Managing inventory in FieldEx requires not only knowing where things are, but also how to set them up, track them, and move them efficiently between users and storage points. This guide walks you through the practical steps for working with inventory in the FieldEx platform focusing on creating locations, zones, and bins, assigning parts and assets, handling transfers, and approving incoming stock.
Setting Up Locations, Zones, and Bins
Create a Location
Path: Settings > Inventory > Location > New
Add a name (e.g., “Main Warehouse”)
Optionally include address details or a short code
Click Save
A Location refers to a building or main site where inventory is stored. Examples: warehouses, service depots, or onsite stores.
Add a Zone to a Location
Path: Settings > Inventory > Select Location > Add Zone
Name the zone (e.g., “Ground Floor – Tools”)
Define the purpose if needed (Receiving, Dispatch, Kit Assembly)
Click Save
A Zone is a sub-area inside a location used to organize physical space by function. Zones do not hold inventory themselves.
Create a Bin
Path: Settings > Inventory > Select Zone > Add Bin
Enter a bin name (e.g., “RACK-A1”, “BIN-VAN-JOHN”)
Add a short description if needed
Click Save
A Bin is the actual storage unit where parts and tools are physically held and tracked. This can be a shelf, cage, technician van, or personal kit.
Understanding User Bins
If a user is marked as a Bin User, FieldEx automatically creates a personal bin for that user:
Named as
BIN-USER-[Technician Name]Linked to their profile and not a vehicle
Tracks individual part usage and returns
Tip: User bins are treated just like any other bin technicians can receive, store, and consume parts from them during jobs. |
Adding Assets or Parts to a Bin
Add Spare Parts to a Bin (Stocking In)
Path: Inventory > Inventory Items > Select Part > Actions > Adjust Stock
Select the part
Choose Adjust Stock
Enter:
Source: Leave blank (stocking in)
Target Bin: Destination (e.g., RACK-B3, BIN-USER-LISA)
Quantity
Click Save
Add Assets to a Bin
Path: Assets > Select Asset > Edit > Bin Assignment
Select the appropriate bin (van, kit, shelf, or user bin)
Click Save
Used when moving/staging assets or assigning them for job execution.
Moving Inventory Between Bins
Initiate a Transfer
Path: Inventory > Transfers > New Transfer
Mobile Path: Home > Scan > Transfer
Select the spare part
Choose Source Bin and Destination Bin
Enter quantity
Tap Save
Mobile scanning allows techs to transfer parts quickly using QR/barcodes.
Accept a Transfer
Web Path: Inventory > Transfers > Select Transfer > Accept
Mobile Path: Module > Transfers > Pending Incoming
Open the Transfers module
Select the incoming transfer
Review the items
Tap Accept
Once accepted, stock is added to the new bin’s inventory and reflected in stock reports.
Helpful Tips When Navigating Inventory Views
Use filters in the Inventory module to view stock by Bin, Location, or Part name
Check the Inventory History tab to track adjustments, transfers, and usage
Encourage technicians to update part usage during job completion to keep stock levels accurate
By understanding and navigating inventory views correctly, you’ll improve traceability, reduce errors, and ensure every technician and job has exactly what they need right when they need it.
Tip: Always use filters and inventory history to track movements, avoid discrepancies, and ensure parts are ready before jobs begin. The Inventory module provides multiple tools for precision stock management. |