Enabling the Spares Module
From Settings>Settings>Functionality - Turn on the spares module
You can also choose some functionality settings:-
Display Sales Price - Generally used for service providers to show the spares pricing for customers
How many days to book spares before Task - When spares are marked on a Tasks they will be booked X days before in the spares module to show committed usage.
Always prefer spares from user stock - If you have setup multiple stock locations and assigned a person(s) to the stock, then this stock will be used for booking and consuming of spare parts. It could be a technicians stock they keep with them, or for service provider the spares in a van.
2. Adding custom fields to spare card
Select the gear icon in the spares section to add custom fields, then select the +Add
One use case could be the location in the warhorse for example Aisle, Shelf and Row for parts location. You can choose the filed type, is it required and is it used for searching / filtering in the spares views.
3. Stocks
Settings>Spares shows 3 options, we will start with Stocks.
You can add multiple Stock Locations if you need with the +Add, you can also see which stock is the master stock with the yellow star.
Selecting a stock allows you to change names, assign users (default stock for a person) and set the main stock location.
4. Categories & Manufacturers
Setting the Categories & Manufacturers helps for sorting and searching of spare parts, these are the master lists used for drop downs when adding spares, the settings>spares and selecting the one you want to setup. Using +Add to add a new or click and edit existing.
Note: When importing or updating spares via Excel the sheet should only contain valid Categories and Manufacturers from these lists
5. Users & User Groups rights for spares
In Alldevice Users are assigned to a User Group, and this user group defines the rights. For spares. Go to Settings>Users>Groups - Select the User group you want to update, select the Spares tab and add / remove the check box to change rights, save after updating.
It maybe you have a User Group for Wearhouse & Purchasing who can manage all, and a Technician user group that can only view the spares tables but not change the values and does not need the minimum stock emails.
You are now ready to add spare parts, set minimum levels and stock quantities:-
Preparing to use the Spares Functionality