Asset Parts - Fentu Documentation

Overview

Asset Parts represent individual components that make up larger assets. By tracking parts separately, you can monitor component lifecycles, schedule part-specific maintenance, track replacements, and identify patterns in equipment failures.

Asset Parts are optional but provide detailed tracking for complex equipment. Use them when component-level maintenance and replacement history matters to your service operations.

When to Use Asset Parts

Use the Asset Parts module when you need to:

Track major components of complex equipment
Monitor component lifecycles and replacement intervals
Schedule maintenance for specific parts
Identify patterns in part failures
Track warranty coverage for individual components
Plan part replacements based on age and service history
Manage inventory for frequently replaced components

Understanding Asset Parts

Part Hierarchy

Customer (Company)
  └─ Object (Location)
      └─ Asset (Equipment)
          └─ Asset Part (Component)

Example:

Customer: “Acme Corporation”
- Object: “Acme HQ Building”
  - Asset: “Rooftop HVAC Unit #1”
    - Asset Part: “Compressor - Model ABC-123”
    - Asset Part: “Evaporator Coil - 4 Ton”
    - Asset Part: “Blower Motor - 1/2 HP”
    - Asset Part: “Condenser Fan Motor - 1/4 HP”

When to Create Asset Parts

Create part records for:

Major Components - Expensive parts with independent service needs (compressors, motors, control boards)
Warranty-Tracked Parts - Components with separate warranty coverage
Frequently Replaced Parts - Items replaced on regular intervals (filters that cost tracking matters, wear parts)
Critical Components - Parts whose failure causes equipment downtime (emergency replacement planning)

Don’t create part records for:

Consumables replaced at every service (filters, belts unless tracking matters)
Inexpensive, easily obtained parts
Parts that are always replaced together with the parent asset

Asset Parts List View

Key Features

Branch Filtering

Filter parts by branch to see components in your service area.

Asset Association

Each part shows which asset it belongs to, making it easy to track all components of specific equipment.

Replacement Tracking

View replacement history and dates for each part to identify patterns.

Warranty Status

Track warranty coverage for individual components separately from the parent asset.

Inventory Links

Link parts to your inventory system for automated stock tracking and reordering.

Asset Parts List Columns

Column	Description
Part Name	Descriptive name for the component
Part Number	Manufacturer part number or SKU
Serial Number	Component serial number (if applicable)
Asset	Which asset this part belongs to
Type/Category	Type of part: Motor, Compressor, Control Board, Sensor, etc.
Status	Active, Replaced, Under Warranty, Failed
Installation Date	When this part was installed
Last Service	Most recent maintenance on this part
Warranty Expires	Warranty expiration date for this component
Expected Life	Expected lifespan based on manufacturer specs
Actions	View, edit, create work order, order replacement

Creating a New Asset Part

Click 'New Asset Part'

Click the “New Asset Part” or ”+” button in the top right corner.

Select Parent Asset

Choose which asset this part belongs to from the dropdown.

Enter Part Details

Fill in part name, manufacturer, part number, and serial number.

Add Installation Information

Document installation date, expected life, and warranty information.

Link to Inventory

Connect to your parts inventory for automated stock tracking (optional).

Save

Click “Save” to create the asset part record.

Asset Part Information Fields

Basic Information

Field	Description
Part Name	Descriptive name for the component. Be specific: “Compressor - Copeland Scroll 3 Ton” not just “Compressor”. Required field.
Part Code	Internal code or stock number if you maintain inventory.
Part Number	Manufacturer part number or model number. Critical for ordering exact replacements.
Serial Number	Component serial number if available. Some parts have individual serial numbers.
Asset	Which asset (parent equipment) this part belongs to. Required field.
Type/Category	Type of component: Compressor, Motor, Control Board, Sensor, Coil, Fan, Belt, Filter, etc.
Status	Current status: Active, Replaced, Failed, Under Warranty, Retired.

Include key specifications in the part name to avoid confusion: “Blower Motor - 1/2 HP, 115V, 1075 RPM” is much clearer than just “Blower Motor” when you have multiple motors in the system.

