Parts
Track parts inventory used in fleet maintenance — log parts used in work orders, manage supplier info, and track costs.
Parts
Parts is the inventory management section for maintenance components. It tracks the parts available for vehicle and equipment maintenance — oil filters, brake pads, belts, fluids, and any other consumables used in work orders.
Part Attributes
| Field | Description |
|---|---|
name | Part name (e.g., Oil Filter – Toyota Hiace) |
manufacturer / model | Manufacturer name and OEM model |
sku | Internal stock keeping unit |
serial_number | Serial number, when applicable |
barcode | Barcode for scanning |
description | Detailed description of the part |
vendor_uuid | Vendor or supplier who provides this part |
warranty_uuid | Linked warranty record |
unit_cost / msrp / currency | Cost per unit, manufacturer's suggested retail price, and currency |
quantity_on_hand | Current stock level |
reorder_point | Alert threshold — when quantity_on_hand drops below this, the part is flagged is_low_stock and a low-stock alert can fire. Stored under the specs JSON; defaults to 5. |
asset_type / asset_uuid | Polymorphic link to the asset this part belongs to (e.g. a vehicle or piece of equipment) |
photo_uuid | Reference to an uploaded photo of the part |
status / type | Free-form classification fields |
Creating a Part Record
Navigate to Fleet-Ops → Maintenance → Parts.
Click + New Part.
Enter the Name, Part Number, and SKU.
Set the Supplier and Unit Cost.
Optionally set the Quantity on Hand if you want to track stock levels.
Click Save.
Using Parts in Work Orders
When completing a work order, the assignee can log which parts were used:
- In the work order detail, click + Add Part
- Select the part from the inventory
- Enter the quantity used
- The part cost is automatically added to the work order's Actual Cost
Parts used in completed work orders are recorded in the maintenance history, giving a full record of what components were replaced in each vehicle over its lifetime.
Cost Tracking
Parts costs flow into the work order cost breakdown:
Work Order Actual Cost = Labor Cost + Parts Cost + Other CostsParts selected from the inventory carry their unit cost, which multiplied by quantity gives the line item cost in the work order's cost breakdown.
Supplier Management
Each part can be linked to a Vendor (supplier) record from Fleet-Ops → Resources → Vendors. This lets you:
- Track which supplier provides each part
- Identify the preferred supplier for reorders
- Reference supplier contact information when placing orders
Importing Parts
Click Import in the parts list to bulk-upload your parts inventory from a CSV file. This is useful when onboarding an existing parts catalog.