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Parts & Inventory
Every part you stock — serialized and not — with the on-hand count, the minimum you're supposed to keep, and the maximum you're willing to carry. The parts sitting below their minimum are the ones that put a machine on the down list next week.
| Part number▲ | Description▲ | Category▲ | Type▲ | On hand▲ | On order▲ | Status▲ | Bin▲ | Retail▲ |
|---|
A part below its minimum is a machine waiting to break. The list of what to order this week should build itself out of that, not out of somebody walking the shelves with a clipboard.
An engine has a serial number and a history. A box of filters has a count. Most systems make you choose. Both belong on the same screen because the person looking for them doesn't care which is which.
Every part carries its barcode, so a count can be done with a phone instead of a pen. That's the difference between counting stock twice a year and knowing what you have.
What the parts manager fills in when stock needs replacing.
The part shows On order on the inventory screen straight away, so nobody orders it twice and the counter stops promising it to a customer.
Built from what's below minimum. Nobody walks the shelves for this.
| PO | Vendor | Part | Ordered | Received | Expected | Status | Raised by |
|---|
Anything under its minimum appears here with the quantity that brings it back to maximum. You approve it, you don't assemble it.
Stock that's been ordered but hasn't landed is neither on the shelf nor missing. If the system can't show that, somebody orders it twice — or promises it to a customer.
Who raised it, when, and what they expected to pay. Not to police anybody — so that when the invoice doesn't match, there's an answer.
What the receiving desk does when the truck backs in.
Serialized parts get their number captured at the dock, not reconstructed later from a pile of paperwork.
On-hand goes up, the PO closes or stays part-received, and the bill of lading stays attached to it. When the invoice arrives three weeks later, the proof of what actually turned up is already there.
The part everyone skips, and then regrets.
Short shipments are invisible without it. The packing slip says twelve, the box holds ten, and by the time the invoice lands nobody can prove which. Attached at the dock, it's settled.
Damage claims have a clock on them. Most carriers give you days, not weeks. A photo of the paperwork and the pallet, taken at the dock and attached to the receipt, is the whole claim.
It's the one document that ties three parties together. What the vendor says they sent, what the carrier says they carried, and what you say you got. When those three disagree, you need the paper.
It stops living in a drawer. Attached to the receipt, it's findable in one search by anyone. In a filing cabinet, it's findable by one person, if they're in that day.
| Received | PO | Part | Qty | Bill of lading | Serials | By |
|---|
Logged once when the order is raised and once when it lands. It feeds the shelf count, the on-order list, the vendor history and the owner's numbers.
Who ordered it, who received it, what the paperwork said. When a vendor argues about a short shipment, there's an answer instead of a memory.
Six months of this tells you which vendor is always late, which part always runs short, and which one you've been overstocking for years.
The cost of a stockout is never the part. It's the unit sitting in the shop not earning, and the customer who was promised it Thursday.
Every shelf has parts nobody has touched in a year. Until somebody adds it up, it's invisible — and it gets reordered anyway.
Nobody assembles this report. It's the same entries the parts room made raising orders and receiving them, added up.
This is a demo built to start a conversation. If it's close, the real version gets shaped around your part numbers, your vendors, your bins and your paperwork. If it's nowhere near, tell me that too. That's just as useful.
Tell me what's wrong with it