Understanding Parts Management

4 min read

Parts Management helps you track inventory, submit part requests, and follow orders from request through delivery. It gives maintenance teams one place to manage stock and keep repairs moving without losing track of part costs.

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Accessing Parts Management

Open Maintenance > Parts Management from the main menu. CLUE’s Parts Management area includes two main tabs: Requests & Orders and Inventory. If your team is just getting started with the module, this article fits naturally with Creating Parts Requests, Managing Parts Orders, and Viewing Parts Inventory.

Status cards at the top show the open parts activity. Click a card to filter the table by that status.

Breakdown - the equipment is down and waits for parts
Requested - the parts are requested but not ordered
Ordered - the parts are ordered from the vendor
Delivery Scheduled - the parts are on the way

Use the buttons at the top of the page to search, filter, create a purchase order (Order), log a delivery (Delivery) or add a parts request (New Request).

Parts Management Requests and Orders tab listing part requests with status, PO number, part number and quantity

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Requests & Orders Tab

Use the Requests & Orders tab to follow parts through the purchasing process. This is where teams can see what has been requested, what has already been ordered, and what has been received. If someone needs to submit a new request, send them to Creating Parts Requests. If they need to follow a vendor order through delivery, Managing Parts Orders is the right next step.

Part request detail panel showing the requested part, associated asset, quantity, manufacturer and delivery location

Common stages include:

Pending Requests - parts that are needed but not ordered yet
Open Orders - parts that have been ordered and are still on the way
Received - parts that have arrived.

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Inventory Tab

Use the Inventory tab to review what is already in stock. This view helps teams check quantities, storage locations, and reorder points before requesting something new. For a closer walkthrough of the stock view, link this section to Viewing Parts Inventory. If the item is not in stock yet, users can move from here into Adding Parts to Inventory or Creating Parts Requests.

Parts inventory list with summary cards for total parts, total value, low stock and reorder suggestions

The inventory view typically shows:

Part Name / Number - the part identifier
Quantity on Hand - the current stock level
Location - where the part is stored
Reorder Point - the level where more stock should be ordered.

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Parts Workflow

Parts Management supports the full parts flow from request to use. This helps teams keep repair work connected to the parts needed for that repair. When the part is actually used on a job, Adding Parts to Work Orders is the natural next step so the cost stays tied to the work order.

Work order Parts section listing internal parts with status, quantity, unit cost and total, plus Add Kit and Add Part

A typical workflow looks like this:

Request - a mechanic requests the part
Approve - a manager reviews and approves it
Order - purchasing places the order
Receive - the part arrives and is checked in
Issue - the part is used on a work order.

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Benefits

Using Parts Management gives the shop a clearer picture of what is in stock and what still needs to be ordered. It also helps reduce repair delays, improve cost tracking, and keep the team from over-ordering the same items. If your team reviews maintenance costs by repair, this section works well with Tracking Parts Costs and Adding Parts to Work Orders.

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Tips

A few simple habits make Parts Management more useful over time. Keep inventory counts up to date, set reorder points on important parts, and make sure parts are linked back to the work orders where they were used. That keeps stock levels cleaner and gives you better repair cost history.