Parts Overview

TIP: Learn more in the  Parts & Inventory training video.

Effective parts management is key to running an efficient fleet! 

Fleetio makes it easy to keep track of different parts, including part manufacturers, vendors and locations. You can also track and report on parts usage via Work Orders.

Part Settings

Fleetio allows you to customize various fields related to the Parts Module. Go to Account Settings from your company drop-down menu, or navigate to Settings via the left sidebar menu.

PERMISSION: Account Owners and Administrators have access to Account Settings. Learn more in the User Types article.

  • Part Locations: Use Locations to keep track of Parts stored at various warehouses or parts closets. "On hand" quantities are also stored on the Location level for a Part.
  • Part Categories: Assign Categories to Parts to help with report filtering and enhanced reporting capabilities.
  • Part Manufacturers: Specify a Part Manufacturer for a more detailed description of the Part. This information also serves as a visual aid on various pages for Parts.
  • Measurement Units: Use Measurement Units to specify how a part unit is packaged or used. The “symbol” is an abbreviated name for a Measurement Unit.
  • Inventory Adjustment Reasons: An Adjustment Reason is required when increasing or decreasing inventory quantity levels. These reasons only apply to Parts with the Track Inventory field set to the ON position.
  • Custom Fields: Use Custom Fields feature to store additional information about your Parts.

Add Parts

Access the Parts Module via the left sidebar menu (Parts & Inventory > Parts List), then click the + Add Part button.

The only required field in Part Details is a Part Number (a) - this is the unique identifier for each item in your Part List. 

We suggest that you input as much additional information as possible to further describe the Part, as this may be displayed in various program screens and reports in Fleetio, and can be helpful when you need to search for a specific Part.

Optional fields include Category (b), Manufacturer (c), Manufacturer's Part # if different from your internal numbering system (d), Description (e), Measurement Unit (f), UPC barcode (g) and Unit Cost (h).

Locations & Inventory

Existing Locations established in your Parts Settings will be available in the next section. A single part can be added to multiple Locations, or to the same location in a different aisle, row or bin.

Click the Warehouse name, then toggle the switch ON for the desired Location. Click the + plus sign to add a new Part Location on-the-fly.

Setting the Location to Active will reveal additional fields, including Aisle/Row/Bin, and the options to Track Inventory, set a Current Quantity and Reorder Point.

  • A Parts by Location Report is also available; learn more in the Parts & Purchase Orders Reports article.
  • Your Inventory Quantities can be adjusted once you have established Locations for your parts; learn more in the Inventory Overview article.

The Purchasing History section will help your organization track the source, price and order dates.

Click Add Vendor, then select the Vendor from the drop-down menu and designate the Price and Last Ordered date.

Vendors will be available to associate with Parts as long as they are designated with Parts Classification.

TIP: Learn more in the  Vendor Classification article.

Continue on to add Photos, Documents and Custom Fields.

Parts List Overview

Navigate to your Parts List for various View, Edit and Bulk Actions available for Parts. 

Click to filter by Location (a), or apply additional Filter or Search options (b), then Sort the results displayed (c).

Click the More Actions menu (d) to Update Quantity, Edit, Delete or Archive an individual Part.

Or, multi-select via checkbox (e) and click the buttons to Archive (f), Manage Locations (g) or Print Labels (h).

Part Detail

Click the row for any Part to View detail and Edit.

Part Activity

The Activity tab displays all Inventory adjustments and Work Orders on which the Part was used, in addition to the dates and service summary.

Archive Parts

If a part is no longer in use, but you wish to retain historical records of part usage, you may Archive the part. This removes it from the Active list, and it can no longer be selected for Work Orders.

NOTE: Parts used in active Work Orders cannot be Archived.

Method 1: More Actions Menu

Click OK to confirm you wish to proceed:

Method 2: Bulk Select Parts

Multi-select via checkbox (a) and then click the Archive button (b):

Click OK to confirm you wish to proceed:

View Archived Parts

Archived parts may no longer be applied to Work Orders, but you can View by selecting the Archived tab in the Parts List:

The More Actions menu for an Archived Part also offers the option to Restore:

Delete Parts

If you wish to remove ALL traces of a Part, it can be deleted after having been archived first. This also removes associated historical records and open Work Order line items.

Unlike archiving, this is a permanent action, and cannot be reversed.

NOTE: Parts used in completed Work Orders  cannot be Deleted.

Method 1: Bulk Select Parts

Account Owners may multi-select via checkbox and Delete archived Parts.

To acknowledge your understanding, you must type DELETE and then click OK to confirm:

Method 2: More Actions Menu

Click OK to confirm

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