Selecting Parts in the Work Order
Add new part: type the part name to register it, if it doesn't exist in your inventory yet.
Select existing parts:
Quick selection: just type the part name in the search field.
Detailed selection: choose from your entire list by clicking "Select Parts", or scan them using "Scan Part."
Reserving Parts in a Work Order
To ensure that the necessary parts are available during execution and to maintain good inventory control:
Add or select the parts while planning the activity in the WO.
Set the required quantity.
If stock is available, you can reserve the parts. Once the WO is saved, the quantity will be set aside.
If there’s no available stock, associate the part without a reservation. In the same tab, you can request a purchase or request a transfer to ensure availability.
For more information, check our dedicated article on part Reservation.
Checking the Reservation Status
Within the WO: by reopening the activity, you can check if the parts are reserved.
In the Inventory page: the Reserved quantity is deducted from available stock, showing what’s truly free.
In the Reservations page: you can see all reservations, including parts, quantities, associated WO, and status.
Once reserved parts are withdrawn, stock levels are updated automatically.dated.
Completing a Work Order with Parts
A Work Order can only be completed if its parts have been properly Reserved and/or Withdrawn.
If manual withdrawal of reserved parts is enabled, the WO can only be completed after the actual withdrawal.
If mandatory return of non-consumable parts is enabled, the WO can only be completed after they are returned to inventory.
Request Purchase
To create a purchase request, simply select the part and click "Request Purchase."
This option is only available when the part is out of stock and must be purchased to meet the demand.
Request Transfer
To request a transfer, just select the part and click "Request Transfer."
Important note: the item must have available stock and be linked to at least two Warehouses.
Managing Parts in the Tractian App
In the mobile app, the process of adding parts to a WO is similar and can be done directly within the order:
Adding a Part
Open the Work Order.
Scroll down to the Parts section.
Tap "Add" to search available parts in inventory.
To reserve the part, enable the Reserve selector.
Tap "Add" to save: the part will be linked to the WO with its configured status.
Services
Enabling the Services Feature
Go to Settings: click your profile icon in the upper-right corner.
Select "Settings."
Go to Supply from the left-hand menu.
Enable the Services feature in the Services section.
Once enabled, Services will appear alongside Parts in your Work Orders, under each Activity.
Adding a Service to a Work Order
When adding or editing a service, provide:
Service Description: a short title that describes the service.
Status:
Not Requested: the purchase request will not be created at this stage.
Pending Request: a request will be generated and wait for approval.
Quantity and Unit of Measure: e.g., 3 days, 8 hours, 30 minutes.
Unit Price: estimated cost per unit.
Total Price: calculated automatically (Unit Price × Quantity).
Cost Center: indicate which cost center this service belongs to.
Suggested Suppliers: optional list of potential suppliers.
Purchase Request: automatically generated if the service is requested.
Category: by default, services are categorized as “Services.”
You can also request the purchase of a service directly from the Services screen within the Activity by clicking “Request Purchase.”
Completing a Work Order with Services
A WO can only be completed if all linked services are marked as completed in the system.
If there’s an open purchase request for a service, it must be closed before completing the WO.
Marking a service as completed does not affect inventory levels; it confirms the service has been executed and allows the WO to be finalized.
Viewing Requested Services in the Purchase Order
To track the status of a requested service, you can follow two paths:
1. From the Purchase Requests page
Use this to quickly find which services were requested and linked to a Work Order:
Go to Purchase Requests.
Use filters (by ID, WO title, part, or request status) to locate the record.
Check the Request Status and additional details like cost center, WO, or priority.
2. From the Purchasing Workflow page
Use this to view the full status of the service purchase process:
Go to Purchasing Workflow.
Use the search bar or filters to locate the service.
Check the Status (e.g., "Authorized", "Supplier Selection", "Completed").
Review the informations and related Purchase Request number.