Inventory Overview

Fleetio's Parts & Inventory module can help your organization with many aspects of parts inventory management:

• Store all of your parts information in one place
• Track part usage
• Adjust the quantity for each part and get alerts when stock is low
• Transfer parts between locations
• Add parts to Work Orders
• Use "Bulk Manage" tools to assist with physical inventory audits
• Track inventory by location

Part Types - Inventory Tracking

Fleetio supports two types of parts:

• Inventory part
  • Track Inventory field is set to ON
  • Inventory quantities ARE tracked
• Non stock items
  • Track Inventory field is set to OFF
  • Inventory quantities ARE NOT tracked
  • Parts can still be reported on and used in conjunction with Work Orders just like Inventory Parts

Inventory Permissions

Account Owners and Administrators have full access to parts and inventory functionality. Regular Users may be assigned permissions via Role.

The Update Inventory Quantities permission controls the User's ability to adjust quantity on hand, and also to transfer parts from one location to another.

Parts permissions are also related to Purchase Order permissions because receiving a PO automatically makes an Inventory adjustment.

• If a User has "Receive Purchase Orders" permission but does NOT have "Update Inventory Quantities," they will still be able to make an inventory adjustment by receiving a PO, but they will NOT be able to make inventory adjustments any other way.
• If a User has "Update Inventory Quantities" permission but does NOT have "Receive Purchase Orders," they will still be able to make manual inventory adjustments, but they will NOT be able to receive POs.

Active Locations & Inventory Tracking

Parts may be toggled Active for each Warehouse Location you have created in Parts Settings.

ANY part may be used on a Work Order, whether active or not, but there are several advantages to setting a part to active for a specific location.

• Active parts can be enabled for Inventory tracking by Location to manage part quantities
• Active parts can include additional Location details, such as Aisle/Row/Bin
• Active parts can be added to Purchase Orders

When you add or edit a part, you can select from your available locations to make a part active. A single part can be active in multiple locations.

Selecting a location allows you to add an aisle, row, and bin for the part, as well as the current quantity and a reorder point.

Manage Locations

You can update locations for parts, either individually or in bulk.

Manage Locations - Individual Part

To enable a location for an existing part:

1. Go to the Parts List and select a part.
2. Click Manage on the Locations tile

3. Select new locations using the drop-down menu, and check the Track Inventory checkboxes for the locations you wish to enable

4. Scroll down and click the Save button.

Once a location (or locations) has been enabled, it will show up in the Locations tile. From here, you can manage inventory tracking or edit which locations are active for the part.

In the Locations tile you can:

1. Watch the part location
2. Adjust inventory quantities
3. Transfer the part from one location to another
4. Add the part to a Purchase Order
5. Click the More Actions Button to view the history or select Edit to adjust the inventory location and reorder point

Manage Locations in Bulk

There are two ways to bulk manage parts: from the Parts List or the Bulk Manage Parts list.

Bulk Manage by Part

From the Parts List, select the checkboxes for the applicable parts. To select the entire list, select the checkbox next to the Part column header. Once they are selected, click the Actions drop-down menu and select Add or Remove Locations.

Bulk Manage by Location

Select Bulk Manage Parts under Parts & Inventory in the Sidebar Navigation.

Go to the tab for the location you want to adjust (a). Turn on the toggle (b) for individual parts you want to be Active for that location or select the Activate All button (c) to apply all parts.

If a part is selected and is already associated with the chosen location, no change for that part will occur.

After setting a location to active, you can enable inventory tracking.

Update Inventory Quantity

Once you’ve added at least one Location for your part and enabled Inventory Tracking for these locations, you can update the Quantity.

Just like managing part locations, updating inventory quantity can be done for an individual part or via Bulk Manage.

Update Quantity - Individual Part

For an individual part, go to to the Parts List and click the More Actions Button for the part you want to update, then select Update Quantity.

Select a location (a), then adjust the quantity (b). Select a reason (c) for the adjustment, enter an optional comment (d), and then Save (e).

Any quantity adjustments are displayed in the Inventory Activity tab.

Update Quantities in Bulk

To update quantities for multiple parts at once, select Bulk Manage Parts from the left sidebar menu.

Ensure the appropriate checkbox is enabled for Inventory Tracking (a), enter the value for the New Quantity (b), and Save (c).

Transfer Part Location

If you have assigned a part to more than one location, and there is stock available, you can transfer it by clicking the Part on the Parts List and going to the Part Overview. Then, click the Transfer button in the Locations tile.

Enter the Quantity To Transfer, select the New Location, and Save.

Low Stock Inventory

If the Reorder Point toggle is switched on for a part, you'll see on-screen alerts and get an email notification when a part quantity reaches or falls below the Reorder Point.

Select the Out of Stock or Low Stock stat block on the Parts List to filter parts by their quantity.

When a part quantity reaches the Reorder Point, the quantity will appear in orange.

When a part quantity is at or below zero, the quantity will appear in red.

You may also use the Part Inventory Status filter on the Parts List to view:

• Low Stock: part quantity at the given location is at or below the reorder point, but greater than zero
• In Stock: part quantity at the given location is greater than zero
• Out of Stock: part quantity at the given location is less than or equal to zero

When checking parts that are out of stock or have low inventory, also check to see how many parts are currently tied to Work Orders and if there are any pending Purchase Orders. This will give you an idea of whether any parts are still slated to be pulled from stock or if parts have been ordered but not yet received.

Parts Activity Report

For an activity summary of ALL inventory, navigate to Reports > Parts > Parts Activity Report. You can learn more about Fleetio reports in Reports Overview.