Overview
Part Inventory provides a consolidated view of stock levels across all warehouse locations. This view shows what parts are available, where they’re located, and helps manage inventory replenishment and distribution.This view combines data from all warehouses, including central facilities, branch locations, and technician vehicles. Use it to get a complete picture of inventory across your organization.
When to Use Part Inventory
Access this view when:- Checking Stock - Finding where parts are available
- Balancing Inventory - Identifying locations with too much or too little stock
- Planning Transfers - Deciding where to move inventory
- Analyzing Usage - Understanding consumption patterns
- Managing Replenishment - Identifying parts that need ordering
Part Inventory Information
The inventory view shows:| Field | Description |
|---|---|
| Part Number | Part identification number |
| Part Name | Description of the part |
| Warehouse | Storage location |
| Quantity On Hand | Current available stock |
| Quantity Reserved | Stock reserved for orders |
| Quantity Available | On hand minus reserved |
| Min Level | Minimum stock threshold |
| Max Level | Maximum stock threshold |
| Reorder Point | When to trigger reorder |
| Last Activity | Date of last inventory movement |
Stock Status Indicators
| Status | Meaning | Action Needed |
|---|---|---|
| In Stock | Above minimum level | No action |
| Low Stock | Below minimum, above zero | Consider reordering |
| Out of Stock | Zero available | Reorder urgently |
| Overstock | Above maximum level | Consider transfers |
| Reserved | Allocated to orders | Available will decrease |
Viewing Inventory
Filtering Options
Filter the inventory view by:- Warehouse - Specific location
- Part Category - Type of parts
- Stock Status - Low, out, overstock
- Part Number/Name - Search for specific parts
- Last Activity Date - Recently moved items
Inventory Summary
The view can display:| View Type | Shows |
|---|---|
| By Location | Stock for each warehouse separately |
| Consolidated | Total stock across all locations |
| By Part | All locations for a specific part |
| Below Minimum | Only parts needing attention |
Toggle between views based on your current task. Use consolidated view for overall inventory health, location view for specific warehouse management.
Managing Stock Levels
Setting Min/Max Levels
For each part at each location:Stock Adjustments
Correct inventory counts:| Adjustment Type | When to Use |
|---|---|
| Add Stock | Found inventory, received shipment |
| Remove Stock | Damaged, lost, used |
| Count Adjustment | After physical inventory |
| Transfer | Moving between locations |
Stock Transfers
Initiating Transfers
Move parts between locations:Transfer Types
| Type | Description |
|---|---|
| Standard | Regular transfer between warehouses |
| Emergency | Rush transfer for urgent needs |
| Replenishment | Restocking vehicle inventory |
| Return | Sending parts back (excess, defective) |
Inventory Analysis
Key Metrics
| Metric | Description | Use |
|---|---|---|
| Turn Rate | How often inventory sells/uses | Identify slow-moving stock |
| Fill Rate | Orders filled from stock | Measure service level |
| Stock Value | Dollar value of inventory | Financial reporting |
| Days of Supply | How long stock will last | Planning orders |
Reports
Generate reports for:- Stock valuation by location
- Parts below minimum level
- Slow-moving inventory
- Usage trends over time
- Transfer history
Best Practices
Set Appropriate Levels
Set Appropriate Levels
Base min/max levels on actual usage data. Review and adjust periodically as usage patterns change.
Regular Counts
Regular Counts
Perform cycle counts regularly. Don’t wait for annual inventory to find and correct discrepancies.
Address Variances
Address Variances
Investigate significant variances between system and actual counts. Find root causes to prevent future issues.
Balance Locations
Balance Locations
Monitor inventory distribution across locations. Transfer stock from overstock locations to low-stock areas.
Review Slow Movers
Review Slow Movers
Identify parts with no recent activity. Consider returning to suppliers or writing off obsolete items.
Document Everything
Document Everything
Use adjustment reason codes consistently. Complete documentation supports audits and problem-solving.
Common Questions
Why doesn't my count match the system?
Why doesn't my count match the system?
Common causes include: unreported usage, receiving errors, transfers not confirmed, theft/loss, or counting errors. Investigate the transaction history to identify the source.
How do reserved quantities work?
How do reserved quantities work?
Parts are reserved when assigned to work orders. Reserved stock shows as unavailable for other orders but remains physically in the location until actually used.
Can I see inventory history?
Can I see inventory history?
Yes, view transaction history to see all movements for a part at a location. History includes adjustments, transfers, usage, and receipts.
How do I handle damaged inventory?
How do I handle damaged inventory?
Create a stock adjustment to remove the damaged quantity. Use a damage reason code and document the issue for records and potential supplier claims.
What's the difference between On Hand and Available?
What's the difference between On Hand and Available?
On Hand is physical quantity present. Available is On Hand minus Reserved (allocated to orders). You can have stock on hand but none available if it’s all reserved.
How often should I count inventory?
How often should I count inventory?
High-value and fast-moving items should be counted frequently (weekly or monthly). Slower-moving items can be counted quarterly or annually. Use cycle counting to spread the workload.
Related Documentation
Parts
Managing part records
Warehouses
Storage location management
Material Requests
Requesting parts for jobs
Export
Exporting inventory data