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Spare Parts

The Spare Parts module tracks a fleet's own parts store as real inventory — not just a cost line in Expenses — and lets an approved requisition become a real vendor bill with one click.

Prerequisites
  • Spare Parts isn't on the public price list — ask your service provider to add it to your subscription.
  • Open Fleet → Spare Parts (or Parts → Parts Inventory in the business-unit menu layout) and click 🔧 Create Parts Depot — a one-time step that creates a "Parts Depot" location to hold your parts stock.
  • Add your parts as Items of type Product with a cost price, then restock the depot via an ordinary Purchase Invoice — there's no separate "receive parts" screen. Stock arrives when the bill is Approved, for lines linked to a catalog item.

The page has these tabs: Dashboard, Stock, 🔧 Issue, 🗑️ Write-Off, Issue History, Write-Off History, Consumption and 📋 Report.

Stock​

Stock shows current quantity and value on hand for every part at the Parts Depot. Users with the Manage Settings permission can narrow the list with Filter by Category (pick an item category; tick Require Category to also hide uncategorised items).

Issuing a part​

On 🔧 Issue, pick the part (the list shows what's in stock), the vehicle, an optional Fitment Location (type your own or pick a standard position), an optional trip (the vehicle's open own-fleet trips), the quantity, who issued it, and notes. This:

  • Decreases the depot's stock immediately
  • Automatically creates an Approved expense for the part's cost price × quantity against that vehicle (and the trip and its job, if picked) — it shows up on the job/trip ledger and fleet cost reports with no extra step
  • Posts to the General Ledger automatically if Accounting is enabled and configured, crediting your spare-parts inventory account rather than the bank
info

The Issue form doesn't stop you issuing more than the depot holds — check the stock first.

Writing off a part​

On 🗑️ Write-Off, record a replaced or damaged part being discarded: the part, optional source vehicle and position, quantity, a required Reason, who discarded it, and notes. A write-off only reduces stock — it doesn't create an expense or a GL entry. It needs the same part.issue permission as issuing.

History, consumption & reports​

  • Issue History — every part issued, by whom, to which vehicle/trip, with cost; searchable and exportable to Excel
  • Write-Off History — every write-off with its value and reason; exportable
  • Consumption — parts usage and cost per vehicle or per part (toggle By Vehicle / By Part), useful for spotting a vehicle that's consuming parts faster than its peers
  • Report — pick a date range (or This Month / Last Month / This Year) for parts issued, issue cost, write-offs, cost by vehicle and by part, and current stock; Export Full Report gives one Excel file
  • Dashboard — stock value, parts issued this month, low-stock alerts (at or below the reorder level, or 5), write-offs, top parts and vehicles, and recent activity

In the business-unit menu layout, the Parts menu also has its own Dashboard and Reports pages.

Converting a requisition into a purchase​

A requisition line can be linked to a catalog Item (the optional catalog picker under each line's item name). Once a requisition reaches MD Approved, a user with requisition.convertToPurchase clicks 📄 Convert to Purchase Invoice on its detail page to draft a vendor bill pre-filled from its lines — see Requisitions → Converting to a Purchase Invoice for the full flow. Approve the resulting Draft bill in Purchasing → to receive the catalog-linked lines into stock; lines without a catalog link don't add stock.

Permissions​

PermissionWhat it allows
part.viewView the Spare Parts page, stock levels and history
part.issueIssue a part to a vehicle/trip, and write off parts
part.reports.viewView Consumption and the parts Report
requisition.convertToPurchaseConvert an MD-Approved requisition into a Draft purchase invoice (see Requisitions →) — not Spare-Parts-exclusive, but how most tenants use it

Assign permissions in Settings → Users & Access → Roles & Permission Matrix.