Inventory register
The central record of every item, spare part, consumable, tool and piece of equipment, valued and tracked across every site, store, depot and vehicle.
| Item | Category | Location | On hand | Status |
|---|---|---|---|---|
| HVAC belt, A-section | Spare parts | Central store | 42 | In stock |
| Air filter G4 | Consumables | Stadium store | 8 | Low |
| Torque wrench | Tools | Depot | 3 | Available |
| Lift contactor | Spare parts | Central store | 0 | On order |
| Coolant, 20L | Consumables | Depot | 15 | In stock |
- Central repository with customisable item categories
- Barcode and QR code support
- Unit of measure and inventory valuation
- Supplier information and attachments
- Multi-site inventory management
- Item descriptions and specifications
Stock movements
Every transaction is recorded through a complete, accountable audit trail: goods receipt, issue, transfer, adjustment, return, disposal, reservation and cycle count.
| Movement | Item | Qty | Reference | By |
|---|---|---|---|---|
| Receipt | Air filter G4 | +20 | PO-3391 | J. Nguyen |
| Issue | HVAC belt | -2 | WO-10428 | Apex Mech. |
| Transfer | Torque wrench | 1 | Depot to Stadium | S. Patel |
| Adjustment | Lift contactor | -1 | Cycle count | A. Lee |
- Eight transaction types, fully audited
- User accountability on every movement
- Reference tracking to work orders and POs
- Real-time inventory updates
- Inter-site transfers with in-transit visibility
- Movement reporting and history
Issue and consumption
Inventory is issued straight to work orders, projects, assets and contractors, with consumption and cost allocated back to the asset and the maintenance that used it.
| Item | Qty | Unit cost | Cost |
|---|---|---|---|
| HVAC belt, A-section | 2 | $45 | $90 |
| Air filter G4 | 4 | $22 | $88 |
- Issue to work orders, projects and assets
- Issue to contractors and staff
- Cost allocation tracking
- Consumption reporting
- Automatic stock decrement
- Linked to the asset that consumed it
Stocktake and reconciliation
Inventory is verified through planned stocktakes and cycle counts, with variance management and reconciliation workflows before any adjustment is committed.
| Item | Expected | Counted | Variance |
|---|---|---|---|
| Air filter G4 | 10 | 8 | -2 |
| HVAC belt, A-section | 42 | 42 | 0 |
| Coolant, 20L | 14 | 15 | +1 |
- Full stocktakes and cycle counting programmes
- Variance management
- Reconciliation workflows
- Adjustment tracking
- Audit reporting
- Scheduled, recurring counts
Replenishment
Minimum stock levels and reorder thresholds keep the right stock on hand. Items below their reorder point raise low-stock alerts and generate procurement requests.
- Minimum stock levels and reorder thresholds
- Low-stock alerts
- Inventory demand monitoring
- Procurement request generation
- Inventory planning support
- Reorder reviews on a schedule
Supplier management
Supplier records hold lead times, performance and purchase history, with preferred-supplier management feeding replenishment and procurement.
| Supplier | Lead time | On time | Status |
|---|---|---|---|
| FilterCo | 5 days | 96% | Preferred |
| BeltSupply Pty | 9 days | 88% | Active |
| LiftParts Aust | 14 days | 79% | Under review |
| CoolFluid Co | 7 days | 93% | Active |
- Supplier register
- Preferred supplier management
- Lead time tracking
- Supplier performance monitoring
- Supplier documentation
- Purchase history visibility
Tool and equipment tracking
Tools and equipment are tracked through check-in and check-out, with custody, location, availability and usage history for every item.
| Tool | Holder | Checked out | Status |
|---|---|---|---|
| Torque wrench | S. Patel | 10 Jun | Out |
| Thermal camera | J. Nguyen | 11 Jun | Overdue |
| Insulation tester | Central store | n/a | Available |
| Vibration analyser | A. Lee | 9 Jun | Out |
- Check-in and check-out processes
- User assignment tracking
- Return monitoring
- Equipment availability visibility
- Location tracking
- Usage history
Reporting and analytics
Operational and strategic reporting across inventory, from valuation and stock levels to consumption, ageing and stocktake variance, with demand and optimisation analytics.
- Inventory valuation and stock-level reports
- Consumption and movement history
- Low stock and inventory ageing
- Stocktake variance reporting
- Demand forecasting and optimisation
- Supplier performance analytics