Spare Parts — Managing Your Parts Inventory
The Spare Parts tab gives you a complete system for managing your maintenance parts inventory — from tracking stock on hand to raising purchase orders with suppliers. It consists of three sub-sections: Spare Parts Register, Spare Parts Pricing, and Purchase Orders.
Spare Parts Overview Page
When you click Spare Parts in the top navigation, you will see three quick-access cards:
Spare Parts Register — View, add and update your spare parts inventory.
Spare Parts Pricing — Manage pricing records linked to suppliers for each part.
Purchase Orders — View, create and manage spare parts ordering.
Below these cards is the Order Alerts section, which automatically flags any parts that have reached or are approaching their minimum stock level.
Order Alerts
The Order Alerts table shows parts that need to be reordered, with the following columns:
Spare Part Name — The part code and name (e.g. "#EL206500-020 - 25MM HD CLARET WINE TRANSFER").
SOH (Stock on Hand) — Current quantity in stock.
Min — The minimum stock level threshold set for the part.
Order Status — Either Order Now (stock has hit minimum) or Order Soon (stock is approaching minimum).
Use this section as your daily reorder checklist to ensure critical parts are always available.
Spare Parts Register
The Spare Parts Inventory list shows all parts with:
Spare Part Name — Part code and description.
Part No & Notes — The manufacturer or supplier part number.
Link to Asset Required — The asset this part is associated with (shown as a tag, e.g. "2015 01 001 - Pasteuriser").
Link to Supplier CRM — The supplier who provides this part (e.g. "Matrix Process Solutions", "Bondor").
Use the Link to Supplier CRM and Link to Asset Required filter buttons to narrow down the list.
Adding a New Spare Part
Click + Add Spare Part in the top right of the Spare Parts Inventory view.
Enter the part details including:
Spare Part Name and Part Number
Min and Max stock levels
Order Quantity
Link to the relevant asset
Link to the supplier in your CRM
Photo (optional)
Notes
Save — the part will appear in the register and be monitored for stock alerts.
Spare Part Detail Record
Clicking into any spare part opens its full record with six tabs:
Key Details — Part name, part number, photo, Min/Max stock levels, order quantity, linked asset and notes. Also shows current Order Status (e.g. "Order Now" highlighted in red) and Stock on Hand.
Job Sheets — All maintenance job sheets where this part has been used, linked to the relevant asset.
PO's — Purchase orders raised for this part, including PO number, order status (e.g. Sent), supplier and order date.
Pricing — Supplier pricing records for the part, including the order item code, supplier name and price per unit.
Suppliers — The suppliers linked to this part.
Transactions — A history of stock movements for this part.
Purchase Orders
To raise a purchase order for a spare part:
Open the spare part record and go to the PO's tab.
Click + New Spare Parts Ordering PO's.
Fill in the PO details including the supplier, order date and quantity.
Save — the PO will appear in the list with a status of Sent once dispatched to the supplier.
Tips
Always link spare parts to both an asset and a supplier — this makes it easy to find the right part and contact the right supplier when a job is raised.
Set sensible Min and Max stock levels for critical parts so Order Alerts fire before you run out.
Check the Order Alerts section on the Spare Parts home page regularly — ideally as part of a weekly maintenance review.
Use the Pricing tab to compare costs across suppliers over time.