Add New Parts

Add New Parts

New parts can be added from the Inventory List. Select Inventory from the left menu to continue.

Select the blue New button in the top-right corner to open the New Inventory screen.

The white + icon on the Inventory button will also open the New Inventory screen.

Complete as many fields as possible to make the part easy to reference later. Fields marked with a red * are required.

• Part Number (required)

  Each inventory item must include a part number. This value is used when adding parts to Work Orders and other areas of the system.

• Name

  Enter the name of the part.

• Description

  Use this field to include any additional details about the part.

• Category

  Helps organize parts by type. Common categories include body, electrical, filters, and fans.

• Unit Type

  Select the unit type from the field on the right. The most common option is Each, unless the part is a fluid, in which case gallons or liters may be more appropriate. If the desired unit type is not listed, enter a new value and select Add, as shown.

• Track Inventory

  When enabled, the system tracks the available quantity of the part and provides low-stock notifications. When disabled, quantity is not tracked and low-stock alerts are not provided.

• Fuel Tank (Enterprise only)

  This option appears only on the Enterprise subscription level. Enabling this setting identifies the item as a fuel tank within the system. Click this link to find out more information about the fuel tank management feature.

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Assign Warehouse To Part

• Warehouse

  Select the physical warehouse where the part is stored.

• Unit Cost

  Enter the cost per unit for the part.

• Bin

  Specify the part’s location within the warehouse. This typically includes aisle, row, and bin information.

• Quantity

  Set the initial on-hand quantity. Quantity can be adjusted later and is available only when Track Inventory is enabled.

• Low Stock Level

  When the part quantity reaches or falls below this value, the part is marked as low stock. The part appears on the Home screen and is included in daily low-stock email notifications for subscribed employee accounts. Click here for more information about setting up employee notifications.

• Reorder Quantity

  Defines the typical quantity ordered in a single batch. Entering -1 disables reorder notifications for the part.

• Maximum Quantity

  Sets the maximum quantity allowed on-site at any time.

• Additional Warehouses

  Select the blue Add Warehouse button to assign the part to multiple warehouses. Each warehouse maintains an independent quantity level for the same part number.

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Vendors

This section specifies the vendor from which the part is typically purchased.

• Vendor

  Enter the vendor name.

• Manufacturer

  Enter the manufacturer of the part.

• Vendor Part Number

  Enter the vendor’s part number, if different from the primary part number. This value can be used to look up the part when adding it to a Work Order, in addition to the main part number.

• Barcode

  Enter a barcode to enable part scanning in Work Orders. The mobile app supports barcode scanning through the Scan Part option, and desktop environments support USB barcode scanners.

• Global Supplier

  When enabled, the vendor is available across all warehouses in the system.

• Warehouses

  If Global Supplier is not enabled, select the warehouses where this vendor applies.

• Purchase Order Behavior

  When creating Purchase Orders, the system follows vendor-to-warehouse assignments. If a vendor is assigned to only one warehouse, Purchase Orders cannot be created for that vendor in other warehouses. For this reason, setting vendors as Global Suppliers is recommended unless warehouse-level restrictions are required. At least one vendor should be set as a Global Supplier for each part.

• Add Vendor

  Select the Add Vendor button to add another vendor record to the part.

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Substitutes

Select Add Substitute to assign an alternate part number when the primary part is unavailable or out of stock.

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Custom Fields

Custom fields allow additional part information that does not fit into the standard fields. Select New Custom Field to add a new field to the part screen. Any inventory custom fields configured as defaults in the Organization Profile appear automatically.

Select Save to add the part to the system. Select Save & New to remain on the screen and enter another part.

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