This guide explains how Parts Management works during daily operations by following the complete lifecycle of a part—from warehouse stock allocation to service completion and inventory tracking.

By the end of this article, users will understand how to:

• Transfer parts from a warehouse to a staff member
• Record parts usage during service activities
• Track inventory movements and stock balances
• Verify stock transactions through reporting

Before proceeding, ensure that:

• Parts have been created in the system.
• Initial stock quantities have been imported.
• Warehouses have been configured.
• Staff users have the appropriate permissions.
• A service job or work order has been created.

Note: Refer to How to Set Up Parts Management? for instructions on creating parts, configuring warehouses, and importing opening stock.

Guide Structure

This guide is divided into two sections based on the platform you are using:

• Web Version
• Mobile Version 

Web Version

Step 1: Create a Stock Transfer Form

When a technician requires parts for a service job, an admin must create a Stock Transfer Form to transfer stock from the warehouse to the assigned staff member.

Example Scenario

A technician needs to replace a motor during preventive maintenance for an asset.

What Admin Needs to Do

1. Navigate to Business Management > Stock Form List.
2. Click New Stock Transfer.
3. Fill in the stock transfer details:
   • Transfer Title or Reference Number
   • Reason for Transfer
   • Assigned Approver
   • Related Work Order (if applicable)
   • Remarks
4. Click New Transaction.
5. Select the source warehouse in the From Location field.
6. Select the receiving staff member in the Destination Location field.
7. Select the required part.
8. Enter the quantity to transfer.
9. Save and submit the Stock Transfer Form.

Expected Result

The Stock Transfer Form is created and sent to the assigned approver for review.

Reminder: Submitting a Stock Transfer Form does not immediately update stock quantities.

Step 2: Approve and Complete the Stock Transfer

Stock movements are only confirmed after the Stock Transfer Form has been approved and marked as completed.

What the Approver Needs to Do

1. Open the assigned Stock Transfer Form.
2. Review the transfer details, including:
   • Source location
   • Destination location
   • Parts and quantities
   • Reason for transfer
3. Confirm that the information is accurate.
4. Update the stock transfer status to Completed.

Expected Result

Once the transfer status is updated to Completed:

• Stock is deducted from the warehouse.
• Stock is assigned to the receiving staff member.
• The transaction is recorded in stock movement history.
• The updated balance becomes visible in reports.

Important: Stock transactions and balance reports are updated only after the Stock Transfer Form reaches the Completed status.

Tips

• Review stock quantities carefully before approval.
• Reject or return incomplete requests for correction.
• Complete approvals promptly to avoid service delays.

Step 3: Record Part Usage in the Service Report

After completing the service activity, the technician should record the parts used in the service report.

What Staff Needs to Do

1. Create the service report while performing the job.
2. Fill in the relevant details required.
3. Add the consumed part by pressing the button "+ New Transaction".
4. Select the serviced asset as the destination.
5. Select the part used during the service activity.
6. Enter the quantity consumed
7. Save and submit the service report.

Hint: Choose the appropriate action type based on the service activity:

Add: Use when adding or replenishing a part or material to an asset.

Remove: Click the Add button once to switch the action to Remove when taking a part out of an asset.

Replace: Expand the Description section and enable the Replace option when removing an existing part and installing a new one during the same service activity.

Tips

• Record part usage immediately after completing the job.
• Include clear replacement reasons.
• Return unused parts through the appropriate stock process.

Step 4: Verify Stock Movements in the Stock Transaction Report

Admins can monitor all inventory movements through the Stock Transaction Report.

What Admin Needs to Do

1. Navigate to Reports > Stock Transaction Report.
2. Apply filters as needed:
   • Part Number
   • Warehouse
   • Date Range
   • Stock Transfer Form
3. Review the stock movement history.

What Can Be Verified

• Transfer history
• Part consumption records

Reminder: Only completed stock transfers will appear in the Stock Balance Report.

Tips

• Perform regular stock reconciliation.
• Investigate unexpected stock variances promptly.
• Export reports for audit purposes.

Step 5: View Stock Balance Report

The Stock Balance Report provides an overview of the current inventory balances for warehouses, staff, and assets. Users can search for a specific location or asset, refresh the latest stock balance, and pin frequently used locations for quicker access.

What Admin Needs to Do

Search for a Warehouse or Asset

Use the search function to locate the warehouse, staff member, or asset you want to view.

1. Navigate to Business Reports > Stock Balance Report.
2. Enter the warehouse name, staff name, or asset name in the Search field.
3. Select the desired result.

Expected Result

The selected warehouse, staff member, or asset is displayed, ready for stock balance retrieval.

Refresh the Stock Balance

After selecting a warehouse or asset, refresh the balance to display the latest stock information.

