Spare parts allow detailed control of stored materials, helping manage stock levels and ensuring traceability. On the Inventory page, you can manage items through different views: Dashboard, Table, and Tree.
Managing Spare Part Stock Levels
Each part in the inventory has two stock types:
Current Balance: The actual quantity of the part stored.
Forecasted Balance: A forecasted quantity that accounts for upcoming movements. It is calculated by subtracting reservations and maintenance plans from the current stock and adding pending purchases.
Warehouses and Stock Addresses
Spare parts can be stored across different Warehouses, enabling granular control of material distribution. Each location can contain a specific quantity of a part, and transfers between locations are made using Stock Transfers.
In addition, parts can be organized within warehouses using Stock Addresses (e.g., aisle/shelf/bin), which helps with physical location and optimizes storage space.
To learn step-by-step how to assign and edit Warehouses and Stock Addresses, read this article.
Warehouses and Stock Addresses
Spare parts can be stored across different Warehouses, enabling granular control of material distribution. Each location can contain a specific quantity of a part, and transfers between locations are made using Stock Transfers.
In addition, parts can be organized within warehouses using Stock Addresses (e.g., aisle/shelf/bin), which helps with physical location and optimizes storage space.
Assigning a Warehouse and Stock Address to a Spare Part
Warehouse
Go to the Inventory menu.
Select the desired part.
In the Warehouse section, click “+ Add”.
Fill in the following fields:
Warehouse: Select the physical location where the part will be stored.
In Stock: Enter the starting quantity available at this location.
Entry Batch - Identification: For traceable parts, enter the lot number.
Unit Price: Cost per unit (used to calculate total inventory value).
Expiration Date.
Maximum Stock: The highest expected quantity for this location.
Reorder Point: When reached, it signals that replenishment is needed.
Minimum Stock: The lowest acceptable stock before triggering alerts.
Once saved, the part is ready to be reserved, moved, or withdrawn.
Adding a Stock Address
Within the assigned warehouse, click “Distribute”.
Select or create an Address (e.g., Aisle 1 / Shelf 2 / Bin 1).
Define the quantity to be placed at that specific point.
Click Save.
Part Categories
Spare parts are organized by categories, which define how they are managed in inventory:
Consumables: Used items that are not returned to stock (e.g., lubricants, screws).
Non-Consumables: Reusable items that return to stock after use (e.g., tools, equipment).
Non-consumable parts do not have stock dimensioning and cannot be linked to assets.
Changing a Spare Part's Category
Go to Inventory.
Select the part and click Edit.
Define the category.
Click Save.
Units of Measure
Parts can be configured with specific units of measure for accurate inventory movement tracking.
Selecting a Unit of Measure
Go to Inventory.
Select the part and click Edit.
In the Unit of Measure section, select the appropriate unit.
Click Save.
Important note: Only previously registered units in the system settings can be selected.
Inventory Control Method
The system automatically selects the batch when a part is withdrawn, ensuring consumption follows defined stock policies. Methods like FIFO (First In, First Out) can be applied to optimize usage and minimize waste.
Vendors and Linked Parts
Spare parts can be linked to vendors to control their origin and availability. This enables:
Defining which vendors provide which parts.
Automatically linking vendors to parts in the system.
This facilitates traceability and ensures purchases comply with negotiated terms.
Linking a Vendor to a Part
Go to Inventory.
Select the part and click "Edit."
Go to the Vendors section.
Choose a vendor and click Save.
Entry Batches
Entry batches store detailed information about each material acquisition. You can view:
Total quantity stored per batch.
Available stock.
Part price based on the last entry batch.
Expiration date.
Inventory Adjustments
The "Inventory Adjustment" feature allows you to correct stored quantities for operational adjustments or discrepancy corrections.
Performing an Inventory Adjustment
Go to "Inventory."
Select the item you want to adjust.
Click "New Transaction" and then "Inventory Adjustment."
Fill in the required fields:
Quantity: Enter the number of units to adjust (positive = entry, negative = removal).
Warehouse: Where the adjustment will be registered (pre-filled based on selected stock).
Entry Batch.
Cost Center.
Additional Info: Add a reason, notes, or supporting files if needed.
Finding Spare Parts Using Filters and Search
Use filters and advanced search to quickly locate parts in the inventory.
Applying Filters
Go to Inventory.
Click Filters.
Select criteria such as:
Warehouse
Stock Level
Category
Unit of Measure
Vendors
Searching for a Specific Part
In the Table view of Inventory, use the search bar.
Type the part name and press Enter.
Results will appear filtered accordingly.