Parts & Inventory

Accurate parts tracking keeps repairs on schedule and ensures invoices align with actual usage. This guide outlines how technicians and inventory managers collaborate inside the platform.

Requesting Parts#

1. From an order, open the Work Logs tab and choose Add Part.
2. Search by SKU, description, or vendor reference. If the item does not exist, request that the inventory coordinator add it to the catalogue.
3. Enter the quantity, cost, and any restocking fees. Include notes describing why the part is required and the urgency of the request.
4. Submit the entry. The part appears on the order timeline so dispatch knows the request has been made.

Managing Stock Levels#

• Use the Parts workspace to view current stock, reorder points, and open purchase orders.
• Filter the list by location to confirm which warehouse or service vehicle holds the component.
• Export the stock list before monthly counts to reconcile the physical inventory with the system of record.

Receiving Shipments#

• When parts arrive, update the purchase order in the Parts workspace and attach packing slips or delivery confirmations.
• For serialized components, scan the barcode to link the serial number to the inventory item.
• If items arrive damaged, note the discrepancy and notify purchasing so a replacement order can be raised.

Logging Usage on Orders#

• After installing a component, open the relevant order and update the Parts entry with the actual quantity consumed.
• Add installation notes describing where the part was fitted and whether the original component was returned to stock.
• Attach photos or calibration certificates when the part affects compliance requirements.

Reconciling at Month-End#

• Run the Parts Usage report to summarise components consumed by technician, location, or customer.
• Compare the report against vendor invoices to verify billing accuracy.
• Investigate any negative stock levels immediately—these indicate orders where usage was recorded without first receiving the items.

Handling Special Cases#

• Consignment stock: Use the notes field to reference the vendor agreement and ensure the part is invoiced only after installation.
• Warranty replacements: Flag the entry as warranty to trigger internal approval before billing the customer.
• Core returns: When returning cores to suppliers, create a follow-up task in the order timeline so the team remembers to ship them.

Keeping parts data accurate gives finance clear insight into cost of goods sold and helps technicians avoid delays caused by missing components.