Inventory Overview

TIP: Please see our Parts & Inventory training video for more information.

Fleetio's Parts component can help your organization with just a few of the following aspects of managing your parts inventory:

  • Store important details about your parts
  • Track part usage
  • Make on hand adjustments
  • Transfer parts to other locations
  • Assign parts to Work Orders  
  • Bulk tools to assist with physical inventory audits
  • Total inventory value by location

PERMISSIONS: Owners and Admin users with the Manage Parts and Inventory permission have full access to all Parts and Inventory functionality. 

Managers with the Create & Update Parts permission can add new parts, update existing ones, and manage inventory quantities (but not delete parts). Learn more about user permissions here.

Enabling Inventory Tracking for a Part

Fleetio supports two types of parts: 

  1. Inventory Part: Inventory quantities are tracked once the "Track Inventory" field is set to ON.
  2. Non stock items: Inventory quantities are not tracked for these parts however they can still be reported on and used in conjunction with Work Orders just like "Inventory Parts".

If you wish to enable inventory tracking for a part you can do so either when editing an individual part, or by using the Bulk Update Quantities tool on the main Parts page.  See details below for each option.


Option 1: Editing Individual Parts

Use Locations to help store specific details about where a part is located and stored, and to track inventory on a part if desired. A single part can be added to multiple locations, or to the same location on a different aisle, row or bin.

NOTE: See our Creating & Managing Parts article for additional detail on adding Parts and Part Locations.

Locations (Managing Inventory)

Use Locations to help store specific details about where a part is located and stored, and to track inventory on a part if desired. A single part can be added to multiple locations, or to the same location on a different aisle, row or bin.

Adding a Part to a Location on an Individual Part Page

  1. On a part’s profile page, click the Manage link in the “Locations” section and select the locations where you would like to enable this part. Click the Save button to close the “Manage Locations” pop up window.
  2. To add and adjust inventory levels for your part, and to further define its location by aisle/row/bin, click the Edit link in the “Locations” section.
  3. In the “Edit Location” pop up window, add your Aisle/Row/Bin information, then set “Track Inventory” to “ON” if you’d like to track inventory levels for this part. You can also set a “Reorder Point” to view and be notified of low stock levels.
    NOTE: All fields on the “Edit Location” pop up window are OPTIONAL.

Adding Parts to Locations in Bulk

Once you've added parts to your account and created  Part Locations, you can add your parts to locations in bulk on the Parts list page. Use the checkboxes to the left of your part records to select some or all of your parts, then click the Manage Locations button and choose Add Location(s). You can remove parts from location in bulk following the same process. 

Updating Inventory for a Part

Once you’ve added at least one Location for your Part, click the Update link for that location to adjust stock levels for that Part.

Adjust the quantity for your Part, set a “Reason” for the adjustment, and add Comments (optional).

NOTE: Inventory Adjustment Reasons can be edited on your Settings > Part Settings menu

Transfer Part Inventory to Another Location

If you have assigned a Part to more than one Location and have stock at at least one of those locations, you can transfer stock between the locations by clicking the Transfer link on a Location.

NOTE: Set the Reorder point enabled field to the ON position to receive a notification email and view visual alerts when a part quantity hits or falls below the Reorder point specified.


Option 2: Using the Bulk Update Quantities tool

While the Bulk Update Quantities tool serves many useful purposes, one primary function is to allow users to flag parts as "Inventory Parts" through a bulk action.

NOTE: Each location has a unique list of parts therefore be sure to select the applicable location before making updates.

  1. Select the checkbox next to the Quantity field for an individual part to enable inventory tracking; or check the box next to "New Quantity" to automatically select all parts for inventory tracking. Also, specify a starting quantity for each part if applicable.

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