Component Details

Field	Description
Manufacturer	Who makes this component (may differ from asset manufacturer).
Brand	Brand name if different from manufacturer.
Model	Specific model designation for this component.
Specifications	Key specs: horsepower, voltage, tonnage, capacity, size, etc.
Material	Component material (copper, aluminum, steel, etc.) if relevant.

Installation Information

Field	Description
Installation Date	When this specific part was installed. For original parts, this is the asset installation date. For replacements, this is the replacement date.
Installed By	Technician or company who installed this part.
Installation Cost	Labor and material cost for installation (for replacement planning).
Original vs Replacement	Is this the original part from the asset or a replacement?

Lifecycle Information

Field	Description
Expected Life	Expected lifespan in years or hours of operation based on manufacturer specs.
Replacement Cycle	How often this part typically needs replacement: annually, every 2 years, every 5 years, based on runtime, etc.
Operating Hours	For parts tracked by runtime, record total operating hours.
Last Replacement Date	When this part was last replaced (if it’s been replaced multiple times).
Next Replacement Due	Calculated based on expected life and installation date.

Warranty Information

Field	Description
Warranty Start Date	When warranty coverage begins for this component.
Warranty End Date	When warranty expires. May differ from asset warranty.
Warranty Type	Parts only, labor included, or full coverage.
Warranty Provider	Manufacturer warranty or separate warranty company.
Warranty Document	Upload warranty certificate or terms.

Some parts have warranties that outlast the main asset warranty or start when the part is installed/replaced. Always check part-level warranty before authorizing repairs.

Inventory Connection

Field	Description
Stock Item	Link to inventory stock item if you maintain parts inventory.
Reorder Point	When stock of this part reaches this level, trigger reorder.
Preferred Vendor	Which supplier you purchase this part from.
Lead Time	How long it takes to obtain this part (for emergency planning).
Cost	Standard replacement cost for this part.

Maintenance Requirements

Field	Description
Maintenance Schedule	How often this specific component needs service: Monthly, Quarterly, Annual, or based on operating hours.
Last Service Date	When this part was last serviced or inspected.
Next Service Due	When next maintenance is scheduled.
Service Notes	Special service procedures or requirements for this component.

Technical Information

Field	Description
Specifications Sheet	Upload technical spec sheet from manufacturer.
Wiring Diagram	Upload electrical diagrams if applicable.
Installation Manual	Installation instructions for this component.
Service Manual	Service and troubleshooting guide for this part.
Photos	Photos of the component, nameplate, and installation location.

Notes

Field	Description
Notes	Internal notes about this part. Document: common failure modes, special tools required, known issues, upgrade options, cross-reference part numbers from other manufacturers.
Replacement History	Track each time this part has been replaced: dates, reasons, costs.

Common Asset Parts by Equipment Type

HVAC Systems

Compressor

Track: Model, tonnage, refrigerant type, serial number, warranty (typically 5-10 years)Expected Life: 10-15 yearsWhy Track: Most expensive component, warranty coverage, failure patterns

Blower Motor

Track: Horsepower, voltage, RPM, bearing typeExpected Life: 10-20 yearsWhy Track: Common failure point, multiple motors in system, different replacement intervals

Evaporator/Condenser Coils

Track: Size, material (copper/aluminum), fin typeExpected Life: 10-15 yearsWhy Track: Corrosion tracking, leak history, warranty coverage

Control Board

Track: Model number, firmware version, voltageExpected Life: 5-10 yearsWhy Track: Expensive, lightning damage common, obsolescence tracking

Elevators

Motor/Drive System

Track: Horsepower, type (AC/DC, traction/hydraulic), speedExpected Life: 20-30 yearsWhy Track: Most expensive component, rebuild vs replace decisions

Controller

Track: Manufacturer, model, software versionExpected Life: 15-20 yearsWhy Track: Obsolescence issues, programming backups, upgrade planning

Door Operator

Track: Type, voltage, door weight capacityExpected Life: 15-20 yearsWhy Track: Safety-critical, frequent service needs, code compliance

Electrical Systems

Generator

Track: KW output, fuel type, engine model, transfer switch modelExpected Life: 20-30 yearsWhy Track: Critical emergency equipment, expensive, extensive service requirements