1. Click the Recalculate Balance button.
2. Wait for the refresh process to complete.
3. Review the updated stock balance.

Expected Result

The report displays the latest stock quantities based on all completed stock transactions.

Reminder: The Stock Balance Report only reflects completed stock transactions. Pending or draft transactions will not be included until they are completed.

Pin a Warehouse or Asset

Pin frequently accessed warehouses or assets to make them easier to locate in future sessions.

1. After searching for the desired warehouse or asset, click the Pin icon.

Expected Result

The selected warehouse or asset is added to your pinned list and can be accessed quickly the next time you open the Stock Balance Report.

Hint: Pin frequently used warehouses or service assets to reduce the time spent searching.

Mobile Workflow

Step 1 (Mobile): Create a Stock Transfer Form

When a technician requires parts for a service job, an admin can create a Stock Transfer Form through the mobile application to transfer stock from a warehouse to the assigned staff member.

Example Scenario

A technician needs to replace a motor during preventive maintenance for an asset.

What Admin Needs to Do

1. Open the mobile application.
2. Navigate to Stock Form List.
3. Tap the "+" button.
4. Enter the required stock transfer information:
   • Title or Reference Number
   • Reason for Transfer
   • Assigned Approver
   • Remark
5. Tap + Add Transaction in the product and service section.
6. Select the From Location.
7. Select the To Location.
8. Select the required part.
9. Enter the transfer quantity and relevent info.
10. Save and submit the Stock Transfer Form.

Expected Result

The Stock Transfer Form is created and submitted to the assigned approver for review.

Reminder: Submitting the Stock Transfer Form does not immediately update the inventory balance.

Step 2 (Mobile): Approve and Complete the Stock Transfer

Stock movements are confirmed only after the Stock Transfer Form has been approved and completed.

What the Approver Needs to Do

1. Open the assigned Stock Transfer Form.
2. Review the transfer details.
3. Verify the source and destination locations.
4. Confirm the transferred parts and quantities.
5. Update the status to Completed.

Expected Result

Once completed:

• Stock is deducted from the warehouse.
• Stock is assigned to the receiving staff member.
• The transaction is recorded in the stock movement history.
• The updated stock balance becomes available in the reports.

Step 3 (Mobile): Record Part Usage in the Service Report

After completing the service activity, record the consumed parts in the Service Report.

What Staff Needs to Do

1. Create the service report while performing the job.
2. Complete the required service information.
3. Tap + Add Transaction.
4. Select the serviced asset.
5. Select the consumed part.
6. Enter the quantity used.
7. Select the appropriate action (Add, Remove, or Replace, if applicable).
8. Save and submit the Service Report.

Expected Result

The part consumption is recorded against the Service Report for inventory tracking.

Step 4 (Mobile): Verify Stock Movements in the Stock Transaction Report

Review the stock movement history to verify completed inventory transactions.

What Admin Needs to Do

1. Navigate to Stock Transaction.
2. Apply filters if required:
   • Part Number
   • Warehouse
   • Date Range
   • Stock Transfer Form
3. Review the transaction history.

What Can Be Verified

• Stock transfer history
• Part consumption records
• Inventory movement history

Reminder: Only completed stock transactions will appear in the report.

Step 5 (Mobile): View the Stock Balance Report

Review the latest inventory balance for warehouses, staff members, or assets.

What Admin Needs to Do

Search for a Warehouse or Asset

1. Open Stock Balance.
2. Search for the required warehouse, staff member, or asset.
3. Select the desired result.

Expected Result

The selected location is displayed and ready for stock balance retrieval.

Refresh the Stock Balance

1. Tap Last updated at.
2. Review the latest stock quantities.

Expected Result

The Stock Balance Report displays the latest inventory balance based on completed stock transactions.

Reminder: Pending or draft transactions are not reflected until they have been completed.

Pin a Warehouse or Asset

1. After locating the warehouse or asset, tap the Pin icon.
2. Save the pinned item.

Expected Result

The selected warehouse or asset is added to your pinned list for quicker access in future sessions.

Tips

• Refresh the report after completing stock transfers or service reports to ensure the latest balances are displayed.
• Use the search function to quickly locate inventory across different warehouses, staff members, or assets.
• Pin frequently used warehouses or assets for faster access.
• Perform regular stock reconciliation to identify discrepancies early.

Summary

The Parts Management process ensures that all inventory movements are recorded, approved, and traceable.

The standard workflow is:

1. Create a Stock Transfer Form.
2. Submit the transfer for approval.
3. Complete the stock transfer.
4. Record part usage in the service report.
5. Verify movements in the Stock Transaction Report.

Following this process helps maintain accurate inventory records, strengthens accountability, and ensures reliable stock reporting.

Related Articles

• Overview of Parts Management
• How to Set Up Parts Management?