In FieldEx, spare parts and assets are treated differently both in how they’re created and how they’re tracked. To keep your inventory system clean and accurate, it's important to follow the correct steps.
Tip: Spare parts are created first, then stocked into bins. Assets are created with all details and assigned directly to a bin. Always double-check which item type you're working with to avoid confusion in reports and transfers. |
Adding Spare Parts (Two-Step Process)
Spare parts in FieldEx are created in the Spare Parts module first. After that, they can be inventoried (stocked into bins) via the Inventory module.
Step 1: Add Spare Part to Master List
Path: Spare Parts > New Spare Part
Steps:
Go to the Spare Parts module
Click New Spare Part
Fill in:
Part Name
Part Number (or internal code)
Unit of Measurement (pcs, roll, bottle, etc.)
Part Type or Category (optional)
Click Save
This makes the part available in your master list, but it has no stock yet. You must inventorise it next.
Step 2: Add Stock via Inventory Module
Path: Inventory > Adjust Inventory > Select Part > Adjust Stock
Steps:
Go to the Inventory module and click Adjust Inventory
Find the spare part you created
Enter:
Quantity In or Quantity Out
Optional note: (e.g., “New delivery from supplier”)
Click Save
This officially adds inventory to the selected bin. You can now view and track it in stock reports and job assignments.
Adding Assets
Assets are created directly in the Assets module and are tracked individually with a serial number. Each asset has its own lifecycle and job history.
Manual Entry
Path: Assets > New Asset
Steps:
Enter asset name and serial number
Choose asset type
Assign:
Bin (e.g., warehouse rack, technician van, or field store)
Owning customer (if external)
Status (e.g., Available, In Use, Under Repair)
Optional: Add documents, warranties, or photo
Click Save
Batch Upload (Multiple Assets)
Path: Settings > Import/Export > Assets
Steps:
Download and fill out the CSV template
Include:
Asset Name and Serial Number
Bin Assignment
Asset Type and Status
Upload and confirm
Key Differences: Spare Part vs Asset
Feature | Spare Part | Asset |
Created in | Spare Parts module | Assets module |
Added to stock via | Inventory module | On creation (assigned to a bin) |
Tracked by | Quantity in bins | Serial number and full asset record |
Used in jobs | As consumables | As job subject (e.g. repair, install) |
Can be inventorised? | Yes (after creation) | Yes (immediately on creation) |
Summary
Always create spare parts in the Spare Parts module before stocking them.
Only inventory parts after they’re created.
Assets are created directly in the Assets module with their own lifecycle.
Bins are required for both item types to be physically tracked.