Parts Inventory

Fleet's Inventory module manages your shop's parts and supplies catalog — tracking stock quantities, reorder thresholds, suppliers, and unit costs. This gives fleet managers visibility into what's on the shelf and what needs to be ordered before a maintenance job starts.

Inventory Item Fields

Field	Required	Description
Name	Yes	Display name for the part (e.g., Oil Filter - Motorcraft FL-500S)
SKU	Yes	Stock Keeping Unit identifier. Must be unique per tenant
Category	Yes	Category for grouping (e.g., Filters, Brakes, Belts, Fluids)
Quantity	Yes	Current quantity on hand
Reorder Point	Yes	Quantity at which a reorder should be triggered
Unit Cost	No	Cost per unit
Supplier	No	Supplier or vendor name
Location	No	Physical storage location (e.g., Shelf A3, Parts Room B)
Status	Auto	In Stock, Low Stock, Out of Stock, or Discontinued
Description	No	Longer description or notes about the part

Inventory Status

Status	Meaning
In Stock	Quantity is above the reorder point
Low Stock	Quantity is at or below the reorder point
Out of Stock	Quantity is zero
Discontinued	Part is no longer stocked

Adding a Part

1. Navigate to Inventory in the left sidebar
2. Click Add Item
3. Enter the Name and SKU (SKU must be unique — Fleet rejects duplicates)
4. Select or enter the Category
5. Set the current Quantity and Reorder Point
6. Optionally enter Unit Cost, Supplier, and Location
7. Click Save

Updating Stock Quantity

When parts are received or consumed:

1. Open the inventory item
2. Click Edit
3. Update the Quantity field
4. Click Save

💡When you use a part during a maintenance service, update both the maintenance record's Parts Used list AND decrease the inventory quantity. Fleet doesn't automatically decrement inventory when parts are added to maintenance records — this is a manual process.

Reorder Point Alerts

The system tracks items where quantity <= reorder_point. Use this view to generate purchase orders before stockouts occur:

1. On the Inventory page, filter by Status: Low Stock or Status: Out of Stock
2. Review items below their reorder threshold
3. Create a Purchase Order for items that need restocking (see Orders)

Searching and Filtering Inventory

The inventory list supports:

• Category filter — Show parts in a specific category
• Status filter — Show In Stock, Low Stock, Out of Stock, or Discontinued items
• Search — Search by part name or SKU

Discontinuing a Part

When a part is no longer stocked:

1. Open the inventory item
2. Click Edit
3. Change Status to Discontinued
4. Click Save

Discontinued items remain in the list but are excluded from low-stock reports.

Deleting an Inventory Item

Soft-deleted items are removed from all views but retained in the database. To delete:

1. Open the inventory item
2. Click Actions → Delete
3. Confirm the dialog

ℹ️Deleting an item does not affect historical maintenance records that reference the part name. Parts are referenced by name (string) in maintenance records, not by inventory item ID.