Overview

The Parts list (Workshop → Parts) is where you manage the catalogue of parts and materials used by the workshop. Every item that will be ordered on a purchase order, used in a job task, or tracked in stock must be set up here first.

Parts have four types that determine how they behave in the system:

Part Type Description
Part A physical item tracked in stock. Can be added to job tasks and included in stock takes. Most workshop parts are this type.
Service A non-physical item — for example, a subcontracted service, a labour charge from an external provider, or a digital subscription. No stock is tracked.
Consumable A workshop expense item (such as rags, cable ties, or cleaning supplies) that needs to be captured for costing purposes but doesn't require stock level tracking. Cannot be added to job tasks. Excluded from stock takes. Added in 2025.
Fuel A special type for Diesel and AdBlue. Each fuel part shows its Fuel Type, and only one diesel part and one AdBlue part can exist. Fuel parts cannot be deleted, made inactive or changed to another type, and an ordinary part cannot be changed into one. Fuel is excluded from stocktakes, and its stock is tracked by dips instead. It is only offered on purchase order lines, goods received, purchase order invoices and the Part Transactions filter, not in other part pickers.

🧠 Learn more about fuel parts in Fuel Management.

Adding a part

  1. Navigate to Workshop → Parts.
  2. Click + Add in the header.
  3. Select the Part Type — this is the first field and controls which other fields are shown.
  4. Complete the remaining fields based on the part type (see below).
  5. Click Submit to save.

❕Note: The part type cannot be changed after the part has been saved.

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Fields by part type

Service parts have the fewest fields — no stock is tracked and no location is needed:

Field Description
Part Number Your internal reference number. Must be unique.
Description The name or description of the part.
Category The part category for reporting and filtering.
Preferred Supplier The default supplier for this service.

Consumable parts add one additional field:

Field Description
Part Number Your internal reference number. Must be unique.
Description The name or description of the part.
Category The part category for reporting and filtering.
Location Where the consumable is stored in the workshop (e.g. shelf or bin).
Preferred Supplier The default supplier for this consumable.

Part (physical, stock-tracked) includes all fields:

Field Description
Part Number Your internal reference number. Must be unique.
Description The name or description of the part.
Category The part category for reporting and filtering.
Include in Stocktake Indicates if this part will be shown when running the stocktake.
Requires MSDS Flag to indicate the part has a Material Safety Data Sheet on file.
Preferred Supplier The default supplier for this part.
Min Stock The minimum quantity before a reorder alert is triggered.
Max Stock The maximum quantity to order up to when reordering.
Location Where the part is stored in the workshop (e.g. shelf or bin).

❕Note: For physical Parts, set the initial stock on hand using a stock adjustment after creating the part. This also sets the initial cost price. See Part Transactions & Stock Adjustments.

Setting initial stock

When a new physical part is added, its stock on hand is zero. To set the opening quantity:

  1. Open the part and select Part Transactions from the Triple Dot Menu.
  2. Click + Add Adjustment.
  3. Set the type to Stock Adjustment — Increase.
  4. Enter the quantity and unit cost for the opening stock.
  5. Save.

The opening cost entered here becomes the part's cost price for job costing purposes until future purchase orders update it.

Editing a part

  1. Navigate to Workshop → Parts and click the part name to open it.
  2. Click the Edit button ✏️.
  3. Make the required changes and click Submit.

Adding suppliers to a part

Multiple suppliers can be linked to each part, with supplier-specific part numbers. This ensures purchase orders use the correct supplier reference.

🧠 Learn more: Multiple Suppliers for Parts

Viewing stock levels

The Parts list shows current stock on hand for each physical part. Use the filter to find parts below minimum stock level — these are candidates for reordering.

🧠 Learn more: Parts Reorder Report

In This Topic

Related Topics

Part Transactions & Stock Adjustments

Multiple Suppliers for Parts

Purchase Orders

Stocktake

Stock Transfers