UPS Battery Bank

Track: Voltage, amp-hour capacity, number of batteries, manufacture dateExpected Life: 3-5 yearsWhy Track: Predictable replacement cycle, performance degradation, criticality

Transformer

Track: KVA rating, primary/secondary voltage, cooling typeExpected Life: 30+ yearsWhy Track: Expensive, load capacity planning, oil sampling for diagnostics

Part Status Management

Status Types

Status	Description	When to Use
Active	Part is currently installed and operational	Normal operating state
Under Warranty	Part is installed and covered by active warranty	Warranty period
Replaced	Part has been removed and replaced	After replacement work order completed
Failed	Part has failed but not yet replaced	When equipment is down awaiting part
Retired	Part was removed when asset was retired	Asset decommissioned
Stock	Spare part in inventory, not yet installed	Pre-stocked replacement parts

Tracking Replacements

When a part is replaced:

Update the old part status to “Replaced”
Note the replacement date and reason for replacement
Create a new part record for the replacement (or update installation date if tracking same part slot)
Document replacement cost and labor hours
Start new warranty period if applicable

This creates a complete replacement history for analysis and planning.

Part Detail View

When you click on an asset part row in the list, you open the detailed view showing comprehensive information and additional features:

Detail View Sections

Part Information

The top section displays all part details:

Part name and identification
Type and category
Approval numbers or certifications
Installation date
Replacement cycle information
Last replacement date
Next scheduled replacement
Notes and remarks about replacement scheduling

Checklists

Associate maintenance checklists with specific parts. This section shows:

All checklists assigned to this part
Checklist completion status
Last time each checklist was completed
Quick access to perform checklist inspections

Use Case: For parts requiring regular inspections (safety equipment, critical components), attach checklists to ensure consistent inspection procedures. For example, a generator part might have monthly inspection checklists for fluid levels, battery condition, and belt tension.

History (Audit Trail)

Complete audit trail showing every change made to this part record:

Date & Time - When the change occurred
User - Who made the change
Section - Which area of the record was changed
Field Changed - Specific field that was modified
Previous Value - What the value was before
New Value - What it was changed to

This history is permanent and cannot be deleted, providing full accountability and traceability for compliance and troubleshooting.Examples of tracked changes:

Status changes (Active → Replaced)
Installation date updates
Serial number corrections
Warranty information changes
Maintenance schedule adjustments

Benefits of Detail View Features

Compliance & Auditing

The history log provides complete traceability for regulatory compliance and quality audits. Know exactly when parts were installed, who authorized changes, and what modifications were made.

Preventive Maintenance

Checklists ensure consistent inspection procedures across all technicians. Schedule recurring checklist inspections to catch issues before they become failures.

Troubleshooting

When investigating equipment problems, the history shows what changed and when. Did performance decline after a part was replaced? Check the history to see what happened.

Training & Knowledge Transfer

New technicians can review part history to understand maintenance patterns, common issues, and service procedures used by experienced staff.

Using Checklists Effectively

Create Standard Checklists

Develop standardized inspection checklists for common part types. For example, “Monthly Generator Inspection” or “Quarterly Compressor Check”.

Assign to Parts

Link appropriate checklists to individual part records. Not every part needs a checklist - focus on safety-critical and high-value components.

Schedule Inspections

Set up recurring reminders to complete checklist inspections based on part maintenance requirements.

Complete During Service

When servicing equipment, technicians complete the checklist directly in the part detail view, recording observations and measurements.

Review Trends

Over time, checklist history reveals patterns: declining performance, recurring issues, or needed adjustments to maintenance frequency.

Use the history log to investigate recurring failures. If a part type consistently fails at certain intervals or after specific events, the history across multiple parts will reveal patterns that help you adjust maintenance schedules or identify installation issues.

Asset Part Actions

From the List View

View Details

See complete part information, replacement history, and service records.

Edit Part

Update part information, status, or maintenance schedule.

Create Work Order

Generate a work order for part replacement or service.

Order Replacement

Initiate purchase order for replacement part if linked to inventory.

View Parent Asset

Jump to the parent asset record to see the complete system.

Replacement History

View complete replacement history for this part type.

