Inside a part

The part screen holds everything about one part: where it is, every movement it has made, who sells it, what will do instead, what it fits, what it has cost and what you will need. Open it by clicking a part in the part catalogue.

The header

The header shows the part number and name, its criticality and category, how many are available in total (in its unit, such as “33 EA available”) and its lead time.

Button	What it does	Who sees it
Print bin label	Prints a bin label for the part from the label studio	Anyone who may print labels
Edit	Opens the part form — the same fields as adding a part	Maintain the part master

Overview

Four figures across the top:

Figure	What it shows
On hand	Total on the shelf across every store, with how many are reserved
Available	On hand minus reserved, with the reorder point
On order	On open purchase orders, with the lead time
Recommended	The quantity an open reorder recommendation suggests buying, and by when. Shown only where your organisation has reordering

Below are the part’s fields in the same groups as the form, a larger photo (the first photograph attached under Files), and Where it is — each store holding the part with its available quantity.

Stock

Stock by store shows where the part actually is, store by store. This is the tab that answers “we have twelve, but are any of them here”.

Column	What it shows
Store	The store
On hand, Reserved, Available	The store’s own balance
Reorder at	The store’s reorder point from its policy
Avg cost	The average cost of the stock in this store
Last counted	When stock here was last physically counted, or never

Each row carries five movement buttons, held in view at the right-hand end of the row (behind a ⋯ on a phone), and Receive into a store receives the part into a store that does not hold it yet. Each opens a short form under the table, with a line saying what the movement does. Nothing is ever silently overwritten — every movement is a transaction on the ledger.

Movement	What it does	Permission
Receive	Takes a delivery onto the shelf and changes what the stock is worth	Receive stock and move it between stores
Issue	Hands stock to somebody and records who has it	Issue, consume, return and reserve stock
Transfer	Moves stock to another store, carrying its value with it	Receive stock and move it between stores
Adjust	Corrects the balance, with a reason	Adjust stock, record counts and resolve stockouts
Count	Records what was physically there	Adjust stock, record counts and resolve stockouts

Parts for a work order are issued from the work order itself, not from here, so the cost lands on the job. Issue on this tab is for handing stock to a person, project, department, cost centre or asset when there is no job.

Receive

Field	What it means	Notes
Store	The store receiving the delivery	Asked only when you use Receive into a store
Quantity	How many arrived	Required
Unit cost	What each one cost	Left empty, the part’s standard cost is used
Reference	The delivery note, GRN or invoice number	Optional
Notes	Anything worth recording	Optional

Deliveries against a purchase order are normally received through Receiving, which records the same movement and closes the order line.

Issue

Field	What it means	Notes
Going to	What kind of recipient	A person (default), A project, A department, A cost centre or An asset
Which	The particular person, project, department, cost centre or asset	Required. The list follows Going to. For An asset, a scan button beside the list lets you scan the machine’s label instead of finding it — see scanning into a form
Afterwards	Whether the stock is consumed	Used up records consumption; Comes back records that the recipient holds it and is expected to return it. Defaults to Used up for a part marked Consumable, otherwise Comes back
Quantity	How many	Required
Notes	Anything worth recording	Optional

Transfer

Field	What it means	Notes
Quantity	How many to move	Required
To	The store receiving them	Required. Lists every other store
Notes	Anything worth recording	Optional

Adjust

Field	What it means	Notes
Direction	Take away (default) or Add
Quantity	How many	Required
Reason	Why the balance is wrong	Required: Damaged, Lost, Found, Expired, Scrapped or Data entry error. An unexplained figure is worth less than a wrong one
Notes	Anything worth recording	Optional

Count

Field	What it means	Notes
Counted	What is physically on the shelf	Required. The form shows the difference against the record as you type (“−2 against the record”, or agrees with the record)
Notes	Anything worth recording	Optional

The count date is kept whether or not the number moved, which is what fills Last counted.

Handed out

Handed out, under the stores, lists every issue of this part — Who has it, Issued, Returned, Used up, Still out and When — with what is still out first. Where something is still out, Take back returns it to the store and Used up records that it was consumed, for anybody who could have issued it. Stock issued into a kit, where your organisation has kits switched on, is the exception. A part in a kit has left the shelf, but it is never used up from the kit: it comes back to the store by being taken out of the kit. Its row offers Open the kit instead of Take back and Used up, and Kit is the kind of recipient it names.

Transactions

The ledger: every receipt, issue, consumption, return, transfer, adjustment, count and opening balance, newest first.

Column	What it shows
When	Date and time
Type	The kind of movement
Quantity	Positive into the store, negative out of it
Store	The store
Against	The asset or job it was used on
By	Who recorded it
Cost	The value of a receipt
Note	The reference or note recorded with it

Every stock number in the product is derived from this ledger. If a figure looks wrong, this is where the truth is.

Suppliers

Who sells the part, at what price and how fast.

