Inventory Management

Permissions and Navigation

• Applies to Inventory Subscribers
• Resources > Inventory

Table of Contents

• Basic of Inventory
• Parts and Products
• Part Location
• Vendor
• Alternate Parts
• Parts Received

Basic of Inventory

Column Settings

Column settings allow you to configure which columns display on the Parts Table

Download CSV

Download the Inventory list into a spreadsheet by selecting Actions > Download CSV.

Update Inventory

To update multiple existing parts or products quantities select Actions > Update Inventory

Receive 

Select Receive to receive a Purchase Order. To learn more about Purchase Orders please review Purchasing Management. 

Check-In/Out

Check parts In or Out on a Job or Work Order. Doing so will update the available quantity on the Part's Profile. This is commonly done on the mobile apps for field users.

Parts and Products

All Parts are products are may be applied to tasks within Boards or on Job Assignments. When these parts are used they will be automatically removed from the Parts Profile under the Available Quantity. Optionally track Parts and Products costs, locations, quantity thresholds, vendors, alternate parts, and history of parts received. 

Basics

• Active toggle: When a part is marked inactive it will be unavailable throughout the platform. 
• Image: Optionally include an image of the part or product.
• Part Number: This number is the identifier along with the name that gets displayed throughout the platform. 
• Rating: Rate the part from its vendors on a 5-star system
• QR Code: This field displays the current QR Code associated with the part or product.
• Name: This description is an identifier that gets displayed throughout the platform along with the part number.

Description Categorization

• Type: This field distinguishes Parts by their common characteristics. Such as Grease, Oil, Oil Filter, Tires, Etc. You may also apply Cost Codes to product types.
• Color: Apply a color to the part to visually represent the product or part.
• Product Family: A product family is a sub-product type. This is commonly utilized to distinguish between oil or grease categories. 
• Symbol: Visually represent a part or product with the available symbols. 
• Package Style: The package style represents how the product is packaged when received. 

Cost

• Cost: This is the purchase price of the product of part.
• Unit of Measure: The unit of measure represents how the product is measured throughout the system from receiving quantity through a Purchase Order to how the product is used on a Work Order and Job Assignment. 
• Sales Markup %: This field represents the percent markup on a part or product. 
• Sales Price: The sales price represents the amount to be charged to a client on a Job. 
• Cost Code Category: The field represents the category of product types that accounting tracks. When using company funds. 
• Cost Code: A cost code is the accounting code representing the product type.

Quantity

• Min Quantity: This is the minimum threshold of quantity. Commonly this number is utilized to report on when products fall below this threshold.
• Max Quantity: This is the maximum threshold of quantity. Commonly this number is utilized to report on when products rise above this threshold.
• Available Quantity: This is the available quantity of parts or products within the companies inventory. 
• Quantity Ordered: This is the quantity represented on Purchase Orders that have yet to be received. 
• Additional Notes: These notes commonly are used to distinguish differences in very similar products.

 Options

• Stock Parts: This toggle allows you to report specifically on stock parts. 
• Internal Company Projects: This toggle displays as an option this part on a Tasks within Boards. 
• External Customer Projects: This toggle displays as an option this part on a Job Assignment within Operations. 

Part Location

Default Location

The default location is where all parts and products are reported unless specified in a region. 

• Row: This field represents the row within a warehouse where this product is stored. 
• Shelf: This field represents the shelf within a warehouse where this product is stored
• Bin: This field represents the Bin within a warehouse where this product is stored. 

Manage location data per region

Apply quantities to specific regions for any given part or product. 

• Area: Name the area of the product for a specific reason. 
• Row: This field represents the row within a warehouse where this product is stored. 
• Shelf: This field represents the shelf within a warehouse where this product is stored
• Bin: This field represents the Bin within a warehouse where this product is stored. 
• Quantity: This is the available quantity for the selected region. 

Vendor

You may apply multiple vendors to part. This offers multiple options to choose from when creating purchase requests and receiving parts. To review and link vendors on a Part navigate to Resources > Equipment > Select a Part or Product > Vendor. To add vendors to link navigate to Admin > Vendors > Add Vendor. Once a vendor has been linked the price of the part may be applied by selecting the pencil icon under the price column. 

• Vendor Name: This field represents the name of a vendor for the indicated part or product.
• Price: This is the product or part price reported by the Vendor. Include Quantity typically purchased and the associated Unit of Measure.  
• Terms: Vendor Terms indicate when the purchase of products and parts are due. Typically Net 30, Net 45, etc. 
• Contact: The purchasing contact is a phone number of an individual to contact from a specific vendor. 
• Preferred: For any given part or product you may indicate a preferred vendor. 
• Barcode: Optionally include an image of a Barcode and the Barcode number of the selected vendor. You may utilize this barcode on a form to conveniently populate the form field. 

Vendor Settings

Vendor Settings include all detailed information on a specific vendor. Navigate to Admin > Vendors to review all vendors within the platform. Optionally add Vendor Terms, Tax Rates, Contact information, and Vendor Location when Adding Vendor. Please note that the Vendor phone number is available when reviewing alternate parts on the Part or Products profile. 

Alternate Parts

Alternate Parts are helpful when comparing interchangeable parts or any given Work Order or Job. Link interchangeable parts by navigating to Resources > Equipment > Select a Part or Product > Additional Parts > Link New Part(s). All part information is updated on their individual part or product profiles. 

• Part Number: This number is the identifier along with the name that gets displayed throughout the platform. 
• Part Description: This description is an identifier that gets displayed throughout the platform along with the part number.
• Available Qty: This is the available quantity of parts or products within the companies inventory. 
• Vendor: This field represents the name of a vendor for the indicated part or product.
• Active: This indicates in the part is active or available throughout the platform. 
• Cost: This is the purchase price of the product of part.
• Rating: This rating indicates the quality of the alternative part. 
• Notes: These notes are commonly used to distinguish similar parts. 

Parts Received

Navigate to Resources > Equipment > Select a Part or Product > Parts Received to review the part received history. This history is tracked from Purchase Orders. Please review Purchasing Management for additional information on Purchase Orders. 

• Vendor: This field represents the name of a vendor for the indicated part or product.
• PO #: This is the Purchase Order number reported when the P.O. is received. 
• Received Date: This is the date at which parts have been received. 
• Qty Received: This is the quantity represented on Purchase Orders that have been received.
• Cost: This is the purchase price of the product of part.
• Tax Rate: This is the percentage at which a Purchase Order is taxed. 
• Total Cost: This is the total purchase price of the added product of part and tax rate.  
• Received By: This represents the user who recorded the received Purchase Order.