Manage parts and inventory

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Inventory keeps a catalogue of the spare parts you stock, tracks how many you have on hand and where, and lets technicians pull parts onto a work order so the cost lands against the job.

Browse the parts catalogue

1. In the sidebar, select Inventory. The desk opens on the Parts tab.
2. Each row shows the part’s SKU, a stock Status pill — In stock, Low stock, Out of stock, or Not stocked — the quantity On hand, the Reorder pt., and the Unit cost.
3. Use the search box to find a part by name or SKU, or narrow the list with the Low stock, Out of stock, and Archived chips.
4. Select a part to open its detail page, which has Overview, Stock, Movements, and Suggested tabs.

A part is Low stock once its on-hand quantity drops to or below its reorder point, and Out of stock at zero. When any part reaches that threshold, a banner appears above the list; select View low stock to filter to those parts.

Add a part to the catalogue

1. On the Parts tab, select New part.
2. Enter a SKU and a Name. The SKU must be unique and can’t be changed after the part is created.
3. Optionally add a Description, Category, Manufacturer, and Model #.
4. Set the Unit of measure (for example, each), the Unit cost, and the Currency.
5. Under Reorder rules, set the Reorder point (the on-hand level that flags the part as low stock) and the Reorder quantity (how much to order each cycle). Choose a Reorder methodology — Avg consumption, Lead-time demand, Min/Max, or Economic order qty — and, if you use it, the Lead time (days) and Safety stock (days).
6. Optionally record a Primary supplier (Vendor id) and an Image URL.
7. Select Create part.

Note

Creating a part adds it to the catalogue but doesn’t set an on-hand quantity. You stock it by adding a bin and then receiving or adjusting into it.

Track stock across bins

A part’s stock lives in one or more bins — a quantity held at a location.

1. Open the part and select the Stock tab.
2. Select Add bin, choose the Location, enter the starting Quantity, and optionally a Bin label.
3. The table lists each bin’s Location, Bin, and Quantity, with a Σ bins total at the foot.
4. To move stock between bins, use the transfer action on a bin row and pick the destination location and quantity.

Caution

If the sum of a part’s bins no longer matches its on-hand total, the Stock tab flags the drift and suggests running a cycle count to reconcile.

Adjust or return stock

Manual movements cover count corrections and returns. Receiving, transfers, and work-order pulls each have their own path and don’t use this form.

1. Open the part and select the Movements tab, then Record movement.
2. Choose a Type: Adjusted (any non-zero change, positive or negative) or Returned (must be positive).
3. Pick the Bin, then enter the Quantity Δ. The sheet shows the Projected balance so you can confirm the result before saving.
4. Optionally add a reason and a Work order id or Asset id for attribution.
5. Select Record.

Tip

To decrement stock, use Adjusted with a negative quantity — for example, -3. Returned only ever increases stock.

Consume parts on a work order

Technicians pull parts against a work order through the Parts cart. Pulling decrements stock and posts the cost to the work order.

1. In the Inventory desk, open the Parts cart.
2. In Pulling from bin (stock location id), enter the bin you’re pulling from. Every line in the cart pulls from that one bin.
3. Scan or type a SKU to add it as a line, then adjust the quantity on the line if needed.
4. Select Confirm pull.

Confirming records a Used movement for each line and reduces the on-hand quantity. When the cart is tied to a work order, the pulled parts roll up onto that work order as a Parts cost, shown on the work order’s cost panel as Added from Inventory.

Note

Checkout is idempotent — if a pull is submitted twice, the second attempt is recognised as a replay and won’t double-count the stock.