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 – Used when adding the part to Work Orders and other areas in the system. Each inventory entry must have an associated part number.
- Name – The name of the part.
- Description – Any additional information about the part.
- Category – Used to organize types of parts.
- Unit Type – The most common unit type is Each. For fluids or other units, type a new value and select Add.
- 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 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 a part is kept in multiple physical warehouses, click the blue Add Warehouse button to add another warehouse entry. Each warehouse tracks its own quantity for the same part number.
Vendors
This section allows the addition of a part vendor and manufacturer.
- Vendor – Enter the vendor name.
- Manufacturer – Enter the part manufacturer.
- Vendor Part # – Enter the vendor’s part number if it differs from the primary part number. This number can also be used to search for the part when adding it to a Work Order ticket.
- Barcode – Enter a barcode to enable the Scan Part feature in the mobile app. A USB barcode scanner can also be used on desktop to add the part directly to a Work Order ticket.
- Global Supplier – Select this option to make the vendor available to all warehouses in the system.
- Warehouses – If Global Supplier is not selected, specify the warehouses where the vendor applies.
- When creating Purchase Orders, the system follows vendor and warehouse associations defined here. If a vendor is assigned to only one warehouse, Purchase Orders may not be created for other warehouses. It is recommended to set vendors as Global Suppliers unless warehouse-level restrictions are required. At least one vendor should be configured as a Global Supplier for the part.
- Select Add Vendor to create an additional vendor record for the part.
Substitutes
Select Add Substitute to add an alternate part number that can be used when the primary part is unavailable or out of stock.
Custom Fields
Custom Fields may be added to capture additional part information that does not fit within the standard fields. Select New Custom Field to create a new field on the part screen. Any inventory custom fields configured as defaults in the Organization Profile will automatically appear in this section.
Select Save at the bottom of the screen to save the part to the system. Select Save & New to remain on this screen and enter another part.
Edit Parts
To edit a part, navigate to the Inventory list, select the action gear on the right side of the record, and choose Edit.
A part can also be selected to open the profile screen. From there, select the blue Edit button located in the top-right corner.
The Edit Inventory Information screen will appear. Make the necessary changes, then select the green Save button at the bottom to apply the updates.
Delete Parts
Inventory parts can only be deleted if the part has not been used on any records. Once a part has been used, it cannot be deleted in order to preserve links to existing maintenance records.
If a part was added in error and needs to be removed, select the part name from the Inventory list to open the profile page. Then select the gear icon in the top-right corner and choose Delete.
An additional Delete button is also available on the Edit Part screen.
If the part has been used on any records, the Delete option will no longer be available in the gear menu.
On the bottom of the Edit screen, the Delete button will also be unavailable. A message will appear indicating how many records are associated with the part. In this example, if the issuances are removed (the part is removed from one Work Order record), the Delete option will become available again.
Adjust Part Quantity
To adjust part quantity, select the action gear from the Inventory list.
- Receipt – Increases the quantity of a part.
- Issuance – Decreases the quantity of a part.
- Purchase Order – Creates a Purchase Order record used to track orders from a vendor.
- Transfer – Moves quantities of the same part number from one warehouse to another.
Part Receipt
Selecting Receipt from the action gear opens the Receipt screen.
Enter the quantity received and the unit cost. Additional fields may be completed as needed. Select Save to add the quantity to the part.
The updated quantity will appear in the Receipts tab on the part profile screen.
Part Issuance
When parts are used on Work Orders, the quantity used is automatically deducted from the current stock level. To manually reduce the quantity, an Issuance must be created.
Selecting Issuance from the action gear opens the Issuance screen.
A part can be issued to equipment if desired. To reduce quantity without assigning it, leave the equipment field unselected. Enter the date, quantity, and a description, then select Save to deduct the quantity from the part stock.
All part issuances, including both manual issuances and those from Work Orders, appear in the Issuances tab on the part profile screen.
