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Overview

Parts represent consumable items, replacement components, and service materials used during maintenance and repair work. Unlike Products (which are installed equipment), Parts are items that technicians consume or replace while servicing assets. Parts List View
Parts are consumables (filters, batteries, sensors) while Products are the equipment being serviced (HVAC units, fire doors). Parts get used up during service; Products get maintained.

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When to Use Parts

Use the Parts module to:
  • Catalog replacement components for serviced equipment
  • Track consumable materials (filters, fluids, batteries)
  • Define spare parts inventory
  • Set up automatic part addition to tasks
  • Manage part costs for billing and inventory
  • Schedule replacement based on wear cycles
  • Link parts to specific equipment checklists

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Parts List View

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What You See

The Parts list displays your parts catalog:
ColumnShows
LaborLabor checkbox indicator
Manufacturer/OEM Part NumberManufacturer’s part number
NamePart name/description
Item NumberYour internal article/item number
ManufacturerPart manufacturer
FrozenInventory frozen status
Unit of MeasureMeasurement unit (dropdown)

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List Features

  • Search - Find parts by name, article number, or manufacturer
  • New - Add new part to catalog
  • Actions - Edit or delete parts
  • Filter - Filter by type, manufacturer, or status
  • Sort - Click columns to sort

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Creating a Part

When you click New:

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Basic Information

FieldDescription
NamePart name (e.g., “HVAC Filter 20x25x4”, “Fire Door Battery 12V”)
Article NumberYour internal SKU/part number
CodeSpecial code for auto-population (battery, smoke_switch, ceiling_detector)
DescriptionDetailed part specifications and usage notes

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Classification

FieldOptionsDescription
TypeDropdownSparepart - Replacement components
Wearpart - Parts that wear out
Consumable - Used up items (fluids, filters)
Service - Service materials
Replacement CycleDropdownMonthly, Quarterly, Semi-Annual, Yearly, Every 2/4/8 Years

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Supplier & Pricing

FieldDescription
ManufacturerPart manufacturer name
CostYour cost per unit
PE per UnitPrice per unit (purchase)
ME per UnitMaterial expense per unit
PE von VEPrice from sales unit
Cost von VECost from sales unit

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Inventory Flags

FieldDescription
Purchase ItemCan be purchased from suppliers
Sales ItemCan be sold to customers
Inventory ItemTracked in warehouse inventory

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Automation Settings

FieldDescription
Auto Add for New Task on WizardAutomatically add this part when creating tasks via wizard
Auto Approved for Material RequestSkip approval for material requests of this part
Auto Add for Task TypeAutomatically add for specific task types
Allowed Task Type to Auto AddSpecify which task types trigger auto-addition

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Usage Notes

FieldDescription
ReportMaster template for replacement reports (when part replacement is overdue)
Remark Next UseInstructions for next use
Remark Under Next UseAdditional usage remarks

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Part Detail View

When you click on a part:

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Information Tab

All part specifications, pricing, and settings.

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Related Items Tabs

Maintenance checklists that include this part. Links parts to inspection procedures.Example: “HVAC Filter” part linked to “HVAC Quarterly Maintenance” checklist.
All tasks where this part has been used. Track consumption history and patterns.Insights: Identify frequently used parts, consumption rates, common failure items.
Assets that have this part installed as a trackable component. Used when parts have serial numbers or require individual tracking.Use Case: Battery packs with replacement dates, safety-critical components with certifications.
Inventory levels per warehouse if marked as Inventory Item.Management: View stock, adjust quantities, transfer between warehouses.
Complete audit trail of part record changes.

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Common Part Scenarios

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Scenario 1: Adding Consumable Parts

Goal: Set up air filters that technicians use regularly Steps:
  1. Click New Part
  2. Enter details:
    • Name: “HVAC Air Filter 20x25x4 MERV-13”
    • Article Number: “FILT-20254-M13”
    • Type: “Consumable”
    • Cost: $12.50
    • Manufacturer: “FilterPro Inc”
  3. Check Inventory Item (you stock these)
  4. Check Auto Add for New Task on Wizard if used in most HVAC tasks
  5. Set Replacement Cycle: “Quarterly”
  6. Save
Result: Part available for task assignment, inventory tracked, auto-added to relevant tasks.

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Scenario 2: Parts with Replacement Cycles

Goal: Track battery replacements with automatic scheduling Steps:
  1. Create part: “Fire Door Battery 12V 7Ah”
  2. Set Code: “battery” (enables auto-population to asset parts)
  3. Set Replacement Cycle: “Every 2 Years”
  4. Set Cost: $45.00
  5. Link to checklist: “Fire Door Annual Inspection”
  6. Enable Report with template: “Battery replacement recommended - inspect voltage and load test results”
Result: When batteries reach replacement cycle, system generates alerts and reports using your template.

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Scenario 3: Auto-Adding Parts to Tasks

Goal: Automatically include lubricant in all door maintenance tasks Setup:
  1. Create part: “Door Hinge Lubricant 400ml”
  2. Check Auto Add for Task Type
  3. Set Allowed Task Type: “preventive_maintenance,scheduled_maintenance”
  4. Check Auto Approved for Material Request
Result: Whenever technician creates preventive or scheduled maintenance task, lubricant auto-adds to parts list and material request auto-approves.

