Create a Part

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Feature availability by platform, plan type, and user type

Platform:	AvailableWebAvailableMobile
Plan Type:	Not availableBasicNot availableEssentialAvailablePremiumAvailableEnterprise
User Type:	Not availableRequesterAvailableFull UserAvailableAdministrator

This article explains how to create a part, how to duplicate a part, and describes the parts form fields in MaintainX®.

tip

You can also import parts data into MaintainX to create parts in bulk. This is useful when you need to create many parts quickly, or you have existing parts data exported from another system. For example, an enterprise resource planning (ERP) or enterprise asset management (EAM) system. For details, see Parts Imports.

Create a Part

Web

1. From the sidebar, select Parts > Inventory.
2. Select + New Part.
3. Enter a name and any additional properties for the part. See Parts Form Fields for details.
4. Select Create.

The new part appears in the Parts list of your organization.

Mobile

1. Select one of the following:

   • From the Overview screen, select + Create then Parts , or

   • From the bottom navigation bar, select More.

     1. On the More Options screen, navigate to Product Features, and select Parts Inventory.
     2. Select + New Part.

2. Enter a name and any additional properties for the part. See Parts Form Fields for details.

3. Select Create.

4. After you create a new part, its Details page appears. You can:

   • Add your part to a work order by selecting (more options) and Use in New Work Order.
   • Go back to your Parts list.

Duplicate a Part

Another way to create a part is to duplicate one that already exists. This could be useful if you are working with a part that can have different sizes. For example, a glass pane that comes in two different sizes but otherwise have all the same information. You might create the 16”x21” model first and then duplicate and modify it to create the 21”x32” model.

To duplicate a part:

Web

1. From the sidebar, select Parts > Inventory.
2. In the Parts list, select the part you want to duplicate.
3. From the part details, select (more options).
4. Select Copy to New Part.
5. The duplicated part opens on the New Part page. You can verify the information or edit the information.
6. To save the part, select Create.

Mobile

1. From the bottom navigation bar, select More.
2. On the More Options screen, navigate to Product Features, and select Parts Inventory.
3. On the Parts Inventory screen, select the part you want to duplicate.
4. Select (more options), and select Copy to New Part.
5. The duplicated part opens on the Create Part screen. You can verify the information or edit the information.
6. To save the part, select Create.

A duplicate of the part is created.

Parts Form Fields

Parts form fields define a part's properties. The following table describes each of the fields in the Parts form.

Field	Description	Required?
Name	The name of the part. It can be up to 255 characters long. The Part Name is the only searchable field when you add a part to a work order. It must be unique and include relevant details, like the part number, for effective searching. You cannot create a part without a name.
Add or drag pictures	Attach or drag pictures of the part. These can be photos or other pictures such as instructions, blueprints of the part, etc. In the mobile app, you can take photos with your device’s camera, or choose existing photos or pictures on the device. In the web app, you can choose any photo or picture on your computer.
Average Unit Cost	Average cost per unit. This value is used to calculate the cost of parts used in a work order, which you can in the Time & Cost Tracking section. If your organization is configured to allow unit cost overrides, technicians can specify a Unit Cost for each part used in a work order. In that case, MaintainX® uses the work order part costs instead of this value. For details, see Allow Unit Cost Overrides.
Description	A short description of the part. It can be up to 4096 characters long (roughly 500-700 words). Make sure to include all relevant details about the part.
QR Code/Barcode	QR code or barcode used to identify the part. You can enter the alphanumeric data manually or generate the code. In the MaintainX mobile app, you can scan the QR code or barcode for your part with your device’s camera to quickly add it to a work order or locate it in your parts list. For more information, see About QR Codes and Barcodes.
Part Types	Custom labels that you can apply to sort parts into types. This field can be used for filtering and reporting. Part types can also be useful to alert escalation teams when a part with the type Critical has units running below its minimum in stock in your inventory. If you want the escalation teams to be alerted, this field is necessary for notifying them. For more information, see Part Inventory Settings.
Location	The location associated with the part. This is a MaintainX entity that represents a physical place. For example, a facility or a building in a compound facility. For more information, see About Locations. If your plan includes multi-location parts, you can add more than one location. For each location, you can specify the Area, Units in Stock, and Minimum in Stock. For more information, see Manage Parts in Multiple Locations.
Area	The precise area where the part is located. For example, the part is located in the area named Storage Bin 4-C within Facility A. If your plan includes multi-location parts, you can specify an Area for each of the part's locations. For more information, see Manage Parts in Multiple Locations.
Units in Stock	Quantity of the part you have in inventory. If your plan includes multi-location parts, you can specify the Units in Stock for each Location. For more information, see Manage Parts in Multiple Locations.
Minimum in Stock	Number of units you want to keep in inventory. When this number gets lower than the minimum, the escalation team gets an alert. This only happens when the part type is set as Critical and there is an escalation team set up. For more information, see Set Team as Critical Parts Escalation Team. If your plan includes multi-location parts, you can specify the Minimum in Stock for each Location. For more information, see Manage Parts in Multiple Locations.
Assets	The assets in your MaintainX organization that use this part. You can link more than one asset to a part. This is useful when the part is for one or more specific assets. It will be automatically linked when you create and complete work orders.
Teams in charge	Assign teams to the part. Typically, these are the teams responsible for the maintenance of an asset that uses this part. For more information, see Create and Manage Teams.
Vendors	The names of the vendors from whom you buy the part. You can choose any vendors you created in your organization through the Vendors module. When you add a vendor, the part gets added to the vendor’s parts list in your organization automatically. For details, see About Vendors.
Vendor’s Ordering Part Number	The part number you use when you order the part from the vendor. This field only appears when you add a vendor to the part. When you create a purchase order for the part, the ordering part number is added automatically. This number can be different from the manufacturing part number.
Files	Attach files to the part, such as manuals, images, or other relevant documents. In the mobile app, you can choose existing files or photos on your device. In the web app, you can choose any files or photos on your computer.