How to Set Up Parts Management?

Before recording any part transfers or inventory activities, several setup configurations must be completed to ensure Part Management functions properly.

The sections below cover the required setup configurations for Part Management:

• Enable Required System Access
• Create Warehouse
• Import Product and Service Records
• Import Unit of Measurement (UOM)
• Import Initial Stock Balance

1. Enable Required System Access

Ensure the following system access has been enabled:

• Part Management Seat – Required to allow users to access and perform Part Management functions.

Steps:

1. Navigate to HR Suite from the Main Navigation Menu.
2. Select User List.
3. Locate and select the user who requires Part Management access.
4. Enable the Part Management Seat option for the selected user.

• Digital Form Access – Required to facilitate part-related operations and recording processes within the system.

  Steps:

  1. Navigate to Template Settings from the Main Navigation Menu.
  2. Select Digital Form Template Settings.
  3. Choose the Digital Form template that you would like to enable for Part Management.
  4. Scroll down to the Product & Service Settings section.
  5. Click the three-dot menu (⋮) located at the top-right corner of the section.
  6. Enable the Allow Stock Movement option.

  7. Save the Digital Form template.

  Important:

  Once Allow Stock Movement is enabled for a Digital Form, the form becomes a Part Management-enabled form. Any user who needs to access or use this Digital Form must have the Part Management Seat enabled in their user access. Otherwise, the user will no longer be able to access the Digital Form.

  Note: Other settings within the Product & Service Settings section may be enabled according to your organization's operational requirements and preferences.

Without these permissions enabled, users may not be able to utilize the Part Management feature.

2. Create Warehouse 

Warehouses must be created in the system before stock can be tracked.

Warehouse setup allows users to:

• Store inventory balances by location
• Record part transfers between warehouses, users, and assets
• Maintain stock visibility

Steps

1. Navigate to Business Management from the Main Navigation Menu.
2. Select Stock Location List.
3. Click the Create Warehouse button located at the top-right corner of the page.
4. Fill in the relevant warehouse information and required details.
5. Click Save to create the warehouse.

Once saved, the warehouse will be available for inventory storage, stock transactions, and stock tracking activities within the system.

Note: It is recommended to create separate warehouses for different physical locations, departments, or stock ownership requirements to improve inventory tracking and reporting accuracy.

3. Imported Product and Service Records

Products and Services must be created before parts can be managed within the system.

This setup ensures:

• Parts can be properly identified during transfers
• Inventory balances can be tracked accurately
• Part usage records can be maintained

Note: For detailed instructions on importing Product and Service records, please refer to the How to Import New Products or Services? 

4. Import Unit of Measurement (UOM)

Unit of Measurement (UOM) information should be imported before inventory transactions begin.

Examples:

• Unit (PCS)
• Box
• Pack
• Meter

This ensures part quantities remain standardized across inventory records.

Note: For detailed instructions on importing UOM records, please refer to the How to Add Unit of Measurement (UOM) for Product/Services?.

5. Import Initial Stock Balance

Initial stock balances should be prepared and recorded before inventory operations begin.

This establishes the starting inventory quantity for each warehouse and ensures stock tracking reflects actual inventory availability from the beginning.

This setup helps to:

• Establish accurate opening stock balances.
• Ensure inventory records match physical stock quantities.
• Enable accurate stock movement and inventory reporting.
• Provide a reliable baseline for future inventory transactions.

Import Product and Service Records

1. Navigate to Import from the Main Navigation Menu.
2. Select Stock Form Import.
3. Select the To Location where the opening stock will be imported.

Example:

To Location: Warehouse_Johor

6. Click Download Icon to download the stock import template.

7. Open the downloaded Excel template and fill in the required opening stock details.
8. Upload the completed template by clicking Upload File or dragging the file into the upload section.
9. Once the import is completed, the opening stock quantity will be recorded under the selected warehouse.

Note:

Opening stock can only be imported for one location at a time.

Ensure Product/Services Import, UOM Import, and Digital Form Template Settings - Product/Services Element Settings are completed before proceeding.

The selected location will be fixed in the downloaded template and cannot be changed manually. To import for another location, select the required location and download a new template.

Negative quantities are not allowed for opening stock. Please correct any invalid values before importing.

If the selected location type is incorrect, select the correct location type and download a new template.

6.Verify the Imported Stock Balance

Users can verify the imported opening balances by reviewing the Stock Balance Report after the Stock Transfer Form has been completed.

Note: Opening stock balances should be recorded before any operational stock movements occur to ensure inventory accuracy from the start.