Columns: Vendor (with preferred on the preferred one), Their part number, Price, Lead time, Min order and Last bought. Click a row to edit it. Add a supplier opens:

Field	What it means	Notes
Vendor	Who supplies it	Required. From the vendor register
Supplier Part Number	Their number for it	What has to appear on the purchase order for them to send the right thing
Preferred supplier	Chosen by default when the part is reordered	Only one supplier per part can hold it
Unit Price	What they charge per unit	Drives the cost estimate on recommendations and requests
Lead Time (days)	How long they take to deliver	Overrides the part’s own lead time when this supplier is used
Last Purchased on	When you last bought from them	So a stale price is visible as stale
Minimum Order Quantity	The least they will sell	A recommendation smaller than this is rounded up to it
Order Multiple	They sell in multiples of this — a box, a reel, a pallet	Orders are rounded up to fit
Active	Whether this supplier is still offered	Turning it off keeps history

Alternatives

What else will do when this part is short. Two kinds of record share the tab:

Kind	What it means
alternative	Something that may fit, with a Fit score — a looser relationship than an approved swap
substitute	An approved swap, with a ratio such as “1 per one”

Each row shows the other part’s Part, Number, Kind, Fit, Available quantity and Notes. When stock is short, readiness can offer what else will do instead of declaring the job blocked. Add alternative asks:

Field	What it means	Notes
Might also fit	What could be used instead	Required
Compatibility	How good a match it is, as a proportion	1 is a straight swap; anything less says it will do with caveats
Notes	What the caveats are	A different length, a lower rating, a shorter life

Add substitution asks:

Field	What it means	Notes
Use this instead	What can be fitted in its place	Required
Works both ways	The two are interchangeable in either direction	Off by default. Leave it off where the substitute is a downgrade that will do in a pinch but not the reverse
Conversion Ratio	How many of the substitute equal one of the original	1 for like-for-like; 2 means it takes two
Approved by	Who decided the swap is acceptable	A substitution nobody approved is one nobody will stand behind
Approved on	When they decided it
Restrictions	Where the substitution does not apply	”Not on the fire pump”, “temporary only, replace at next shutdown”
Active	Whether the substitution is still offered

Used on

Assets built from it — the reverse of an asset’s bill of materials, with Asset, Position, Quantity, whether it is Critical there, and Replace every (the wear interval). Read it before discontinuing a part: it says what would be orphaned. Wear intervals also feed the demand forecast.

Costs

What it has cost: the number of purchases, the lowest and highest unit cost, then every receipt that fed the part’s value with When, What, Unit cost, Quantity and From (the supplier).

A valuation says a part is worth 15 each; this tab says why — ten arrived at 14 and ten at 16, from these suppliers, on these dates.

Shortages

When it was missing: every time this part was needed and not there, and what that cost. Totals across the top count times short, how many stopped work, and how many are still open.

Each entry shows when it happened, the store, how many were short, the hours lost, any part used instead, and whether it is resolved. It arrived closes an open shortage. It is the other half of the reorder point: what it costs to hold stock is visible on a shelf, and this is where what it costs not to have something is recorded. Record a shortage (needs Issue, consume, return and reserve stock) opens We needed this and it was not there:

Field	What it means
What did it cost?	No real effect, Delayed the job, Used something else, Stopped the job or Asset was down for it
How many short	The quantity that was missing
Hours lost	Time lost waiting for it
Anything else	A free-text note

Shortages can also be recorded from the work order that hit them.

Consumption

What has been used: total consumed, the number of movements, how many were against work orders, and the first and last movement dates. It is summed from the ledger rather than read from a stored total.

Demand

The rate this part’s consumption adds up to, and the forecast built on it — the same figures the reorder list works from.

Section	What it shows
What it runs at	The monthly rate, how many months it was measured over, and a quality mark such as steady with a sentence explaining it. Two years of steady history gives a rate you can plan on; three movements in eighteen months gives a guess, and says so
Trend figures	Use in the last twelve months against the twelve before, the trend, the planned share and the variability
What it will need	The forecast quantity over the coming period, split into scheduled maintenance and wear against bill-of-materials replacement intervals, beside what is available, on order and reserved
Through the year	A seasonal index per month (1.0 is an average month), with a note on how many years of data stand behind it
Month by month	Each month’s quantity used, planned, unplanned, number of issues, assets and cost

Files

Photographs and documents — the part’s photo, its datasheet, the drawing it comes off. The first photograph becomes the picture on the catalogue and on this screen.

Copilot

Ask the AI assistant about this part. The tab is shown only where your organisation has the AI assistant. It is off until an administrator turns it on under AI settings; until then the tab says so.

Issuing against a job

Parts are issued from a store against a work order. That does three things at once: it reduces stock, puts a cost on the job, and adds to the consumption history that forecasts future demand. Whether parts may be issued depends on the status the job is in — a flag on your state model, not a rule here.

Reorder recommendations

What to buy, how much, and the policies behind it.

Get started

Work

Maintenance

Assets

Sites

Inventory

Procurement

Workforce

Vendors and contracts

Finance

Property

Gatehouse

Analytics

Knowledge base

The field app

Release notes

The header

Overview

Stock

Receive

Issue

Transfer

Adjust

Count

Handed out

Transactions

Suppliers

Alternatives

Used on

Costs

Shortages

Consumption

Demand

Files

Copilot

Issuing against a job

Reorder recommendations