The part catalogue

The part catalogue lists every part you hold, with how much is on hand, reserved, available and on order, and which parts have fallen to their reorder point. Open it from Inventory → Parts.

If you don’t see this in your navigation, your administrator can switch the module on under Administration → Modules, or it may not be included in your plan.

The header

Item	What it tells you
parts	How many parts match the current search and filters
at reorder point	Parts at or below their reorder point in at least one store
with a recommendation	Parts with an open purchase recommendation on the reorder list. Shown when you are looking at every store
Export	Downloads what the list is showing — the catalogue, or stock on hand when one store is chosen. Needs Export the parts catalogue and stock on hand
Reorder	Opens the reorder recommendations
New part	Opens the part form. Needs Add parts, stores and bills of materials

Rows at or below their reorder point are tinted amber and sorted to the top.

Everywhere, or one store

The store picker in the toolbar starts at Everywhere: the quantities are sums across all your stores. Choose a store to see that store’s own shelf instead. “At reorder point” is asked per store, not against the total, because one empty store is the fact worth surfacing. A part can show healthy total stock and still be flagged: the store that needs it has none. Totalling would hide a shortage at the plant behind stock sitting in another building.

Columns

Column	What it shows
Part	Your part number, with a thumbnail photo — the first photograph attached to the part. Click to open
Name	What the part is called
Category	From your inventory settings
On hand	Physically on the shelf
Reserved	Held for jobs and not available to anyone else
Available	On hand minus reserved — what you can actually promise a new job
On order	On open purchase orders, not yet received
Reorder at	The reorder point, or no policy if no reorder policy covers the part
Ran out	How many times the part was short in the last 12 months (for example 1×). Red when at least one shortage stopped work; hover for the detail
Criticality	Critical, high, normal or low — how badly a stockout hurts
Lead time	Days a replenishment normally takes (every-store view only)

Hidden columns you can add under Columns:

Column	Shown in	What it shows
At reorder point	Both views	Yes or no
Unit	Both	The unit of measure
Tracking	Both	None, lot or serial
Description	Every store	The part’s longer description
Recommendations	Every store	Open purchase recommendations
Stocked	Every store	Whether it is kept on the shelf
Active	Every store	yes, or withdrawn
Store	One store	The store’s code
In transit	One store	Moving between stores
Unit cost	One store	Average cost in this store
Minimum, Maximum, Safety stock	One store	The store’s reorder levels
Last movement, Last counted	One store	When stock last moved, and when it was last counted

Custom fields, columns borrowed from related records, and created and changed dates can also be added.

Searching and filtering

Search part names matches on the part’s name.
At reorder point shows only parts at or below their point.
Filter, Views and Columns work as on every list.

Bulk actions

Tick rows (or Select all) and a bar appears with:

Action	What it does
Edit in a grid	Changes several parts at once in a spreadsheet, one row per part. It runs as an import, which is what gives it an undo, so it needs Import access
Print labels	Prints bin or part labels from the label studio

Adding a part

Click New part. After saving, the product opens the new part.

The same form opens from Edit on a part.

Identity

Field	What it means	Notes
Part Number	Your own number for the part, not the manufacturer’s	Required and unique. It cannot be changed afterwards, because stock, issues and orders all quote it
Name	What a storeman would ask for at the counter	Required
Description	A longer description	Optional
Part Category	Groups the catalogue for browsing and reporting	From your inventory settings
Photograph	What it looks like on the shelf	Optional. The first photograph becomes the catalogue thumbnail

Who makes it

Field	What it means	Notes
Manufacturer	Who makes it	Chosen from your manufacturers
OEM part number	The manufacturer’s own number	This is what goes on the purchase order
Barcode	Scanned to issue or count the part	Must be unique across the catalogue
Default Lead Time (days)	How long a replenishment normally takes	Reorder points are calculated from this — a number that is too low produces stockouts nobody was warned about. A supplier’s own lead time overrides it when that supplier is used
Files	Manuals, drawings, certificates	Optional attachments

How it is counted

Field	What it means	Notes
Unit of Measure	The unit stock is counted and issued in	Required. Changing it later does not restate stock already on hand, so get it right at the start
Tracking Mode	None counts quantity only; Lot asks for a batch on every receipt and issue; Serial tracks each individual unit	Defaults to none. Serial suits a rotable; it is tedious for a washer
Weight (kg)	Weight per unit	For shipping and handling

How it behaves

Field	What it means	Notes
Stocked	Kept on the shelf and reordered against a policy	On by default. Turn it off for something bought only when a job needs it
Criticality	How badly a stockout hurts	Critical, high, normal (default) or low. Critical parts escalate rather than waiting in a queue, and a stocked critical or high part with no reorder policy is flagged on the reorder screen
Consumable	Used up rather than returned	Grease, gaskets, filters
Repairable	Comes back for overhaul instead of being scrapped
Hazardous	Flags handling and storage requirements wherever the part appears
Shelf Life (months)	How long it keeps once received	Leave empty for something that does not expire

Cost and availability

Field	What it means	Notes
Standard Cost	The cost consumption is valued at when no receipt cost applies	In your organisation’s currency; you can pick another
Last Purchase Cost	What it cost the last time it was bought	Updated by receipts
Active	Whether the part can be used	Turning it off keeps stock and history but stops the part being added to new work or orders

Reorder levels are not on this form: they are set as reorder policies, per part and per store.

Where parts get used

On a job. Parts are reserved as requirements and consumed when issued. See the work order.
From a maintenance plan. Each round of a plan carries the parts it consumes, which is what lets demand be forecast rather than discovered.
On an asset’s bill of materials. Which parts fit which machine, so “which filter does P-102 take” is answerable at the counter — shown on the part’s Used on tab.

Inside a part

Stock by store, movements, suppliers, alternatives, costs, shortages and demand.

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

Everywhere, or one store

Columns

Searching and filtering

Bulk actions

Adding a part

Identity

Who makes it

How it is counted

How it behaves

Cost and availability

Where parts get used

Inside a part