Warehouse
Track parts inventory, manage stock levels, and oversee warehouse operations for fleet maintenance supplies.
The Warehouse sub-module provides inventory management for the parts, consumables, and supplies your fleet operation needs. It keeps track of what you have in stock, where it is stored, when to reorder, and how inventory consumption ties into maintenance and repair activities.
Navigation: Fleet > Warehouse
Purpose
A well-managed parts inventory prevents two costly problems: running out of critical parts when a vehicle needs urgent repair, and overstocking parts that tie up capital and warehouse space. The Warehouse sub-module allows you to:
- Maintain a catalog of all parts and supplies used in fleet maintenance
- Track real-time stock levels across one or more warehouse locations
- Set minimum stock thresholds and receive alerts when items need reordering
- Record inventory movements (receipts, consumption, returns, adjustments)
- Link parts consumption to specific maintenance tasks and vehicles
- Track costs and supplier information for each inventory item
What You Will See
The Warehouse page is organized into three views: Inventory, Transactions, and Locations.
Inventory
The default view shows a table of all items in your parts catalog.
| Column | Description |
|---|---|
| Part Name | Name of the part or supply item |
| Part Number / SKU | Unique identifier or stock-keeping unit |
| Category | Item category (e.g., Filters, Brakes, Tires, Fluids, Electrical) |
| Location | Which warehouse or storage area the item is in |
| Quantity in Stock | Current available quantity |
| Minimum Stock | The reorder threshold -- an alert triggers when stock falls to or below this level |
| Unit Cost (AED) | Cost per unit |
| Preferred Vendor | The vendor you typically order this item from |
| Status | In Stock, Low Stock, or Out of Stock |
Stock Status Indicators
| Status | Description |
|---|---|
| In Stock | Quantity is above the minimum stock threshold |
| Low Stock | Quantity has reached or fallen below the minimum threshold -- reorder recommended |
| Out of Stock | Quantity is zero -- reorder urgently needed |
You can filter by category, location, or status using the filter controls. The search bar finds items by name, part number, or category.
Transactions
The Transactions tab shows a chronological log of all inventory movements.
| Column | Description |
|---|---|
| Date | When the transaction occurred |
| Part | The item involved |
| Type | Receipt (stock added), Issue (stock consumed), Return, or Adjustment |
| Quantity | Number of units affected |
| Reference | What triggered the transaction (e.g., maintenance task ID, purchase order number) |
| Performed By | The user who recorded the transaction |
Transaction Types
| Type | Description |
|---|---|
| Receipt | New stock arrived and was added to inventory (from a vendor purchase or transfer) |
| Issue | Parts were consumed for a maintenance task, repair, or other use |
| Return | Parts were returned to inventory (e.g., unused parts from a completed job) |
| Adjustment | Manual stock correction (e.g., after a physical count reveals a discrepancy) |
Locations
The Locations tab manages your warehouse or storage areas.
| Column | Description |
|---|---|
| Location Name | Name of the warehouse or storage area (e.g., "Main Depot", "Workshop Shelf A") |
| Address | Physical address |
| Items Count | Number of distinct part types stored at this location |
| Total Stock Value (AED) | Total value of all inventory at this location |
| Status | Active or Inactive |
Adding an Inventory Item
To add a new part or supply to the catalog:
- From the Inventory tab, click "Add Item".
- Fill in the item details.
| Field | Required | Description |
|---|---|---|
| Part Name | Yes | Descriptive name of the item (e.g., "Oil Filter - Toyota Camry 2022") |
| Part Number / SKU | Yes | Unique identifier -- can be the manufacturer part number or your internal SKU |
| Category | Yes | Select or create a category (Filters, Brakes, Tires, Fluids, Electrical, Body Parts, etc.) |
| Location | Yes | Which warehouse or storage area the item is stored in |
| Initial Quantity | Yes | Current stock count |
| Minimum Stock | No | The threshold below which a low-stock alert is triggered |
| Unit Cost (AED) | No | Cost per unit for financial tracking |
| Preferred Vendor | No | Select from registered vendors in the Vendors sub-module |
| Description | No | Additional details such as compatibility, dimensions, or specifications |
- Click "Save" to add the item to the catalog.
Use specific part names that include the vehicle model they are compatible with. "Oil Filter - Toyota Camry 2022" is much more useful than just "Oil Filter" when your fleet has vehicles from multiple manufacturers.
Recording Inventory Transactions
Receiving Stock (Receipt)
When new parts arrive from a vendor:
- Go to the Transactions tab and click "Record Receipt".
- Select the item, enter the quantity received, and optionally link it to a purchase order.
- The stock level for that item is automatically increased.
Issuing Parts (Issue)
When parts are used for a maintenance task:
- Go to the Transactions tab and click "Record Issue".
- Select the item, enter the quantity consumed, and link it to a maintenance task or vehicle.
- The stock level is automatically decreased.
When completing a maintenance task in the Maintenance sub-module, you can link parts directly. This automatically creates an Issue transaction in the Warehouse and deducts the stock.
Returning Parts
If unused parts from a maintenance job need to be returned to stock:
- Go to the Transactions tab and click "Record Return".
- Select the item and enter the return quantity.
- The stock level is increased back.
Stock Adjustments
After a physical inventory count, if the actual count differs from the system:
- Go to the Transactions tab and click "Record Adjustment".
- Select the item, enter the new correct quantity, and provide a reason for the adjustment.
- The system updates the stock level and logs the discrepancy.
Frequent stock adjustments may indicate issues with your inventory process -- parts being consumed without recording, theft, or data entry errors. Investigate the root cause if adjustments become common.
Managing Locations
Adding a Location
- Switch to the Locations tab and click "Add Location".
- Enter the location name, address, and any notes about the storage facility.
- Click "Save".
You can have multiple locations representing different depots, workshops, or storage areas. Items can be tracked separately across locations.
Low Stock Alerts
When an item's quantity falls to or below its configured Minimum Stock threshold:
- The item's status changes to Low Stock (highlighted in orange on the inventory list)
- A notification is sent to users with warehouse management permissions
- The item appears in the Low Stock filter for easy identification
When stock reaches zero, the status changes to Out of Stock (highlighted in red).
Linking Warehouse to Maintenance
The Warehouse and Maintenance sub-modules work together:
| Action in Maintenance | Effect in Warehouse |
|---|---|
| Parts listed on a completed maintenance task | Issue transaction is created, stock is deducted |
| Maintenance task cancelled with parts already issued | Parts can be returned to stock via a Return transaction |
| New maintenance task requires a part that is Out of Stock | A warning is displayed, and you can create a purchase request |
Best Practices
- Set minimum stock levels for critical parts -- Brake pads, oil filters, and other high-turnover items should always have minimum thresholds configured.
- Link every issue to a maintenance task -- This creates an audit trail showing exactly which parts went to which vehicle and why.
- Conduct regular physical counts -- At least monthly, verify that system stock levels match actual inventory to catch discrepancies early.
- Use categories consistently -- A well-organized category structure makes it easy to find parts and generate meaningful inventory reports.
- Connect preferred vendors -- Linking items to their preferred vendor in the Vendors sub-module streamlines the reordering process.