Spare Parts Inventory Software: Multi-Warehouse Job Site Stock
The right part, ready in the right warehouse
Part cards carry the machine types they are compatible with, so the technician picks the part that fits that machine straight from the list on the work order. Receipts, issues, inter-warehouse transfers and stock counts are all kept in one module. A part that falls below its minimum stock level appears both on the dashboard and in notifications.
Machine type compatibility
Every part card carries the machine types it fits. Adding the wrong part to a work order is prevented from the outset.
Integrated with work orders
The part is reserved when the work order is opened and deducted from stock once the job is completed. The warehouse balance stays current with no separate record.
Weighted average cost
The cost of a consumed part is calculated on a weighted average basis. The parts figure in the machine cost report is correct by itself.
Purchase request flow
The purchasing process is followed through draft, requested, ordered and received steps. Which part arrives when feeds into the maintenance plan.
Low stock alerts
A notification goes to the warehouse and to purchasing for any part below its minimum level. The same alert is listed on the management dashboard.
Inventory report
Quantities and stock value are reported by warehouse and by part. The table is exported as Excel and PDF.
Setting up warehouses in spare parts inventory software
On the Warehouse page under the Warehouse and Cost menu, New Warehouse on the Warehouses tab is used to enter the warehouse name and the project or location it belongs to. On the Parts tab, New Part is used to fill in the part code, name, unit, minimum stock and the compatible machine types or groups. When a part with a minimum stock falls below that level, a low stock alert appears on the dashboard and a notification goes to the warehouse and to purchasing.
Thanks to the compatible machine type information, when the technician adds a part to a work order only the parts that fit that machine appear in the list, so the wrong part is blocked from the start.
Stock movements and counting
On the Movements tab, New Movement is used to select the type: Receipt, Issue, Transfer or Adjustment. The part, warehouse, quantity and unit price are entered; on a transfer the source and destination warehouses are specified and a single record creates the issue from the source and the receipt into the destination. On every receipt the existing stock value and the new receipt amount are added together and divided by the total quantity, so the weighted average cost is updated and issues are priced at that cost. Count differences are entered with the Adjustment type, leaving the receipt and issue history intact. The Stock tab shows the current quantity and average cost per warehouse.
The link to work orders and purchasing
On the Parts card of the work order detail, Add Part is used to select the part, warehouse and quantity; stock is reserved at that moment but not yet deducted. If stock is short, a warning appears and a purchase request can be raised directly from there. When the work order is completed, the reserved parts turn into an issue movement and the line price is taken from the average cost; if the work order is cancelled, the reservation is released and the stock returns. On the Purchase Requests tab, New Request is used to enter the part lines, the quantities and the receiving warehouse; the request moves through Draft, Requested, Ordered and Received, and Receive creates the inbound movement into the warehouse by itself. Because maintenance program items are also linked to part cards, a preventive work order arrives with the required filters and oils already listed.
What the manager sees, and permissions
The Inventory Report page presents the stock value, the parts below minimum level and a movement summary with warehouse and part filters; the table is downloaded as Excel. The parts expense is written to the machine's cost card when the work order closes and appears in the parts column of the cost report. Permissions are separate: View Stock displays, Manage Stock enters movements and the Purchase Request permission raises requests. It suits maintenance teams running several job site warehouses plus a central store who are tired of tracking part stock in a spreadsheet.
- 1
Set up warehouses and cards
Define the warehouses and record compatible machine types on the part cards.
- 2
Process the movements
Receipts, issues, transfers and counts update the stock balance.
- 3
Link them to work orders
Parts are reserved and, on completion, consumed and posted to cost.
- 4
Cover the shortfall
A minimum level alert becomes a purchase request and is followed through.
FAQ
Can more than one warehouse be managed
Yes, stock is held separately for each warehouse and parts are moved with an inter-warehouse transfer movement. The inventory report is produced with a warehouse breakdown.
How is part cost calculated
A weighted average cost is built from the unit prices on receipts, and consumption is costed at that value. There is no need to enter prices by hand.