Inventory
System Overview
The Inventory module centralizes the management of all items and suppliers used in maintenance and operations. It ensures that spare parts, consumables, and materials are clearly defined with consistent item codes and descriptions, linked to the right suppliers for procurement and pricing, and tracked across stock locations to avoid shortages or overstocking.
Navigation: Sidebar → Inventory
Key Capabilities
Quick Start Guide
- Access the Inventory Module
Navigate to: Sidebar → Inventory. Review the main navigation options for Items and Suppliers. - Review Existing Item Records
Open the Items section. Review key fields such as item code, description, unit of measure, stock information, and linked suppliers. - Review Existing Suppliers
Open the Suppliers section. Confirm supplier details such as name, contact information, and trade license data. - Add or Clean Up Item Master Data
Create new items where required. Standardize naming, coding, and units of measure to avoid duplication. - Link Items to Suppliers
For each item, verify or define which suppliers can provide it. Capture any relevant supplier references. - Integrate with Operations
Ensure work orders and contracts use items defined in the Inventory module. Align with Stores/Procurement for stock and pricing updates.
Module Guide
Master catalog of all materials, spare parts, and consumables. Track stock, pricing, warranties, and supplier links.
Directory of vendor partners. Store contact info, trade licenses, ratings, and provided products.
Inventory in Operations
| Integration | Description |
|---|---|
| Work Orders | Items consumed against work orders for reactive, corrective, and scheduled maintenance |
| Cost Tracking | Item usage contributes to work order cost calculations and contract analysis |
| Procurement | Supplier records support raising material requests from approved vendors |
Persona Use Cases
Stores / Inventory Manager
- Maintain item master data with standard naming
- Ensure items are correctly categorized and linked to suppliers
- Monitor stock levels and update thresholds
Procurement Officer
- Identify what to order and from which vendor
- Support price comparisons and supplier selection
- Use reorder quantities for purchase planning
Facility / Operations Manager
- Ensure critical spares are available when needed
- Understand material usage across sites and contracts
- Review stock thresholds for operational readiness
Finance Manager
- Support cost tracking for work orders and assets
- Analyze spend by item category or supplier
- Use exports for budget reconciliation
Key Notes
Data Consistency
Standardize item codes, names, and units of measure to avoid duplicates and confusion. Keep supplier records up to date with correct contact details and trade license information.
Governance & Ownership
Assign clear ownership for maintaining the Inventory module. Periodically review item and supplier lists to merge duplicates, retire obsolete entries, and add new ones as operations evolve.