Parts Overview

Effective parts management is key to running an efficient fleet!

Fleetio makes it easy to keep track of your parts data, including part Manufacturer, Vendor, and Location. You can also track and report on Parts usage using Work Orders.

Parts Settings

Fleetio allows you to customize various fields related to Parts management.

Add Parts

To add individual Parts to Fleetio:

1. Click Parts & Inventory in the Sidebar Navigation, then select Parts List.
2. Click the + Add Part button.

3. Fill out the New Part form starting with Part Details.

Part Details

The Details section includes information that may be displayed on various pages and reports in Fleetio, so we suggest filling in as much information as possible. These fields can also be helpful when searching for a specific part.

• The Part Number needs to be a unique number for each part and is the only required field.
• Add a Description of the part.
• You can add Photos and Documents, such as an instruction manual or a label photo.
• Select a Category and Manufacturer. Learn more about these options in Parts Settings
• You can also enter the Manufacturer Part #, UPC, Unit Cost, and select a Measurement Unit if applicable.

Warranty

Enter the warranty information for the part.

• If the Part has no warranty, click the Part has no Warranty checkbox (a)
• If the Part has a warranty, click Add Warranty (b) to enter the warranty information

For parts with a warranty, enter the following warranty information:

• Terms (c) - Select Limited, Lifetime, or Limited Lifetime
• For Limited or Limited Lifetime warranties:
  • Enter the Coverage Duration (d) in Months or Years
  • Enter the Coverage Distance (e) in Miles, Kilometers, or Hours
  • Under Start On (f), select if the warranty starts on the Purchase Date or Install Date
• Select the Part return checkbox (g) to display instructions in Work Orders to retain this Part for claim returns

Tire Management

If you have access to the Tire Management module in Fleetio, and a category is selected for the part that is indicated as a "Tire Category," additional fields will populate for you to add specifics related to the tires.

Reference the Tire Management Overview article for more details on adding tire specifications to Parts.

Locations & Inventory

The Locations section allows you to activate the part for a Part Location you have created in Parts Settings. To add a part to a Purchase Order, the Part must be Active at the Location on that Purchase Order.

1. Select a Location from the drop-down menu to make parts Active for that Location and enable inventory tracking.

2. When you select a Location, you can enter the Aisle, Row, Bin, (a) and Current Quantity (b).
3. Check the Track Inventory checkbox (c) to enable Inventory Tracking.
   • When Inventory Tracking is enabled, you can designate a Reorder Point (d) to receive notifications for low stock.

Purchase History

In the Purchase History section, you can enter purchase information for the part.

1. Click + Add Vendor
2. Use the Vendor drop-down to choose a Vendor from the list
3. Enter the Price and select the Date Ordered

If you need to add additional purchases, simply repeat the steps above.

The Purchase History for each part is located in the Purchase History tab on the Part Detail page.

Custom Fields

If you have created any Custom Fields for parts, they will show up in this section. Custom Fields can be set as required on any individual Custom Field in Account Settings.

Finishing Up

Once you've completed the New Part form, click the Save Part button. You can also click Save & Add Another to save your part and open a new blank form to begin adding another new part.

Parts Index

Get to your Parts Index by selecting Parts List from the Parts & Inventory section of the Sidebar Navigation.

From the Parts Index, you can:

1. Switch between the Part Locations or other Saved Views, or click + Add Tab to create a new view
   
   • You'll only see the Part Locations you have access to according to your permissions.

1. Use Search, select a quick filter, or open the full Filters menu to refine the list.
2. Click the Index Settings button to manage the columns that are displayed.
3. View high-level data, such as your total quantity and which parts are out of stock. Select the Out of Stock or Low Stock blocks to see just those parts.
4. Select checkboxes for multiple parts and use the Actions Drop-down Menu to add or remove parts from a location, print parts labels, edit Parts using Bulk Actions, or archive them.
5. Hovering over a record reveals a More Actions Button to view, edit, update the quantity, or archive the selected part.
6. You can also export a list of Parts to a CSV using the main More Actions menu.

