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Managing Parts

The Parts Catalog is the foundation of your inventory system. This is where you create and maintain records for every replacement part you stock - from screens and batteries to keyboards and charging cables.

You can access the parts catalog from Incidents > Parts Inventory.

Permission Required

To add, edit, or delete parts, you need the Manage Parts permission assigned to your administrator role.

Understanding the Parts List​

When you open Incidents > Parts Inventory, you'll see a table displaying all parts in your catalog. This is your master list of everything you track.

What You'll See in the Table​

ColumnWhat It Shows
NameDescriptive name of the part (clickable to view details)
SKUPart number or manufacturer SKU
CostYour internal cost to acquire this part
Sale PricePrice charged to customers (from linked Sale Item)
QuantityTotal inventory across all locations
Reorder LevelThreshold that triggers low stock alerts
StatusActive or Inactive
ActionButtons to edit or delete the part

Searching and Filtering​

Use the search box at the top of the table to find parts by:

  • Part name
  • SKU/part number
  • Any visible column data

As you type, the table automatically filters to show matching results.

Adding a New Part​

To add a part to your catalog:

  1. Go to Incidents > Parts Inventory
  2. Click the Add Part button in the header
  3. Fill out the part details (see fields below)
  4. Click Save

After saving, you'll be taken to the part's detail page where you can add inventory.

Part Fields Explained​

Name *​

The descriptive name for this part.

What to include:

  • Device compatibility (iPad, Chromebook, MacBook, etc.)
  • Part type (screen, battery, keyboard, etc.)
  • Any distinguishing characteristics (size, color, model year)

Good examples:

  • "iPad 7th Gen LCD Screen Assembly"
  • "Chromebook 11 G8 Keyboard - US Layout"
  • "MacBook Air 13" Battery (2020)"
  • "USB-C Charging Cable 6ft"

Avoid vague names:

  • ❌ "Screen"
  • ❌ "Battery"
  • ❌ "Part"

Why this matters: Clear names help technicians quickly find the right part when working on repairs.

SKU​

Optional part number or SKU for reference.

Common uses:

  • Manufacturer part numbers
  • Vendor catalog numbers
  • Internal part codes
  • UPC/barcode numbers

Examples:

  • "AP-LCD-IPD7-001"
  • "661-13676"
  • "HP-KB-CB11G8"

Benefits:

  • Easier reordering from vendors
  • Cross-reference with purchase orders
  • Barcode scanning support (if configured)

Description​

Optional extended description of the part.

What to include:

  • Compatibility notes ("Compatible with iPad 7th, 8th, 9th generation")
  • Technical specifications
  • Installation notes
  • Vendor information
  • Links to product pages

This field is for your reference - it doesn't appear on invoices or reports.

Cost *​

Your internal cost to acquire this part.

What to enter:

  • The price you pay to purchase or acquire this part
  • Include shipping/handling if you allocate it per part
  • Use decimal format (e.g., "45.99")

Why this matters:

  • Tracks your actual expenses
  • Calculates repair costs for reporting
  • Helps determine markup for billing
  • Supports cost analysis and budgeting

Important: Cost is for internal tracking only. It's not shown to customers or on invoices.

Sale Item​

Optional link to a billing Sale Item for invoicing.

How it works:

  1. Create a Sale Item in Billing > Sale Items with your desired sale price
  2. When adding/editing a part, select that Sale Item from the dropdown
  3. The part inherits the Sale Item's price for invoicing purposes

Why link to Sale Items:

  • Enables invoicing for parts used on incidents
  • Centralizes pricing (change price in one place)
  • Supports different pricing tiers (if you have multiple Sale Items)
  • Connects to your billing workflow

Parts without a Sale Item:

  • Can still be tracked in inventory
  • Can still be used on incidents
  • Cannot be included in invoices
  • Show "-" for Sale Price in the parts list
tip

Create Sale Items before adding parts if you plan to bill for them. This makes setup faster since you can link them immediately.

Reorder Level​

The minimum quantity threshold for low stock alerts.

How it works:

  • Set a number (e.g., "5")
  • When total inventory drops below this number, alerts are triggered
  • Set to "0" to disable alerts for this part

How to determine your reorder level:

Consider these factors:

  • Lead time - How long to receive new stock?
  • Usage rate - How many do you typically use per week/month?
  • Buffer - Extra cushion for unexpected demand

Example calculation:

  • You use 3 screens per week
  • It takes 2 weeks to receive new stock
  • Minimum needed: 3 × 2 = 6 screens
  • With buffer: Set reorder level to 8-10

Alert types:

  • Immediate - Email sent when stock drops below threshold
  • Daily digest - Summary of all low stock parts sent daily

Learn more about Low Stock Alerts →

Active Status​

Whether the part is currently active in your catalog.

Active parts:

  • Appear in part selection dropdowns
  • Can be used on incidents
  • Included in inventory reports
  • Trigger low stock alerts

Inactive parts:

  • Hidden from selection dropdowns
  • Cannot be used on new incidents
  • Retain historical data
  • Don't trigger alerts

When to deactivate (vs. delete):

  • Part is discontinued but has usage history
  • Temporarily out of stock with no reorder plans
  • Replaced by a newer version
  • Seasonal items not currently stocked

Viewing Part Details​

Click on any part name to view its detail page.

