Parts Inventory Settings

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

This article explains how to set part inventory preferences such as creating and deleting part types, customizing parts fields and more.

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As a Full User, you can view all the parts inventory preferences, but you can only interact with Part Types. Only Administrators can change the all the preferences.

To access parts inventory preferences:

1. From the sidebar, open the Settings menu and in ORGANIZATION SETTINGS, select Features.
2. On the Features tab, navigate to the Parts Inventory section.
3. Select Set Preferences. The Parts Inventory settings page opens.

Calculate Unit Cost Following a Moving Average

Toggle this option to allow adding a restock unit cost on parts. If you provide a cost when restocking a part in the part details, MaintainX automatically recalculates the restock unit cost using a moving average. Changing the price or quantity directly from the Edit Part screen will not affect the calculations. The restock unit cost appears only when you restock a part.

This setting is useful when using purchase orders to buy parts that don’t have a set cost per unit, especially for parts with fluctuating costs. When you toggle on this option, MaintainX calculates the average cost of that part based on purchase orders in which the part is used.

For example, if you create a purchase order with a part that costs $10 as the unit cost, and the following week you create a new purchase order for that same part at a unit cost of $12, MaintainX automatically updates the part's unit cost field to reflect an average of $11.

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The moving averages calculation only includes costs that you add after you turn on Calculate Unit Cost Following a Moving Average setting. It's not possible to retroactively include prior costs in the calculation.

Create and Delete Part Types

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Full Users can create, edit and delete part types.

Part types are custom labels you can use to send parts into different groups, which is useful for filtering and reporting. You can also assign an escalation team to a part that's critical for your organization using part types.

For example, by default MaintainX includes a “Critical” label that you can apply to necessary parts for certain assets in your organization. You can assign an escalation team if quantities of parts with this label drop below their set minimums stock quantity in your inventory.

You can create a new part type in the following ways:

• On the fly when you create or edit a part on the web or mobile application.
• From the parts inventory settings on the web application.

Create a Part Type on the Fly

Web

1. Start creating or editing a part.
2. In the Part Types field, enter the name of the part type you want to add.
3. Select Create [TYPE NAME].

Mobile

1. Start creating or editing a part.
2. On the Create Part or Edit Part screen, navigate to the Part Types, and select Assign .
3. On the Part Types screen, select Create Type.
4. Enter the name of the part type you want to add, and select Create.

The new type is added to the list of available types and is assigned to the part you’re creating or editing.

Create a Part Type from the Part Inventory Settings

1. On the Parts Inventory settings page, navigate to Preferences and select Part Types.
2. On the Part Types page, select Create Part Type. The new Part Type dialog opens.
3. Enter the label for the new type, and then select Create.

The new part type is added to the list.

Delete a Part Type

You can delete an existing part type from the part inventory settings. When you delete a part type, MaintainX removes it from any part that it’s assigned to. This will affect any filters that uses the deleted part type.

To remove a part type:

1. On the Parts Inventory settings page, navigate to Preferences and select Part Types.
2. On the Part Types page, find the part type you want to remove, and select (more options).
3. From the options menu, select Remove Part Type.

The part type is removed from the list.

Set Up Critical Parts Escalation Teams

Choose which teams in the organization receive notifications about critical parts. A critical parts escalation team is alerted by email when a part labelled as "Critical" runs below its set minimum inventory.

You can designate specific teams to handle critical parts and add or remove existing teams from the list of critical parts escalation teams.

For more information, see Escalation Teams in MaintainX.

Share Parts Between Organizations

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

Toggle part sharing between organizations. When part sharing is on, you can check which shareable parts are available in other organizations, request parts from another organization’s inventory, and transfer parts to other organizations.

For more information, see Share Parts Between Organizations.

Manage Part Request Escalation Teams

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

Choose which teams in the organization get notified about part requests. You can designate specific teams to handle part requests. You can add or remove existing teams from the list of part request escalation teams.

When you set escalation teams, only members of those teams receive part request notifications. Part requests are useful when you want to transfer parts between physical locations.

For more information, see Set Up Escalation Teams for Part Requests.

Auto-Generated Barcodes

Toggle this option to automatically generate a QR code when you create a part. When you scan the code with a compatible device camera, it refers directly to the part it's linked to. For example, when creating a work order for the part, you can scan the code instead of selecting the part from the parts list.

For more information, see About QR codes and Barcodes.

Customize Part Fields

You can add custom fields to the parts form. For example, if your organization uses a part number that's different from the vendor’s ordering part number, you can add a custom field for it You can make custom fields mandatory, so users have to fill them out when they create a new part.

Use the Customize Part Fields page in the parts inventory settings to create and manage custom parts fields.

Create a New Custom Field

1. On the Customize Part Fields page, do one of the following:

   • If your organization doesn't have any custom fields yet, select Add Your First Custom Field.
   • If your organization has one or more custom fields already, select Add Another Custom Field.

2. Add a name for the field.

3. Select the type of field. The field can be any of the following:

   Field Type	Description
   Single Line Text	A one line text field. It can be up to 4096 characters long (about 500-700 words).
   Multi Line Text	A text box field. It can be up to 4096 characters long (about 500-700 words).
   Number	For numerical values.
   Single Select	Create a list of values for users to choose from.
   Date	A date field.
   Date & Time	A date and time field.
   Link	A hyperlink or phone number to select. Requires that users enter a complete link, such as www.myurl.com, or a complete phone number prefixed with tel:, for example tel:123-456-7890.

4. Select Create.

Make a Custom Field Mandatory

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Available for Enterprise plans only. For more information, contact your MaintainX representative.

Select the Make this field required option to make the custom field mandatory when a user creates a part.

Reorder Custom Parts Fields

To change the order of the custom fields, drag the (Reorder) icon to move a field up or down.

Delete a Custom Part Field

To delete a custom field, select the (Trash can) icon next to the field you want to delete.