View and Edit Part Details

Click the row for any part to view its details.

Click the Edit button in the top right to edit the part details. You can add or update any of the information in the Add Part section above.

Pinned Fields

Fleetio allows you to pin fields you commonly use to the top of the Details card. Once pinned, these fields will be added to the Pinned Fields subsection. To pin a new field, hover over the field and click the Pin Icon. To unpin a field, click the Pin Icon again.

Reorder your pinned fields by clicking and dragging the reorder icon on the left side.

Part Activity

Part activity is divided between Inventory Activity and Work Order Activity. There are preview tiles for each of the tabs on the Overview. Go to a tab to view the full list of activity.

Purchase History

The Purchase History for each part is located in the Purchase History Tab on the Part Detail page. The most recent purchases are also shown on the Purchase History Card on the Overview page

• The Purchase History Tab contains a list of all the purchase activity for the part, including inventory added through Purchase Orders.

• The Purchase History Card shows a graph of your recent purchases by vendor. You can click Add Vendor to add purchasing information for the vendor, price, and date ordered. Note that this method does not allow you to adjust inventory amounts. Vendors will be available to associate with parts as long as they are designated with Parts Classification.

Watch Parts

If you would like to watch specific parts at a location, follow the below steps to watch a part individually:

1. Locate and click on the Part you would like to watch on the Parts Index.
2. On the Part Details page, find the Locations card on the Overview Tab.
3. Click Watch on the chosen Location.

If you would like to select multiple parts to watch at a specific location:

1. On the Parts Index, use the checkboxes to select multiple parts.
2. Click the Actions Drop-down menu and select Add Watchers.

3. Add additional watchers (if needed) and select the locations you would like to watch for the selected parts.

4. Click Add Watchers.

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.

Method 1: More Actions Button

In the Parts Index, click the More Actions Button for an individual Part and select Archive. You'll be prompted to confirm the action.

Method 2: Bulk Select Parts

Select multiple Parts using the checkboxes, then click the Actions Drop-down menu and select Archive. You'll be prompted to confirm the action.

Restore or Delete Parts

Once a Part has been archived, it's possible to bring the Part back into Fleetio or remove it from the system entirely.

Restore Parts

To restore a Part:

1. Click Parts & Inventory in the Sidebar Navigation and select Parts List.
2. Click the Archived tab.
3. Locate the Part to restore, click its More Actions Button, and select Restore.

Delete Parts

If you wish to remove ALL traces of a Part, the part can be deleted. Be aware that this also removes associated historical records and open Work Order line items.

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

To delete a Part:

1. Click Parts & Inventory in the Sidebar Navigation and select Parts.
2. Click the Archived tab.
3. Locate the Part to delete, click its More Actions Button, and select Delete.
4. Confirm the action.

Alternatively, Account Owners can bulk delete Parts. To bulk delete Parts:

1. In the Parts Index Archived tab, select the checkboxes for the Parts you want to delete.
2. Click the Actions Drop-down menu and select Delete.

Parts & Inventory in Fleetio Go

Using the Fleetio Go mobile app, users, such as drivers, can manage Parts and Inventory on the go and even scan barcodes or QR codes.

PERMISSIONS: Administrators and Account Owners have full permission to add, delete, and manage Parts and Inventory. For Regular Users, such as drivers, Part location access is defined in their Record Sets, and actions they can take are determined by Role.

Learn how to print barcodes or QR codes in Link Your Own Barcodes/QR Codes to Fleetio Assets.

For user instructions on managing parts and inventory in Fleetio Go, see Manage Parts and Inventory in Fleetio Go.

• If your organization uses an Advanced Inventory Valuation Method, see Using Advanced Inventory Valuation Methods in Fleetio Go.