Help Desk - Parts Management

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

Parts must exist in Parts Management and be associated to a site prior to associating an existing product from the Product Catalog. Admins/Techs with appropriate permission may add Parts and make Product associations as needed.

Accessing Parts Management

1. Click Parts in the top navigation.
2. The "Parts" window opens.

Add New Part Record

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

1. Click Add Record. The record opens within the grid.
2. Enter applicable field information.
3. Use the drop-down for Part Type and Part Area.
4. Select the green plus sign (add) icon to add a new option (permissions-based action).
5. Click on the field name, or press Enter on your keyboard, to save field data.
6. Select Save Changes routinely to save record entries.
7. Select Cancel Changes to clear data that has not been saved.

Part Details

Expand part details with the plus sign (add) icon beside the Part Number. Expanding a Part record allows a user to view details for the respective part.

Parts Inventory Tab

The “Inventory” tab displays the location(s) associated with the part, a part’s total inventory quantity at each location, and the set minimum stock.

Assign Inventory to Sites

The "Parts Quantity" field is an aggregate from all the site parts inventory. Inventory must be added for sites.

1. Use Add Inventory to add sites that will have inventory for that part. The site can be added with or without a quantity.
2. Filter for site(s) to be updated, as needed.
3. Click in the Quantity field and add quantity.
4. Repeat for each site to add inventory counts to.
5. Click the blue Save Changes icon to save.

Adjust Inventory for Sites

Ongoing management of inventory occurs by adjusting inventory quantity under a site. Reduce inventory as parts are used and increase inventory as parts are replenished.

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.

1. Click Assign Products.
2. A modal opens allowing users to search the full Product Catalog.
3. Search by name, number, manufacturer, and type.
4. Select the checkbox(es) next to the products to associate.
5. Click the blue Save icon to keep your changes or select Cancel to reject them.

Inventory History Tab

With every change made to inventory quantities, the “Inventory History” tab will track the date, user (first and last name), Site name, quantity adjustment, and final quantity of the part.

Negative adjustments are indicated with a negative (-) sign. Positive adjustments are not.

Parts Asset Management Admin Low Inventory Notification

A user with Admin/Admin permissions in Asset Management can receive a nightly email of parts below the minimum stock threshold set forth by the district.

This notification can only be set through Asset Management under Profile Settings in the top right corner. Click the box beside the Parts Management setting to activate the District Low Stock notification. Click the blue Save icon to save.

Parts Permission Through Roles

Access to View Parts, Add/Edit Parts, Add/Remove Inventory Quantity, and Add/Remove Associate Products can be set or adjusted under each different Tech Role.