Parts Management
Complete parts inventory system with stock control, purchase orders, and supplier management.
Parts Features
Keep your parts inventory optimised and well-managed.
Parts Catalog
Complete parts database with part numbers, descriptions, prices, and specifications. Search by part number, description, or vehicle application.
Stock Management
Track stock levels across multiple locations. Real-time stock updates when parts are issued or received. Low stock alerts.
Purchase Orders
Create purchase orders for suppliers. Track order status, receive goods, and match invoices. Complete purchase control workflow.
Supplier Management
Manage supplier accounts with contact details, account numbers, and purchase history. Track supplier performance and pricing.
Stock Adjustments & Stock Takes
Comprehensive stock taking with systematic counting, variance calculation, and reconciliation. Manual stock corrections with full audit trail, authorisation controls, and complete adjustment history.
Parts Returns
Return parts to suppliers with RMA/RTV tracking. Manage credit notes and apply credits to future purchases. Complete returns workflow.
Supersessions
Link parts with supersession chains. Automatically suggest alternative parts when original is unavailable. Maintain part relationships.
Stock Valuation
Calculate total stock value by location or category. Track stock investment and turnover. Generate stock valuation reports.
Advanced Parts Features
Enterprise-grade parts management capabilities.
Part Movement Tracking
Complete tracking of all part movements including issues to jobs, receipts from suppliers, returns, transfers, adjustments, and stock movements. Full audit trail of every part transaction with timestamps, user tracking, and movement history.
Low Stock Alerts
Automatic alerts when stock levels fall below minimum thresholds. Prevent stockouts and maintain optimal inventory levels.
Advanced Search
Powerful search with part number, description, vehicle application, and word search. Find parts quickly and efficiently.
Supplier Invoices
Link supplier invoices to GRNs and purchase orders. Track invoice payments and manage supplier accounts payable.
How Parts Management Works
A complete workflow from part ordering to stock management and sales.
1. Parts Catalog & Database
The parts catalog contains complete information for every part including part numbers, descriptions, prices, and vehicle applications. Parts can be searched by part number, description, or word search. The system supports multiple suppliers for the same part, allowing price comparison and supplier selection. Parts can be linked with supersession chains showing alternative parts when originals are unavailable.
2. Stock Management & Tracking
Stock levels are tracked in real-time across multiple locations. When parts are issued to jobs, stock levels automatically decrease. When parts are received from suppliers, stock levels increase. The system maintains separate stock records for each location, allowing multi-location businesses to track inventory accurately. Low stock alerts notify when levels fall below minimum thresholds.
3. Purchase Order Creation
When stock needs replenishing, purchase orders are created for suppliers. The system allows adding parts to purchase orders with quantities, unit prices, and expected delivery dates. Purchase orders can include parts from multiple suppliers, and the system tracks order status from creation through to delivery. Purchase orders are numbered sequentially and can be printed or emailed to suppliers.
4. Goods Receipt & GRN Processing
When goods arrive from suppliers, a Goods Receipt Note (GRN) is created matching received items to the purchase order. The system validates quantities and prices against the original purchase order, flagging any discrepancies. Once the GRN is confirmed, stock levels are automatically updated, and the purchase order status changes to "Received". The system tracks which parts were received, when, and by whom.
5. Supplier Invoice Matching
Supplier invoices are matched to GRNs and purchase orders, ensuring three-way matching for accurate accounts payable. The system validates invoice line items against received goods and purchase order details. Once matched and verified, invoices are approved for payment. The complete audit trail tracks all invoice matching and approval steps.
6. Parts Issuing to Jobs
When parts are needed for jobs, they're issued from stock through the job card interface. The system checks stock availability before allowing issue, and automatically updates stock levels when parts are issued. Parts can be issued in "Picked" status (reserved for the job) or "Fitted" status (already installed). Unused parts can be returned to stock if not needed.
7. Parts Returns to Suppliers
When parts need to be returned to suppliers (defective, wrong part, excess stock), a parts return is created with RMA/RTV tracking. The system records which parts are being returned, quantities, reasons, and expected credit amounts. Once the supplier confirms receipt, credit notes are applied, and credits can be allocated to future purchases. Complete returns workflow ensures proper tracking and accounting.
8. Stock Adjustments & Stock Takes
Comprehensive stock taking functionality allows systematic counting and reconciliation of physical stock against system records. The stock take process begins by generating a stock take sheet listing all parts with their current system quantities. Staff can then count physical stock and enter actual quantities. The system automatically calculates variances between system and physical counts, highlighting discrepancies for investigation. Stock adjustments can be made to correct discrepancies found during stock takes or audits, with the system requiring authorisation for adjustments above certain thresholds. All adjustments are logged with reasons, user information, timestamps, and approval details, creating a complete audit trail. The system supports partial stock takes (by location, category, or supplier) and full network-wide stock takes. Stock take reports show variances, adjustment values, and cost impact, helping identify shrinkage, damage, or data entry errors.
9. Stock Valuation & Reporting
The system calculates total stock value by location, category, or supplier using various valuation methods (FIFO, average cost, etc.). Stock valuation reports show investment levels, turnover rates, and slow-moving stock. The system generates comprehensive reports on stock movements, purchase history, and supplier performance.
Advanced Parts Management
Enterprise-grade features for comprehensive inventory control.
Supersession Management
Maintain complex supersession chains linking parts with alternatives. Automatically suggest replacements when original parts are unavailable.
Delivery Tracking
Track expected delivery dates for purchase orders. Get notified when deliveries are due or overdue. Manage delivery schedules.
Usage Analysis
Analyse part usage patterns to optimise stock levels. Identify fast-moving and slow-moving parts. Forecast future requirements.
Purchase Control
Complete purchase control workflow with authorisation levels, budget limits, and approval processes. Ensure proper procurement procedures.