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Building Operations / On Demand Work / Inventory Manager
Building Operations / Preventive Maintenance / Business Process Owner - Maintenance

Maintaining an Equipment Parts Inventory

In order to address a maintenance issue, a craftsperson often needs to replace worn-out parts. Whether it be a light bulb, a printer toner, or a bolt, without replacement parts production and office equipment cannot be immediately fixed. Delays can occur as you wait for parts to be purchased or shipped from a vendor.

The On Demand and Preventive Maintenance systems have features for helping you maintain an accurate online inventory of your parts. The system:

• debits the parts inventory with the parts consumed during the work
• reserves parts for work requests

As a starting point for using these features, you must first develop an accurate equipment parts inventory. Once this inventory is developed, you can check your understocked parts, as well as manually update your inventory when you receive new parts from vendors.

Define Parts Inventory

To enter your parts separately from your equipment, select the Define Parts Inventory task. The system displays a two-panel view, with the left panel listing the parts you have entered. Select a part from this list, and its details display in the right panel.

• To update details, make changes in the details panel and click the Save button.
• To add a new record and assign a vendor as supplier of a part:
  • Click on the Add New button in the inventory listing panel.
  • Enter data in the details panel.
  • Choose a Part Inventory record.
  • Note that the Quantity Understocked field is defined as a non-calculated field in the database. The purpose of this field is to enter in the number of parts that you should purchase in the next order.
  • Enter the Unit Cost - set by user, so that the application can calculate the cost of parts and include this in the cost of completed work.
  • If you periodically survey your supplies and count the physical quantity you have, you can record the physical count of your parts in the Physical Count Quantity field. You can then compare your electronic and physical inventories. feature

    Note: This is not available as part of the Quick Start.

  • Save your changes to submit the new parts/vendor information.
• To associate the part with a vendor, run the Define Part Vendors task.
• To delete a part, use the Delete button on the details panel.

Calculate Inventory Usage

The Define Parts Inventory task includes the Calculate Inventory Usage action. Use this action to calculate total part costs, average costs, dates of last use, quantity used to date, etc.

The Define Parts Inventory task offers the Calculate Inventory Usage button, so that you can calculate quantities and costs for the parts inventory and determine the last date each part was used. Before examining the data of the Parts Inventory report, it is good practice to run this calculation so that you can be sure that the part cost and quantity data is up-to-date.

See Calculate Inventory Usage

Define Equipment Parts by Equipment

Use this task to associate equipment and equipment parts.

Select an equipment item in the upper left panel. To associate a part with this equipment item, choose the Add New button, which will move you to the right panel. Here, you can enter details about the part, as described above.

See also

Maintaining a List of Parts Vendors

Checking on Understocked Parts

Manually Adjusting the Parts Inventory

Comparing the Physical and Electronic Inventory