Spare parts in FieldEx are inventory items used during maintenance, installation, and repair tasks. These are consumable components like filters, belts, and seals that technicians need on-site. By registering them properly, you can ensure accurate stock tracking, spare part availability, and automated job assignment.
This article explains:
How to create a new spare part record
What each field in the form means
How spare parts are used in jobs and preventive schedules
How to Create a Spare Part
Path: Spare Parts > New
Open the Inventory module and select Spare Parts
Click New to begin creating a part record
Fill in the details (see breakdown below)
Click Save to add it to your inventory system
Spare Part Field Breakdown
The spare part form includes four key sections:
1. General Details
Name: Part name (e.g., “Oil Filter 4x4”)
Status: Active / Inactive
SKU: Unique stock-keeping unit (code or barcode)
Type: Used for categorising (e.g., Mechanical, Electrical)
Spare Part Family: Logical grouping of similar items
Warranty Period: Optional, in months
Unit of Measurement: How it’s counted (e.g., pcs, litres, metres)
Description: Free-text description or usage notes
Photo: Drag and drop image upload (for identification)
2. Manufacturer Details
Manufacturer: Company or brand
Manufacture Year: Optional date for tracking versions
Make/Model: Specific configuration or design variant
3. Price Details
Unit Price: Standard cost (e.g., in USD)
Tax Included: Toggle if price includes tax
Not For Sale: Used to mark internal-use-only parts
4. Additional & System Fields
Remark: Internal note for planners or approvers
External ID: For integration or tracking references
How Planners Use Spare Parts
Once created, spare parts can be:
Linked to Preventive Maintenance frequencies to auto-add parts to job orders
Added manually to job orders from technician stock bins
Assigned to locations like warehouses, vans, or technician toolkits
This helps ensure technicians are equipped, jobs are properly resourced, and parts usage is traceable in history and reporting.
Tip: Always include SKU and unit price even if you’re not billing per part so you can track movement and restocking accurately. |
Why This Matters
Standardizes spare part entries and enforces naming, tracking, and pricing rules.
Creates a clear list of items available for inventory stocking and job use.
Supports downstream workflows like transfer, costing, mobile scanning, and job auto-fill.