When you spares part module is setup (See here for Initial setup)
You can add spare parts manually or import the spares via excel, we will cover both below:-
Manually adding spares
Select the Spares function, and then +Add to add a new part
Completed the details as needed
EAN - Is a bar code for spares and can be very useful to quickly identify the correct parts, the Alldevice mobile application can directly read bar codes, or you can also read via 3rd part readers
Cost should be added so you can see the spares parts costs over time by month and devices.
Minimum count will show the part in Red when below and you can report on parts that are below and need ordering.
The sales prices and VAT are only generally needed for service providers who invoice end users for parts used. It can be turned on or off.
If valuable you can add files (Technical or Pictures) of the parts, you can also add notes that maybe useful. Such as alternate parts or direct replacements.
On saving the part is created in the Stock, and the next action would be to set stock levels. See next articles see the bottom of this article.
2. Initial importing of spare parts via Excel
Its important to only use the initial import process one time for the initial import of spares, and then use the updating process below so duplicate records are not created, which will need to be manually removed.
The best way to start is to get the excel template for import from within all device. This can be found by selecting the spares function and then import as per below:-
The option to download the Import Example File
Download the file and complete the data, do not add IDs, these IDs are system generated and will be used when we do any excel updates, or stock level changes with excel.
After you have complete the excel import sheet it is ready for importing. Select the file load icon and then select the file you wish to upload. It will be uploaded
In the case above we can see we have some errors, the Manufacturer is not in our manufacture list we setup. In this case a mistake, and it can be fixed by selecting and choosing the correct one. If I wanted to add I could now go to the manufactures in Setting>Spares and add
I can now select start import
The process of importing is completed
To check the spares imported, in below I selected the manufacturer, I could have sorted all spares by ID and the newest are the last imported.
Note: The newly added spares are RED as they have a minimum quantity, 4 and 2 but now stock quality currently. We will add in the next article see links as bottom of the page.
3. Updating of Spares details – Via Excel
Now we have spares added we may want to update details for those spares, maybe a price rise, or re costing, VAT rates etc
It is important to export and re import now with the IDs that have been set.
Export the spares - This can be all or using the filters, I have here just exported those for one supplier.
The excel file now contains more column's
However for importing will only change the main data fields, to change quantities it needs to be done via purchase or write off, this is so you have a tracable record of purchases and write offs in th spares module. See links below.
Import the file, and any updates made to the main columns will be update. Next to seeing stock levels.