From the Detail View

When viewing a part’s detail page, you can:

Edit Part Information - Update any field including installation dates, warranty info, or specifications
Manage Checklists - Add, remove, or complete inspection checklists associated with this part
Perform Checklist Inspection - Complete assigned checklists directly from the part record
Review Change History - View complete audit trail of all modifications to this part record
Create Work Order - Generate a work order specifically for this part
Link to Parent Asset - Navigate to the parent asset to see the complete equipment context
Upload Documents - Attach spec sheets, photos, or service records
View Service History - See all work orders that involved this part

The history/audit trail is particularly valuable for compliance and troubleshooting. Every field change is logged permanently with timestamp, user, and before/after values.

Tips and Best Practices

Focus on High-Value Parts

Don’t track every component. Focus asset part records on:

Expensive parts (compressors, motors, control boards)
Warranty-tracked components
Parts with predictable failure patterns
Safety-critical components

Low-value consumables (filters, belts) don’t need individual part records unless tracking provides business value.

Document Replacement Reasons

When replacing parts, always document why:

Normal wear/end of life
Unexpected failure
Upgrade or improvement
Damage (lightning, corrosion, accident)

This data helps identify systemic issues and optimize maintenance schedules.

Photo Documentation

Take photos of parts showing:

Nameplate with model/part number
Serial number label
Physical condition
Installation location

Photos help technicians order correct parts and verify compatibility.

Track Original vs Aftermarket

Document whether replacements are OEM (Original Equipment Manufacturer) or aftermarket parts. Track performance differences and use this data to make informed decisions about part sourcing.

Link to Inventory

Connect commonly replaced parts to your inventory system. This enables:

Automatic reordering when stock is low
Better cost tracking
Faster emergency replacements (parts already in stock)
Improved cash flow management

Plan Ahead for Obsolescence

For control boards and electronic components, track:

Manufacturer support end dates
Availability of replacements
Compatible upgrade options

This prevents emergency scrambles when critical parts are discontinued.

Use Parts Data for Preventive Replacement

Analyze replacement history to identify parts that should be replaced preventively before failure. For example, if compressors consistently fail at 12 years, recommend preventive replacement at 10-11 years.

Leverage Warranty Coverage

Before replacing any part, check warranty status at both:

Asset level (whole unit warranty)
Part level (component warranty)

Some components have extended warranties. Using warranty coverage saves money and improves margins.

Common Questions

Do I need to create asset part records for everything?

No. Create part records for components where tracking provides value:

Expensive parts
Frequently replaced items
Warranty-tracked components
Parts with independent service schedules

You don’t need part records for inexpensive consumables or items that are always replaced as part of routine maintenance (unless you need that level of tracking).

Should I create a new part record when I replace a component?

Two approaches work:Option 1 - New Record: Create a new part record for each replacement. Provides complete historical tracking but creates more records.Option 2 - Update Existing: Update the same part record with new installation date and increment a “Times Replaced” counter. Simpler but less detailed history.Choose based on your tracking needs. For expensive, infrequently replaced parts (compressors), option 1 provides better data. For routine replacements, option 2 may be sufficient.

How do I track parts that have been replaced multiple times?

Use the Replacement History field to document:

Date of each replacement
Reason for replacement
Cost and labor hours
Who performed the work

This creates a timeline showing how often the part fails and helps identify patterns.

Can I move a part from one asset to another?

Yes. Edit the part record and change the Parent Asset field. This is useful when components are salvaged from retired equipment and used in other systems. The part’s history moves with it.

What's the difference between Asset Status and Part Status?

Asset Status reflects the overall operational state of the equipment (Active, Out of Service, etc.).Part Status reflects the state of individual components (Active, Failed, Replaced, etc.).An asset can be “Under Maintenance” while a specific part is “Failed” and awaiting replacement.

How do I handle parts that are refurbished or repaired?

Document this in the notes and maintenance history. You might create a new service record noting:

Date repaired/refurbished
What was done
Cost
Expected remaining life after repair

This is common for expensive components like compressors that can be rebuilt rather than replaced.

Should I track serial numbers for all parts?

