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Adding Spare Parts to Location

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Written by Iman Zulhisham
Updated over a week ago

After spare parts are created in FieldEx, they must be stocked in specific inventory bins before they can be used in job orders, transfers, or technician toolkits. This process is called "bin assignment", it ensures each part is available at the right location when needed.

This article explains:

  • How to assign a spare part to a bin within a warehouse, van, or site

  • How to choose the correct location and zone

  • Why bin-level assignment is critical for planning and field readiness

What It Means to “Add to Bin”


When you add a spare part to a bin, you’re stocking it into a real-world location like a shelf in your warehouse, a storage rack in a technician’s van, or a dispatch kit on a jobsite. This updates the available quantity in that bin and allows the part to be picked for job orders or transferred later.

Methods to Add Spare Parts to Bins


There are two main methods Admins or Inventory Managers use to stock bins:

Method 1: Adjust Inventory

  • Path: Inventory > Adjust Inventory

  1. Choose Adjust a Spare Part

  2. Select the Spare Part to update

  3. For each Bin Location, update:

    • Quantity In: New stock being added

    • Quantity Out: Reductions (if applicable)

    • Adjusted: Final stock value in the bin

    • Reorder Quantity / Understock: Optional thresholds

    • Note: Comment for tracking the update reason

  4. Click Save to apply the stock change

Method 2: Add Spare Parts from the Bin View

  • Path: Inventory > Bins > Locations Tab or Users Tab >Add Spare Parts to Bin

Use this method when viewing a specific bin (location-based or technician-based):

  1. Open the bin under either the Locations or Users tab

  2. Click Add Spare Part

  3. Select the part and fill in:

    • Quantity In / Quantity Out / Adjusted

    • Unit: (e.g., pcs, litres)

    • Reorder Quantity / Understock: Optional tracking levels

    • Note: (e.g., "Van Refill", "New Warehouse Stock")

  4. Click Save to update the bin inventory

Planners and Technician Bins


Technician bins (User Bins) represent what each field agent carries. These bins are critical for:

  • Assigning spare parts during job planning

  • Transferring stock from warehouse to van

  • Tracking part usage per technician over time

Use the Users tab in the Bins view to add or view parts assigned to a specific technician’s bin.

Key Fields Explained


Field

Description

Bin

The physical or virtual storage location (warehouse or user)

Spare Part

The item being stocked (e.g., filter, hose, oil)

Quantity In

Number of units being added

Quantity Out

Number of units removed (optional)

Adjusted

The corrected stock count (used for resets or corrections)

Reorder Quantity

Minimum preferred stock level in that bin

Understock

When stock drops below this threshold, a warning is triggered

Note

Comments for why the adjustment was made

Tip: Keep bin quantities updated before large-scale jobs. It ensures you don’t dispatch jobs without available parts in the right location.

Best Practices for Bin Assignment


  • Maintain accurate bin quantities to avoid out-of-stock errors during dispatch

  • Use different bins for different categories (e.g., filters, fasteners, electrical)

  • Assign commonly used items to multiple locations if technicians operate independently

  • Track expiry-sensitive parts (like fluids or seals) by checking bin history regularly

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