Inventory Management
Inventory Overview
- Maintenance Pro provides tools for managing inventory parts, including:
- Usage: Parts can be applied to Work Order tickets or recorded as General Expenses.
- Tracking: Inventory levels are monitored and updated automatically when parts are used.
- Notifications: Maintenance Pro sends alerts when stock levels are low, allowing you to reorder parts in a timely manner.
Add New Parts
Add new parts by clicking the 'Inventory' button on the left menu.
Clicking the blue New button to add a new part will display the New Inventory screen.
The white + icon is alternative way to navigate to the New Inventory screen.
Add New Parts
Part number-will be used when adding the part to Work Orders and other places in the system. Each inventory entry must have a part number associated with it.
Name-the part name
Description-any additional information about the part
Category-used for organizing types of parts.
Unit type-the most common unit type is Each, unless fluids are being used. type a new value and click Add, as shown below:
Track Inventory - When checked, the quantity of the part will be monitored, and alerts will be sent when stock levels are low.
Fuel Tank (Enterprise only) - Adds a new fuel tank to the system. Click this link to find out more information about the fuel tank management feature.
Assign Warehouse To Part
Warehouse: The location of the warehouse where the part is stored.
Unit Cost: The price for each individual part.
Bin: The specific location of the part within the warehouse.
Quantity: The initial stock quantity on hand. This option is available only if "Track Inventory" was previously checked.
Low Stock Level: If the quantity of the part reaches or falls below this value, it will be marked as "low stock." Low stock parts are displayed on the Home screen for reordering and included in daily "low stock" emails if you are subscribed. Click here for more information on setting up employee notifications.
Reorder Quantity: The amount of the part to reorder at once.
Maximum Quantity: The desired upper limit for the quantity of the part at any time.
If the part will be present in more than one physical warehouse you can click the blue Add Warehouse button to add a new warehouse entry. Each warehouse can have its own independent quantity level of the same part number.
Vendors
In this section you can tell MPWEB where you normally purchase the part from.
Vendor will be the vendor name.
Enter the Manufacturer of the part.
Vendor Part # - If you vendor has a different part # to look up the part in their system you can enter it here. When adding the part to a Work Order ticket you can look it up by this vendor part #, in addition to the main part number that has been filled in at the top.
A Barcode can be filled in to use with our 'scan part' link in the Work Order ticket when using our mobile app. If you are on a desktop you can use a USB scanner to pull this part into a Work Order ticket.
Global Supplier - Checking this tells the system that the vendor will be utilized across all warehouses in the system.
Warehouses - If the Global Supplier option is NOT checked then you can specify which warehouses this vendor should apply to.
When creating Purchase Orders for the part the system will look at any vendor/warehouse links and follow any warehouse restrictions if set here. This means that if a vendor is added to the part for only one warehouse, and you have multiple warehouses, then a PO may not be able to be created for the part for other warehouses. Because of this, we recommend setting all vendors as Global Suppliers unless you specifically want a warehouse-level vendor restriction. At the bare minimum you will want one vendor to be a global supplier for the part.
Click the Add Vendor button to add another vendor record to this part.
Substitutes
Click on Add Substitute to add a separate part number to be used as a substitute whenever this part is not available or out of stock.
Custom Fields
Custom Fields can be added if you have extra data you want to enter about this part that doesn't belong in any of the other boxes. Click New Custom Field to add a new field to the part screen. If you have any custom fields setup as default in the Organization Profile for inventory they will automatically show up here.
Click the Save button on the bottom to save this part to the system. Click Save & New if you wish to stay on this screen to enter in the next part.
Edit Parts
To edit a part, from the Inventory list you can click the action gear on the right and then choose Edit.
You can also click on a part to get to the profile screen, and then click the blue Edit button on the top right.
The Edit Inventory Information screen will appear. Make any changes you wish and click the green Save button on the bottom.
Delete Parts
Inventory parts can only be deleted if the parts has NOT been used on any records. If the part has been used anywhere it cannot be deleted from the system, in order to stay linked to existing maintenance records.
If you have added a part in by mistake and wish to remove it, click on the part name from the inventory list to bring up the profile page. Click the Gear on the top right and choose Delete.
Another Delete button is available from the Edit Part screen.
If the part has been used anywhere, the Delete option will be removed from the gear.
On the bottom of the Edit screen the Delete button will also be removed. You will see a line on the bottom telling you how many records are attached to this part. In this example, if the issuances are deleted (part removed from 1 Work Order record) then the delete option will come back.
Adjust Part Quantity
To adjust part quantity click the action gear on the inventory list.
Click on Receipt to increase quantity of a part.
Click on Issuance to decrease quantity of a part.
Click on Purchase Order to create a Purchase Order record, which is used to track orders from a Vendor.
Click on Transfer if you wish to move the quantity of the same part number from one warehouse to another.
Part Receipt
Clicking Receipt from the action gear will bring you to Receipt screen.
Enter the quantity received and unit cost. You can enter data into the other fields as you see fit. Click the Save button to add this quantity to the part.
On the part profile screen, you will see the new quantity added in the Receipts tab.
Part Issuance
When parts are used work orders the quantity used will automatically be subtracted from the current stock level. If you wish to manually adjust the quantity to make it lower then an Issuance is needed.
Clicking Issuance from the action gear will bring you to the Issuance screen.
You can 'issue' this part to an equipment if you wish. However, if you only wish to lower quantity without assigning it anywhere, leave the equipment box un-selected. Enter in a date, quantity, and description. Clicking on Save will subtract the quantity from the part level.
Any part issuances (including both manually created issuances and parts used on Work Orders) will appear on the part profile screen in the Issuances tab.
