. Enter the new quantity or the variance, and above all a clear reason (count, breakage, donation, entry error). The system rejects any adjustment that would make stock negative: in that case, check your current reservations and your count before confirming.
- 05
Track restock alerts and history
Watch the parts that drop below their reorder point or minimum threshold: that is your signal to reorder from the supplier (the actual purchase happens outside the tool). Open a part's movement history to understand each change: consumption on a given work order, restoration after cancellation, or a manual adjustment with its reason.
Tips & good to know
- Scan the barcode from mobile to instantly pull up a part in the field, without searching the list.
- If a part's available quantity looks wrong, check reserved first: some stock may be committed to open work orders rather than actually missing.
- Always enter an explicit adjustment reason: it is what makes the history useful during an audit or when tracking down a discrepancy.
- Set min/max and reorder point on your critical parts first — those are the ones that stop you when they run out.