Spare Parts¶
Spare Parts gives you a fleet-wide view of your parts inventory with maintenance in mind — stock levels, reorder thresholds, which parts fit which asset, and a record of what's been used on which Work Order.
Navigate to Asset Management → Spare Parts for the fleet-wide catalog, or an asset's own detail page (under Asset Registry) to manage which parts fit it.
Built on your existing Stores catalog
Spare Parts doesn't keep a separate parts list or stock count — it reads directly from the same item catalog and stock quantities used elsewhere in the platform's Stores module. Creating a brand-new item still happens in Stores; Spare Parts adds maintenance-specific information (reorder thresholds, criticality, which assets a part fits) on top of items that already exist there.
Fleet-wide Spare Parts page¶
A summary strip shows Catalog Items and Low Stock counts. Below it:
- Search by item name, item code, or material.
- Low Stock Only filter chip, showing only items at or below their reorder point.
The table lists every item in your catalog with its current stock, reorder point, criticality, and how many assets list it as a compatible part. Items below their reorder point are flagged with a Low badge.
Setting a reorder policy¶
Click Edit Policy on any item's row (requires engineer access) to set:
| Field | Description |
|---|---|
| Min Stock | Lowest quantity you want to allow before restocking |
| Max Stock | Target quantity when restocked |
| Reorder Point | Stock level that triggers the Low flag |
| Lead Time (days) | How long a reorder typically takes to arrive |
| Criticality | Critical, High, Medium, or Low |
An item with no reorder policy set shows no threshold and is never flagged as low stock — set a policy for any part you want tracked this way.
Low stock is a visual flag, not an alert
Low Stock is shown on this page and on each asset's Compatible Parts card, but it doesn't currently send a notification the way overdue Maintenance or Inspections do. Check the Spare Parts page periodically, or filter to Low Stock Only, to catch parts that need reordering.
Compatible Parts on an asset's page¶
Open an asset's detail page and find the Compatible Parts card to see which spare parts fit that asset, with the same stock/criticality information as the fleet-wide page.
To link a part to the asset (requires engineer access):
- Click Add Part.
- Enter the Item Code of an existing Stores item.
- Optionally add Notes (e.g. "left-side bearing only").
- Click Save.
Use Delete on a row to unlink a part from the asset — this doesn't affect the item itself or its stock, only the compatibility link.
A Manage all spare parts link on this card jumps to the fleet-wide Spare Parts page.
Recording parts used on a Work Order¶
Open a maintenance-type Work Order (one raised from a Maintenance Plan or via Report an Issue) and find the Parts Used card.
- Click Record Parts Used (requires engineer access).
- Enter the Item Code, Quantity, and optional Notes.
- Click Save.
This deducts the quantity from that item's stock immediately and adds a row to the Work Order's parts history, showing what was used, when, and by whom. If you record more than is currently in stock, only what's actually available is deducted and recorded — the rest isn't backordered automatically.
Maintenance Work Orders only
Parts Used only appears on maintenance-type Work Orders, not manufacturing ones — manufacturing material consumption is tracked separately through Bill of Materials.