Parts Inventory Reports
Parts Inventory Reports provide exportable views of your inventory data for analysis, purchasing decisions, and audits. Access reports from Reports > View Reports under the Inventory Reports section.
To access Parts Inventory reports, you need both:
- Stats/Exports permission (required for all reports)
- View Parts Inventory permission (required for inventory-specific reports)
Accessing the Report
- Go to
Reports > View Reports - Scroll to the Inventory Reports section
- Click View Report for Parts Inventory
The report opens in a modal with full search, filter, and export capabilities.
Parts Inventory Report
This report shows all parts in your inventory system with comprehensive details.
Report Columns
| Column | Description |
|---|---|
| Part Name | Clickable link to part details. Shows "Low Stock" badge if below reorder level |
| SKU | Part number or manufacturer SKU |
| Cost | Your internal acquisition cost |
| Sale Price | Price from linked Sale Item, or "-" if not billable |
| Quantity | Total stock across all locations |
| Reorder Level | Threshold for low stock alerts |
| Locations | Stock breakdown by storage location (e.g., "Tech Office: 5, Warehouse: 10") |
| Status | Active or Inactive |
Low Stock Indicator
Parts with total quantity below their reorder level display a red Low Stock badge next to the part name. The quantity is also highlighted in red for quick identification.
Example: If a part has a reorder level of 10 and total quantity of 7, it shows as low stock.
Filtering and Searching
Search
Use the search box to find parts by:
- Part name
- SKU/part number
- Location name
- Any visible column data
Status Filter
Use the dropdown filter on the Status column to show:
- All - Both active and inactive parts
- Active - Only parts available for use
- Inactive - Only discontinued or hidden parts
Exporting Data
Click the export buttons above the table to download data:
| Format | Best For |
|---|---|
| Excel | Spreadsheet analysis, pivot tables, formulas |
| CSV | Import into other systems, bulk processing |
| Printing, sharing read-only reports |
Export tips:
- Apply filters before exporting to limit data
- Search results are included in exports
- Name files descriptively (e.g., "Parts-Inventory-2024-01-15.xlsx")
Common Workflows
Scenario 1: Monthly Purchasing Review
Generate a list of parts needing reorder:
- Open the Parts Inventory report
- Search or scroll to find parts with Low Stock badges
- Export to Excel
- Use the export to create purchase orders
Scenario 2: Physical Inventory Audit
Compare system counts to physical counts:
- Open the Parts Inventory report
- Export to Excel or print PDF
- Walk through storage locations with the report
- Note discrepancies
- Make inventory adjustments as needed
Scenario 3: Cost Analysis
Review part costs and pricing:
- Open the Parts Inventory report
- Export to Excel
- Calculate total inventory value (Quantity × Cost)
- Review markup (Sale Price vs Cost)
- Use data for budgeting or pricing decisions
Scenario 4: Location Inventory Review
Check stock distribution across locations:
- Open the Parts Inventory report
- Review the Locations column for each part
- Identify imbalances (too much stock at one location, none at another)
- Plan transfers to redistribute
Report Data Details
What's Included
- All parts in the system (active and inactive)
- Current quantities at time of report generation
- Linked Sale Item pricing (real-time from billing items)
- All configured storage locations with stock
What's Not Included
- Historical inventory levels (use adjustment history for this)
- Parts used on incidents (see incident records)
- Transfer history (see Parts Inventory main page)
- Cost changes over time
Data Freshness
The report shows real-time data. Quantities reflect current inventory including any recent:
- Adjustments
- Transfers
- Parts used on incidents
- Parts returned from incidents
Common Questions
Q: Why don't I see the Inventory Reports section? You need both Stats/Exports and View Parts Inventory permissions. Contact your system administrator to request access.
Q: Can I filter to show only low stock parts? The report doesn't have a dedicated low stock filter, but you can:
- Sort by Quantity (ascending) to see lowest stock first
- Search for "Low Stock" to find parts with the badge
- Export to Excel and filter the data there
Q: Does the export include inactive parts? Yes, by default. Use the Status filter to show only Active parts before exporting if you want to exclude inactive parts.
Q: Can I schedule this report to run automatically? Reports in View Reports are interactive only. For automated inventory alerts, configure Low Stock Alerts to receive email notifications when parts drop below reorder levels.
Q: Why does Sale Price show "-" for some parts? Parts without a linked Sale Item cannot be invoiced and show "-" for sale price. These are typically internal parts (screws, thermal paste, etc.) not billed to customers.
The Parts Inventory report gives you a complete view of your stock for informed purchasing, auditing, and inventory management decisions.