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Manage Parts in Multiple Locations

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Platform:WebMobile
Plan Type:BasicEssentialPremiumEnterprise
User Type:RequesterFull UserAdministrator

If your organization includes multi-location parts, you can assign more than one location to a part, and specify the available quantity in each location. Multi-location parts help you track inventory more precisely. You can see and use inventory from each location and the total inventory across locations.

View Inventory for Multi-Location Parts​

For organizations with multi-location parts, the part details page shows overall quantity information and also includes a breakdown of inventory by location.

Screenshot of a part details page displaying inventory information across multiple locations. The screen shows total available quantity at the top, followed by a breakdown of inventory by location, with columns for location name, area, available quantity, and minimum stock level for each location.
Part details showing inventory levels for the same part in multiple locations

For each location assigned to the part, you can see:

FieldDescription
AreaThe precise area where the part is located.

For example, the part is located in the area named Storage Bin 9-L within Parts Warehouse.
Available QuantityThe number of units you have in stock at the location.

This is different from the overall Available quantity, which is calculated based on the quantity in stock and the quantity currently assigned to work orders.
Minimum in StockThe minimum number of units required to have in inventory at the location.

If the part is set as Critical and there is an escalation team set up, the escalation team receives an alert by email when this number drops below the set minimum.

Work With Multi-Location Parts​

Multi-location parts change some MaintainX workflows slightly because you need to consider part locations when you perform certain tasks. This section explains how part location affects specific tasks.

When You Restock Parts​

When you restock parts, you have to choose which location to assign the restocked parts to.

For more information, see Restock Parts.

Screenshot of the restock part interface showing a dropdown menu for selecting the location to add the parts to. The form displays fields for quantity and cost, and includes a location selector that allows users to specify which facility or storage area will receive the restocked items.
Restocking parts with location selection

When You Fulfill a Purchase Order​

When you fulfill a purchase order, you need to specify at least one location for every part you fulfill. You can also split the received quantity of every part between multiple locations.

For more information, see Fulfill a Purchase Order.

Screenshot of the purchase order fulfillment dialog showing location selection for received parts. The interface displays options to specify which location will receive the parts and allows allocating quantities across multiple locations.
Fulfilling a purchase order with location selection

When You Conduct a Cycle Count​

When you create a cycle count that includes parts in more than one location, the cycle count dialog includes a separate line for each location so you can count them separately.

Screenshot of the cycle count dialog showing separate inventory lines for the same part in different locations. The screen displays location names, areas, and quantity fields allowing users to count each location's inventory independently.
Cycle count dialog with one line for each location where the Geared Motor - AX4 part is stored

When users scan a barcode or QR code to start counting a part, they can specify the location that they're counting for.

For more information, see Conduct a Cycle Count.

When You Create a Work Order​

When you create a work order, you have to choose which location to take the required parts from.

Screenshot of the work order form showing the parts section with location selection. The interface displays a dropdown menu where users can specify which location to take the required parts from, which helps maintain accurate inventory across multiple storage locations.
Selecting the part location from the work order form

For more information, see Create a Work Order.

In the work order details, the Time & Cost Tracking section shows the location for the parts that you used.

Screenshot of the Time & Cost Tracking section in a work order showing part location information. The interface displays which parts were used from specific locations, which provides clear traceability of inventory consumption across the organization.
Time and cost section of the work order details shows assigned locations for parts used

When You Share Parts Between Organizations​

Companies that have more than one MaintainX organization can share parts between organizations. If your organizations include multi-location parts:

  • When one organization approves a parts request from another organization, the approving organization has to specify which of its locations to take the parts from.

    Screenshot of the parts request approval dialog with location selection. The screen shows options to specify which location to take the requested parts from, which enables accurate inventory tracking across multiple locations.
    Choosing a location when approving a parts request

  • When one organization receives the requested parts from another organization, the receiving organization has to specify which location to assign the parts to.

    Screenshot of the parts request receipt dialog with location selection. The screen shows options to specify which location will store the received parts, which ensures proper inventory allocation across multiple storage locations.
    Choosing a location when receiving requested parts

  • When an Administrator transfers parts from one organization to another, they can specify:

    • Which location in the source organization to take the parts from.

    • Which location in the destination organization to add the parts to.

      Screenshot of the part transfer dialog showing source and destination location selection. The dialog displays fields for specifying which locations to transfer parts to and from, along with quantity input, which helps maintain accurate inventory records across multiple locations.
      Choosing locations to transfer parts to and from

For more information, see Share Parts Between Organizations.

When You Install an Asset Package​

When you install an asset package that includes parts from the MaintainX Asset Hub, you can specify which location to assign the parts to.

When You Export Parts Data​

Multi-location parts affect the following data exports:

  • Parts: The exported CSV file has a separate line for each location. See Part Exports.

  • Part Transactions: The exported CSV file shows two types of part quantity data:

    • The Location-Based Quantity Before/After columns show the quantity at the part location before and after the transaction.
    • The Quantity Before/After columns show totals across all part locations before and after the transaction.

    See Part Transaction Exports.

Change the Default Part Location​

Every part in your inventory must have an assigned location. If you don't choose a location when you create a part, MaintainX uses the default part location. You can change the default part location any time.

Changing the default part location doesn't update any existing location assignments, but new parts that you create will use the new location.

To change the default part location:

  1. From the sidebar, open the Settings menu and in ORGANIZATION SETTINGS, select Features.

  2. On the Features tab, navigate to the Locations section, and select Set Preferences.

    The Locations settings page opens.

  3. Navigate to the Default Part Location section, and select a new location.