What You'll See​

Part Information:

  • All fields from the part record
  • Current sale price (from linked Sale Item)
  • Total quantity across all locations
  • Low stock indicator (if below reorder level)

Inventory by Location:

  • Breakdown of quantities at each location
  • Quick view of where stock is available
  • Status badges (In Stock, Low Stock, Out of Stock)

Activity History: A comprehensive log of all activity for this part, including:

  • Manual inventory adjustments (with reasons)
  • Parts used on incidents
  • Parts returned from incidents
  • Transfers between locations

The Activity History table supports:

  • Pagination - Navigate through large histories
  • Search - Find specific activities
  • Sorting - Order by date, type, or administrator
ColumnDescription
DateWhen the activity occurred
ActivityDescription of what happened
LocationWhich storage location was affected
ChangeQuantity change (+/-) shown in color
ByAdministrator who performed the action

Actions Available​

From the part detail page, you can:

  • Edit - Modify part information
  • Adjust Inventory - Add or remove stock at a location
  • Transfer - Move parts between locations
  • Delete - Remove the part (if no usage history)

Editing a Part​

To modify an existing part:

  1. Go to Incidents > Parts Inventory
  2. Click on the part name to view details
  3. Click Edit
  4. Update the desired fields
  5. Click Save

What you can change:

  • Name, SKU, Description
  • Cost
  • Sale Item link
  • Reorder Level
  • Active status
caution

Changing a part's cost doesn't affect historical records. Past incident usage retains the cost recorded at the time of use. This preserves accurate historical reporting.

Deleting a Part​

To remove a part from your catalog:

  1. Go to Incidents > Parts Inventory
  2. Find the part in the list
  3. Click the Delete button in the Action column
  4. Confirm the deletion
Deletion Restrictions

You cannot delete a part if:

  • It has been used on any incidents
  • It has inventory adjustment history

This protection prevents accidental data loss. If you need to remove a part with history, mark it as Inactive instead.

Common Workflows​

Scenario 1: Setting Up a New Part Type​

Your district purchases new Chromebook batteries to stock:

  1. Go to Incidents > Parts Inventory
  2. Click Add Part
  3. Fill out:
    • Name: "Chromebook 11 G8 Replacement Battery"
    • SKU: "HP-BAT-CB11G8"
    • Description: "Compatible with HP Chromebook 11 G8 EE. 3-cell 47.36Wh."
    • Cost: "42.00"
    • Sale Item: Select "Chromebook Battery Replacement" (if billing)
    • Reorder Level: "5"
  4. Click Save
  5. Click Adjust Inventory to add initial stock
  6. Select location, enter quantity, reason: "Initial stock from PO#12345"

Scenario 2: Discontinuing an Old Part​

You no longer stock iPad 5th generation screens:

  1. Find "iPad 5th Gen Screen Assembly" in parts list
  2. Click to view details
  3. Click Edit
  4. Uncheck Active
  5. Click Save

The part remains in historical records but won't appear in selection dropdowns.

Scenario 3: Updating Pricing​

Your vendor increased prices on screen assemblies:

  1. Go to Billing > Sale Items
  2. Find the "Screen Replacement" sale item
  3. Update the price from $89.00 to $99.00
  4. Save

All parts linked to this Sale Item automatically use the new price for future invoices. (Historical invoices retain the original price.)

Tips for Managing Parts​

✅ Do:

  • Use descriptive, searchable names
  • Include device compatibility in names
  • Set realistic reorder levels based on usage
  • Link to Sale Items if you plan to bill
  • Keep SKUs consistent with your vendors
  • Deactivate rather than delete parts with history
  • Review parts list periodically for accuracy

❌ Don't:

  • Use vague names like "Screen" or "Part"
  • Set reorder levels too low (risk running out)
  • Set reorder levels too high (unnecessary alerts)
  • Delete parts with usage history
  • Forget to update costs when vendor prices change
  • Create duplicate parts for the same component

Common Questions​

Q: Can I have multiple parts for the same component? Yes. You might have "iPad Screen - OEM" and "iPad Screen - Third Party" as separate parts with different costs. This is useful for tracking quality tiers or vendor options.

Q: What happens to incidents if I delete a part? You cannot delete parts that have been used on incidents. The system prevents this to maintain data integrity.

Q: Can I change a part's name after it's been used on incidents? Yes. The new name will appear everywhere, including historical incident records. Only the name changes - the record linkage remains intact.

Q: Do I need a Sale Item for every part? No. Only link Sale Items to parts you want to invoice. Internal parts (screws, thermal paste, etc.) can exist without Sale Items.

Q: How do I handle parts with multiple compatible devices? Option 1: Create one part with compatibility notes in the description. Option 2: Create separate parts for each device type. Choose based on whether you need separate inventory tracking.

Next Steps​

A well-organized parts catalog makes inventory management and repair tracking significantly easier!

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