Parts Catalog Overview (Admin View)



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"Parts Management" allows districts to manage and track in Asset Management untagged consumable items at each site.

  1.  Navigation:
  2. Catalog
  3. Parts

The "Parts Management" feature follows similar permissions, based on view and editing options, as the "Product Catalog." Admins in the "Admin View" have capability to allow the level of "Parts Catalog" interaction for "Site View" users as needed (see "User Roles," "Limit Permissions for a Site User," and "District Settings: User Role Settings").

Parts must exist in the "Parts Catalog" and be associated to a site prior to associating those parts to existing products from the "Product Catalog." Users in the "Admin View" can make individual and bulk site associations to the "Parts Catalog." Site users with appropriate permissions may add/edit "Parts" and make "Product" associations as needed.

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Using Parts Management

Accessing Parts Management

  1. Click on Catalog in the top navigation.


  1. Select Parts. The "Parts" window opens.


  • When the quantity numbers appear in red, it is an indicator that the quantity has fallen below the minimum stock required by the district.
  • Save changes frequently; all unsaved changes will be lost. If you navigate away from the grid, change a filter, or click Refresh, all work will be lost.
  • An unsaved changes alert displays in red, reminding users :“You have unsaved changes. Any unsaved changes will be lost.”


Add New Part Record

The "Parts Catalog" grid allows an admin to associate "Parts" to sites, view existing "Parts," and update the quantity and/or the minimum stock within the field on the grid.

"Parts" are entered directly into the grid. The "Part Type" and "Part Area"  drop-down menus are created by users who have permission to add and edit parts.

  1. Click Add Record. The record opens within the grid.


  1. Enter the applicable field information.
  2. Use the drop-down menus to enter information for Part Type and Part Area.
    1. Select the Green Plus Sign to add a new option (permissions-based action).


  1. Click on the field name, or press Enter on your keyboard, to save field data.
  2. Select Save Changes routinely to save record entries.
  3. Cancel Changes to clear data that has not been saved.

Part Details

Selecting a part allows a user to view details for the respective part.

Inventory Tab

The Inventory tab displays the location(s) to which the part is associated, the part’s total inventory quantity at each location, and the minimum stock.

Admins in the "Admin View" can add sites with or without quantity. Adding a site without a quantity allows site users to add a quantity later.

Negative adjustments are indicated in red and with a negative (-) sign. Positive adjustments are indicated in green.

Expanding a "Part" record allows a user to view details for the respective part.


Add Parts Inventory to Sites

The "Parts Quantity" field is an aggregate of all the site's parts inventory.

  1. Select the expander/caret on left side of the record.


  1. Click on the Inventory tab.
  2. Click on Add Inventory.
  3. Filter for site(s) to be updated.
  4. Select the checkbox on left of the record row.
    • You can select the checkbox above the purple header to select all of the records.
Tip: When performing a "Site Name" search, clicking the Select All checkbox at the top left of the modal will only select the sites returned in the search results, allowing you to add site inventory in bulk.


  1. Click on the Quantity field to add quantity. Repeat for each site that needs an inventory count.
  2. Click on Save Changes.
  3. Click on the X icon to exit/close the window.

Other Considerations

  • All parts must be added manually. There is no way for untagged items to be converted to parts or Excel spreadsheets to be moved over.
  • "Minimum Stock," "Cost," and "Quantity" searches are dependent on the user clicking away from the box after pressing Enter. The user can click anywhere outside of the search box.
  • Special characters are not searchable.

Products Tab

The Products tab allows for product association to a part, and displays part and product association.

Selecting a product allows a user to view details for the respective product. The Products tab displays each product's information.

Admins can assign products to parts. The assignment allows users to see specific product assignment.


  1. Click on Assign Products.
  2. A modal opens, allowing to search the full "Product Catalog."
    • Search by name, number, manufacturer, and/or type.


  1. Select check box(es) next to the products you wish to associate.


  1. Click Save to keep your changes or Cancel to reject them.

Inventory History Tab

With every change made to inventory quantities, the Inventory History tab tracks the date, user, site name, quantity adjustment, and final quantity of the part.


  • The Inventory History tab tracks the "Date," "User" (first and last name), "Site Name," "Quantity Adjustment," and "Final Quantity of the Part."
  • Negative adjustments are indicated in red and with a negative (-) sign.
  • Positive adjustments are indicated in green.