Add, edit, and delete parts from part inventory

Note: You can attach document files and image files (such as PDF or JPG files) to a part record. For more information on how to attach a document to a part record, see Attachments.

Add a new part inventory

Use the part inventory to add one or more new parts. Each time you approve a new part and add it to the inventory, Civic Platform calculates and updates the total supply on hand. These parts are also available for use when you create part transactions and work orders. When an agency has more than one location for a part, the location and quantity on hand for the part updates when you create a part transaction. Civic Platform generates a part transaction each time that a user assigns a part to a work order, a location receives a part order, a part transfers between locations, or manual stock adjustments occur. For information about creating a part transaction, see Create, update, view, and void part transactions.

To add a new part to the part inventory

From the Part Inventory page, select New.
Enter the part number first, then enter the Units of measure and Calculate type.
Complete the remaining fields in the part details. See Part inventory fields for a description of fields.
Select Submit.

Edit part inventory

You can modify part inventory details as needed. For example, a vendor might no longer carry a brand of oil filters that your agency uses, but they carry a different brand for the same type of oil filter. You can go to the part inventory, find the oil filter, and then change the brand in the part details.

Note: To track the cost of a part based on its stock location, select the Track cost by location option.

Some part supply details such as the minimum quantity, maximum quantity, reorder quantity, and unit cost, auto-calculate based on the quantities of a part at a stock location.

To edit a part

From the Part Inventory page, find and open the part you want to edit.
Update any of the fields that display. See Part inventory fields for a description of fields.
Select Submit.

Delete parts from the part inventory

You can remove a part from the part inventory. For example, you may have entered a part by mistake or your agency no longer has a use for a part.

Note: When you select Delete, Civic Platform does not prompt you to confirm the deletion before it removes the selected records. Double check that the parts you have marked for deletion are the ones you want to remove BEFORE you select Delete.

To delete a part from the part inventory

From the Part Inventory page, find and select the check box next to the parts that you want to remove from the inventory.
Select Delete.