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Scenario 4: Tracking Spare Parts

Goal: Manage critical spare components kept in stock Setup:
  1. Create part: “Smoke Detector Replacement Head”
  2. Type: “Sparepart”
  3. Check Inventory Item, Purchase Item, Sales Item
  4. Set min/max stock levels (in warehouse settings)
  5. Link to assets where used
Management: Track which assets use this part, monitor stock levels, reorder when low.

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Part Actions

Edit Part

Update details, pricing, or settings. Changes apply to future usage; doesn’t affect historical records.

Delete Part

Remove from catalog. Only possible if not linked to tasks, assets, or inventory transactions.

View Usage

See consumption history across tasks and work orders. Identify high-usage parts.

Check Stock

Quick view of inventory levels across warehouses (if Inventory Item enabled).

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Tips and Best Practices

Create a logical part numbering system:
  • Category prefix: FILT- (filters), BAT- (batteries), SEN- (sensors)
  • Specification: 20254 (size), 12V (voltage)
  • Variant: M13 (MERV rating), LA (lead acid)
Example: FILT-20254-M13 = Filter, 20x25x4, MERV-13Why: Easy identification, prevents duplicate entries, scales as catalog grows.
Base replacement cycles on:
  • Manufacturer recommendations
  • Regulatory requirements (smoke detectors, batteries)
  • Historical failure data
  • Environmental conditions
Impact: Proactive replacements prevent failures, system schedules reminders automatically.
Enable auto-add for parts that are:
  • Used in every service of a type (lubricants, cleaning supplies)
  • Required by procedure (safety items, compliance materials)
  • Frequently forgotten but needed
Don’t Auto-Add: Repair parts needed only sometimes, expensive items, customer-specific materials.
Enable Inventory Item for:
  • Long lead-time parts
  • Critical safety components
  • High-cost items requiring approval
  • Commonly used consumables
Benefit: Prevent stockouts, track usage trends, calculate inventory costs.
Use Description field for:
  • Technical specifications
  • Compatibility notes (“Use only with Model X”)
  • Installation instructions
  • Safety warnings
  • Acceptable substitutes
Helps: Technicians select correct parts, reduce errors, speed up ordering.
Keep cost data current:
  • Update when supplier prices change
  • Include average shipping if applicable
  • Account for bulk discounts
  • Track cost trends over time
Usage: Accurate job costing, correct billing, inventory valuation.
Set Code field for parts that auto-populate to asset parts:
  • battery - Auto-adds to battery fields
  • smoke_switch - Auto-adds to smoke detector fields
  • ceiling_detector - Auto-adds to ceiling detector fields
Result: When creating assets with these components, part auto-links.

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Common Questions

Products:
  • Equipment you service (fire doors, HVAC units)
  • Installed at customer sites as assets
  • Have maintenance schedules
  • Example: “Commercial HVAC Unit RTU-500”
Parts:
  • Items consumed during service
  • Replaced components or materials
  • Tracked by consumption, not installation
  • Example: “HVAC Filter 20x25”, “Door Hinge Lubricant”
Relationship: Parts are used to maintain Products.
Enable Inventory Item for:
  • Parts you stock in warehouses
  • Expensive items requiring approval
  • Critical parts with long lead times
  • Items you want to track consumption of
Don’t Enable for:
  • Low-value consumables bought as-needed
  • Customer-supplied parts
  • Service labor (use Type: Service instead)
  • One-time special order items
Why: Inventory tracking adds overhead - use only when value justifies it.
Replacement Cycle defines:
  • How often part should be replaced
  • System calculates next replacement date
  • Generates alerts when replacement overdue
  • Appears in proactive maintenance reports
Used For:
  • Batteries (every 2 years)
  • Smoke detectors (every 8 years per code)
  • Filters (quarterly)
  • Wear parts (based on hours/cycles)
Triggers: Preventive maintenance tasks and replacement reminders.
Automatically includes part when:
  • Technician creates task via wizard
  • Task type matches allowed types
  • Saves technician time on common tasks
Example Setup:
  • Part: “Door Hinge Lubricant”
  • Auto Add: Enabled
  • Allowed Types: “preventive_maintenance”
  • Result: Every preventive task auto-includes lubricant
Caution: Only use for parts needed in most/all tasks of that type.
Part records store base cost/pricing:
  • Cost: Your purchase cost
  • PE/ME fields: Standard pricing
For customer-specific pricing:
  • Use service contract pricing rules
  • Configure markup percentages per customer
  • Override prices on individual work orders
Part record = base price; Contracts/Work Orders = actual billed price.
Report field is a template for:
  • Automatic replacement reports
  • Triggered when part passes replacement cycle
  • Populated to asset part replacement notifications
Example:
  • Part: “Battery 12V”
  • Report template: “Battery voltage test shows [X]V under load. Recommend replacement per 2-year cycle. Last install date: [DATE].”
System fills placeholders with actual data when generating reports.
Deletion only possible if part is not:
  • Used in any tasks (historical or active)
  • Linked to assets as tracked component
  • Referenced in work orders
  • Has inventory transactions
If in use: System prevents deletion and shows references.Alternative: Mark as discontinued in description, stop auto-add, remove from inventory.

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Related Documentation

Products

Equipment that uses these parts. Parts are consumed servicing products.

Tasks

Add parts to tasks for material tracking and billing.

Asset Parts

Track individual part installations on specific assets with serial numbers.

Warehouses

Manage part inventory across warehouse locations.