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Spare parts management overview
Overview
Spare parts management tracks parts consumed, recovered, issued, and returned during on-site service. Select a mode that records only work order consumption, manages engineers' personal inventory, or manages both warehouse and personal inventory.
Spare parts management is a Service Pass Professional Edition plugin. Enable it in Service Pass system settings. Your organization can use only one mode at a time.
Before you begin
- Confirm that the enterprise has purchased the professional version of Service Pass, and confirm that the administrator has relevant permissions for spare parts management.
- Prepare basic information such as products, spare parts classification, units and unit prices.
- If you need to manage warehouse inventory, enable inventory management and prepare warehouse, inbound and outbound permissions.
Three modes
| Mode | Personal library | Warehouse inventory | Applicable scenarios | Inventory impact during consumption |
|---|---|---|---|---|
| Simple mode | Not enabled | No maintenance | Only need to trace which spare parts are used for a certain work order | No inventory deduction |
| Normal mode | Enable | No maintenance | Need to know how many spare parts the engineer has on hand | Deduct personal library; recycle old parts to add personal library |
| Advanced mode | Enable | Enable purchase, sale and inventory | Need to manage warehouse, application, shipping, receipt, consumption and return closed loop | Can be deducted from personal warehouse or spare parts warehouse, supports batch/serial number |
Simple mode
The engineer records new and recovered parts in the work order's consumption details. The system does not create issue, return, outbound, or inbound records. It does not maintain engineer or warehouse balances.
Normal mode
Enterprises do not maintain warehouse inventory within the service channel. Engineers first put spare parts into their personal warehouse by picking materials, and then select new parts from the personal warehouse for work order consumption; old parts recycled on site will first enter the personal warehouse, and unused new or old parts are returned through return materials.
Advanced mode
The enterprise activates a spare parts warehouse for purchase, sale and storage. The spare parts application expresses the demand. After the application is approved and enters the shippable state, it will be shipped by the warehouse; when signing for it, it can enter the engineer's personal library or another spare parts library. Work order consumption and spare parts returns can affect personal warehouse or warehouse inventory depending on the source.
Core concepts
| Concept | Description | Quantity Change |
|---|---|---|
| Spare parts warehouse | Inventory pool in corporate warehouse, service station warehouse or regional warehouse | Changed by warehousing, outbound, shipping and receipt in advanced mode |
| Personal library | Spare parts that engineers carry or are responsible for keeping | Changed by picking, signing, consumption, recycling and return |
| Spare parts consumption | Records of actual use of new parts and recycling of old parts at the work order site | Simple mode only records; normal/advanced mode will deduct or increase inventory according to source |
| Spare parts application | Request form for spare parts requirements | The inventory itself is not directly deducted |
| Spare parts shipment | Spare parts issued by the warehouse upon request | Deduction of shipping warehouse inventory after approval |
| Spare parts return | Return spare parts from personal warehouse or spare parts warehouse to the target warehouse | Deduct the source inventory when confirming, and increase the target warehouse inventory after signing |
Basic information on spare parts
Spare part categories are master data for the Product object. Set categories in Management > Default Object Management > Product. Then create or import parts in CRM > Product and maintain their name, category, model, unit, price, and image.