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Order and Restock Parts

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

This article explains how to order and restock parts.

Order Parts​

You can use a purchase order to request parts for your organization's inventory from a vendor. A purchase order doesn't have to have a vendor. You can also order additional items, allowing you to request one-off parts or items that may not necessarily be added to your parts inventory.

You can also request parts from your other MaintainX organizations using part sharing.

For more information, see About Purchase Orders.

Order Parts Through Purchase Orders​

You can create a purchase order for a part from the part details page.

  1. From the sidebar, select Parts Inventory.
  2. In the Parts list, select the part you want to order.
  3. Select (more options) and select Order this Part.
  4. The New Purchase Order form opens with the vendor and part information pre-populated.
  5. Fill in the form as needed.
  6. Select Create Purchase Order if you are an Administrator, or select Create if you are a Full User.

The purchase order is created and a notification is sent to the Administrator and approvers.

For more information about the purchase order approval flow, see Process a Purchase Order.

Create a Purchase Order on the Fly

If a part is added to a work order, you can create a purchase order for the part from the work order. In the work order details, select (more options) and then Create a Purchase Order. The purchase order form opens. Fill in the necessary information and select Create Purchase Order.

Not Sure You Ordered a Part?​

While a purchase order for a part is in progress, MaintainX displays a field called Ordered Quantity (web application) or Ordered (mobile application) in the part details. It shows the number of units highlighted in green. This indicates that your purchase order has been submitted for review. For more information, see View and Filter Parts.

How to Know When You're Low on Stock​

A part below its set minimum quantity appears in red in the parts list. This is a good indicator that you should plan to restock the part. A part can also have a red negative quantity, which means that it's associated with more active work orders than the units available in inventory.

A quick way to know which parts need to be restocked is by using the filter Needs Restock. You can select different options to let you know what’s missing from your parts inventory. For more information, see View and Filter Parts.

Request a Part from Another Organization​

availability

Available for the Enterprise plan. For more information, contact your MaintainX representative.

If your company has more than one MaintainX organization, one organization can request a specific part from another organization that has units in stock. To share parts between organizations, your organization must have part sharing enabled.

For more information, see Share Parts Between Organizations

Restock Parts​

You can restock parts for your organization. You do this when you receive the parts you ordered and want to replenish your inventory in MaintainX.

When you receive parts you ordered, you can update the quantity in MaintainX to restock your parts inventory. If you ordered parts using a MaintainX purchase order, your inventory is restocked automatically when you fulfill the purchase order.

For more information, see About Purchase Orders.

To restock parts:

  1. From the sidebar, select Parts Inventory.

  2. In the Parts list, select the part you want to restock.

  3. In the details pane, select +Restock.

  4. Enter the number of parts you are restocking.

    • (Optional) Add a Restock Unit Cost. This is useful for ​​parts that don’t have a set unit cost. For example, it applies when a part's cost fluctuates or when you want to highlight a price increase from a vendor. For more information see, Calculate Unit Cost following a Moving Average.
    • (Optional) Leave a note explaining the change.
    • (Optional) Add any file or images related to the restock.

  5. Select Confirm Restock.

The inventory is updated.

Restock Parts Through Purchase Orders​

You can automatically restock parts when you fulfil a purchase order. You can also manually change the quantities when you restock your parts, for instance, if you haven’t received all the units ordered from your purchase order.

For more information, see Fulfill a Purchase Order.

Remove Parts​

You can remove parts from your MaintainX parts inventory. For example, there could be a miscount in your inventory or a part is damaged and you can't use or replace it.

  1. From the sidebar, select Parts Inventory.

  2. In the Parts list, select the part you want to remove from the inventory.

  3. In the details pane, select +Restock.

  4. Enter the number of parts to remove, then do the following:

    • Leave a note explaining the change. It is mandatory.
    • (Optional) Add a Restock Unit Cost. This is useful for ​​parts that don’t have a set unit cost. For example, it applies when a part's cost fluctuates or when you want to highlight a price increase from a vendor. For more information see, Calculate Unit Cost following a Moving Average.
    • (Optional) Add any file or images related to the removal.

The inventory is updated.