Adding Parts to Inventory

Add parts to inventory when you bring in new stock or need to start tracking a new item. A clean part record makes it easier to manage quantities, reorder points, and parts cost over time.

‍

Overview

The Inventory tab is where your team tracks parts that are kept in stock. Adding parts the right way helps with inventory counts, reorder planning, and cost reporting across Parts Management.

It also makes later steps easier when a part needs to be used on a repair, requested for a job, or reviewed in Viewing Parts Inventory.

‍

Adding a New Part

You can add a new part from the Inventory tab in Maintenance → Parts Management. Start by creating the part record, then fill in the stock and reorder details before saving.

Step 1: Open Inventory

Go to Maintenance → Parts Management → Inventory.

Step 2: Click Add Part

Click Add Part or the plus icon to open a new part record.

Step 3: Enter part information

Add the main details for the part so it is easy to find and use later. Common fields include:

• Part Number - manufacturer or internal part number
• Name - the part name your team will recognize
• Description - extra details about the item
• Category - part group, such as filters or fluids
• Unit Cost - cost per item
• Location - where the part is stored

Step 4: Set inventory levels

After the basic part details are entered, add the stock settings that control how the item is tracked in inventory.

Set the:

• Initial quantity on hand
• Reorder point
• Reorder quantity

Step 5: Save the part

Once the record is saved, the part becomes available in inventory and can be used later in Adding Parts to Work Orders or parts request workflows.

‍

Part Categories

Categories help keep inventory organized and make filtering easier as your stock list grows. A simple category structure usually makes it faster to search, count, and report on parts.

Common categories include:

• Filters - oil, air, fuel, and hydraulic filters
• Fluids - oil, coolant, and hydraulic fluid
• Belts and Hoses
• Electrical
• Brake Components
• Custom categories for your own setup

‍

Best Practices

A good setup saves time later. Clear names, accurate costs, and realistic reorder levels make inventory easier to trust and easier to maintain.

A few good habits:

• use consistent naming across your inventory
• include manufacturer part numbers when possible
• set reorder points based on actual usage
• keep storage locations accurate

‍

Tips

Small setup choices can make a big difference once the part starts getting used in repairs and orders. It is usually better to add parts before they are urgently needed on a work order.

• add parts before they are needed for a repair
• include alternate part numbers if your team uses them
• attach spec sheets or images when helpful
• review unit cost regularly so parts reporting stays accurate