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 Storage and Spares > Spares > Deploy a Spare Part to open the Spare Parts Inventory - Deploy query. Each row shows the part's description, unit amount, category, location, quantity in stock, threshold limit and the quantity already deployed, and the footer totals the stock value. The toolbar carries New Spare Part, Delete Spare, Restock Spares and Deploy Spares:
Deploying Spare Parts
- Tick the spare part in the inventory
- Click Deploy Spares (or choose it from the Deploy Spare Parts dropdown)
- In the Deploy a Spare Part dialog enter the Quantity to issue, then either pick the Deploy Spares to Asset the parts are fitted to, or the Location to Deploy to if they are not going to a specific asset. Notes are recorded against the deployment.
In the example below, 2 of the 22 patch leads are being deployed to a computer:
When you deploy part of the stock, the system splits the spare part record:
- The deployed portion becomes a new record linked to the target asset or location, and the Deployed column on the original counts it
- The remaining quantity stays in the original record as spare stock
- Restock Spares adds to the quantity when new stock arrives; when the quantity falls below the Threshold Limit the part shows on the reorder reports
Spare Parts Inventory Report
The Spare Parts Inventory Report (Storage and Spares > Spares, or the Spares tab of the Storage and Spares Dashboard) generates a printable PDF of all spare parts and their quantities. 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