Spare Parts
Spare parts are tracked as asset records with quantities, representing interchangeable or consumable items like keyboards, mice, memory modules, or replacement drives. The spare parts inventory shows what is available and lets you deploy parts individually or in bulk.
When to Use Spare Parts vs. Storage
| Use Case | Track As |
|---|---|
| A returned laptop awaiting redeployment (unique serial number, unique history) | Asset in Storage |
| A box of 10 replacement keyboards (interchangeable, tracked by count) | Spare Part |
| 5 identical memory modules in a drawer | Spare Part |
| A specific server taken offline for maintenance | Asset in Storage |
Viewing the Spare Parts Inventory
Navigate to Deploy a Spare Part to open the Spare Parts Inventory:
TODO Screenshot:
ClickMenu "Asset List" | PrintScreen "itam-spares-and-storage-spare-parts"
The inventory shows each spare part's description, current quantity, and location:
TODO Screenshot:
ClickMenu "Asset List" | PrintScreen "itam-spares-and-storage-spare-parts-2"
Deploying Spare Parts
- Select a spare part from the inventory
- Choose Deploy Spare Parts from the action menu
- You can deploy the full quantity or split the record to deploy only a portion
In the example below, 2 of 5 keyboards were deployed:
TODO Screenshot:
ClickMenu "Asset List" | PrintScreen "itam-spares-and-storage-spare-parts-3"
When you deploy a partial quantity, the system splits the spare part record:
- The deployed portion becomes a new record with status "In Service"
- The remaining quantity stays in the original record as spare stock
Spare Parts Inventory Report
The Spare Parts Inventory Report generates a printable PDF of all spare parts and their quantities:
TODO Screenshot:
ClickMenu "Asset List" | PrintScreen "itam-spares-and-storage-spare-parts-4"
Use this report for:
- Regular stock checks against physical inventory
- Procurement planning -- identify items that are running low
- Management reporting on spare parts expenditure
Tips
- Set minimum stock levels for critical spare parts (e.g., always keep at least 5 replacement hard drives) and review the inventory monthly
- When receiving new spare parts, update the quantity on the existing spare part record rather than creating a new record -- this keeps the inventory clean
- Use the spare parts report during annual physical inventory counts to verify that database quantities match actual stock
- If a spare part is permanently depleted (quantity reaches zero), consider archiving or disposing of the record
Related Articles
- Moving an Asset into Storage — for full assets rather than spare parts
- Deploy Assets from Storage — deploying full assets back into service
- Spares and Storage Overview — the module overview