Track serial numbers when:

Manufacturer requires serial numbers for warranty claims
Part is expensive and worth individual tracking
Component has recall or safety concerns

Many parts don’t have serial numbers or they’re not relevant for tracking purposes. Don’t force it if it doesn’t add value.

How do I use parts data for inventory management?

Analyze replacement frequency to determine what to stock:

Fast-Moving Parts - Replaced frequently (quarterly/semi-annually): Keep in stock
Slow-Moving Parts - Replaced annually or less: Order as needed
Emergency Critical - Rare failures but critical when they happen: Consider stocking one spare

Parts data shows you what actually needs stocking based on your real service history, not guesswork.

What are checklists and how do I use them with parts?

Checklists are standardized inspection procedures you can attach to specific parts. When you click on a part to view its details, you’ll see a Checklists section showing all assigned checklists.Use checklists for:

Recurring inspections (monthly generator checks, quarterly compressor inspections)
Safety-critical components requiring documented inspections
Warranty compliance (some warranties require documented maintenance)
Training new technicians (checklists ensure consistent procedures)

Technicians complete checklists during service visits, and all completions are logged for compliance and analysis.

What is the History/Audit Trail feature?

The History section in the part detail view shows a complete, permanent log of every change made to the part record. Each entry shows:

When the change was made (date and time)
Who made the change (user name)
What section of the record was changed
Which specific field was modified
The previous value and new value

This is valuable for:

Compliance and regulatory audits
Investigating equipment problems (what changed before performance declined?)
Accountability (who authorized part replacements or changes?)
Training (see how experienced technicians handle situations)

The history cannot be deleted or modified - it’s a permanent, tamper-proof audit trail.

Can I see who changed a part's information?

Yes! Click on any part to open the detail view, then scroll to the History section at the bottom. Every modification is logged with the user’s name, timestamp, and exactly what changed. This is especially useful for tracking down when serial numbers were updated, when warranty information was added, or when installation dates were modified.

Assets

Manage parent assets that contain these parts.

Parts Inventory

Manage inventory of replacement parts.

Work Order Wizard

Create work orders for part replacement.

Preventive Maintenance

Schedule part-specific maintenance tasks.

Getting Started

SERVICE APPS

WORK ORDER & JOBS

CUSTOMER MANAGEMENT

SERVICE MANAGEMENT

Products & Inventory

WORKFORCE

ADMINISTRATION

API REFERENCE

​Overview

​When to Use Asset Parts

​Understanding Asset Parts

​Part Hierarchy

​When to Create Asset Parts

​Asset Parts List View

​Key Features

​Asset Parts List Columns

​Creating a New Asset Part

​Asset Part Information Fields

​Basic Information

​Component Details

​Installation Information

​Lifecycle Information

​Warranty Information

​Inventory Connection

​Maintenance Requirements

​Technical Information

​Notes

​Common Asset Parts by Equipment Type

​HVAC Systems

​Elevators

​Electrical Systems

​Part Status Management

​Status Types

​Tracking Replacements

​Part Detail View

​Detail View Sections

​Benefits of Detail View Features

Compliance & Auditing

Preventive Maintenance

Troubleshooting

Training & Knowledge Transfer

​Using Checklists Effectively

​Asset Part Actions

​From the List View

View Details

Edit Part

Create Work Order

Order Replacement

View Parent Asset

Replacement History

​From the Detail View

​Tips and Best Practices

​Common Questions

​Related Documentation

Assets

Parts Inventory

Work Order Wizard

Preventive Maintenance

Overview

When to Use Asset Parts

Understanding Asset Parts

Part Hierarchy

When to Create Asset Parts

Asset Parts List View

Key Features

Asset Parts List Columns

Creating a New Asset Part

Asset Part Information Fields

Basic Information

Component Details

Installation Information

Lifecycle Information

Warranty Information

Inventory Connection

Maintenance Requirements

Technical Information

Notes

Common Asset Parts by Equipment Type

HVAC Systems

Elevators

Electrical Systems

Part Status Management

Status Types

Tracking Replacements

Part Detail View

Detail View Sections

Benefits of Detail View Features

Using Checklists Effectively

Asset Part Actions

From the List View

From the Detail View

Tips and Best Practices

Common Questions

Related Documentation