n FieldEx, spare parts and tools can be stored in different types of bins, depending on how your team operates. This flexibility allows you to support both centralized and field-based workflows whether you're running jobs from a warehouse or dispatching mobile crews.
Description |
Warehouse – The Main Storage Room
The warehouse is your central inventory hub. All bulk deliveries and inbound stock arrive here first, and from there, inventory is distributed to jobs, kits, vans, or technicians.
Key Characteristics:
Used for bulk stock storage
Managed by warehouse or store personnel
Supplies parts to vans or technicians through transfers
Example:
You receive 100 filters into your central warehouse. As teams need them, you transfer parts to their assigned bins either a van bin or a user bin.
Van Stock – Shared Kit for the Team
A van bin represents a mobile toolbox assigned to a vehicle. Parts stored here are shared among a team, without needing to track individual usage.
Key Characteristics:
Tied to a van, not a person
Ideal for team-based field operations
Simplifies tracking by focusing on the van-level, not technician-level
Parts are consumed by “the van” you don’t track who used what
Example:
You send 10 pressure valves to BIN-VAN-ABC1234. Any technician using that van can consume those parts. You only track that they were used from the van, not by whom.
Note: A van is modeled in FieldEx as a bin, not a location. The location is still the warehouse or depot. The van bin sits under a zone like “Mobile Dispatch” or “Van Fleet.”
User Bins – Personal Stock for Each Technician
A user bin is a personal inventory space assigned directly to a technician. This enables full traceability of what each individual used, returned, or consumed.
Key Characteristics:
Assigned to a specific user
Used for individual accountability
Helpful for tracking personal consumption, issuing returns, or performance-based costing
Example:
You assign 5 circuit boards to Technician Lisa’s bin. Later, when those parts are used in job orders, FieldEx records that Lisa was the one who used them.
How User Bins Are Created in FieldEx
User bins are created automatically when a user is marked as a Bin User in their access profile.
Admin sets the user’s access role.
The option “Is a Bin User” is checked.
FieldEx automatically creates a personal bin for that user (e.g.,
BIN-USER-LISA).This bin can now be used for stocking, transfers, and job assignments.
Difference from Van Bins
A user bin is tied to a person.
A van bin is tied to a vehicle and typically shared.
A van bin sits under a zone (like “Fleet”) within a location (e.g., Main Warehouse).
A user bin is connected to a user record, not a specific location.
So, Which Should You Use?
You want to… | Use this bin type |
Keep it simple and just track usage overall (e.g., per van/team) | Van Bin |
Track exactly who used each item (for returns or reporting) | User Bin |
Why This Matters
Knowing where your parts are and who used them helps you:
Ensure technicians are always equipped and ready
Prevent overuse or wastage through accountability
Align your inventory model with your operational style (team-based or technician-based)