How to Track Parts with Inventory Software 2022

Track spare parts, components, materials and supplies with free parts inventory software that's easy to use.

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Written by Caesar Vindor

Last Updated 

Accurately tracking your inventory of parts allows you to maintain the right stock levels to prevent shortages, avoid carrying excess inventory, and minimize shrinkage due to errors, damage or theft. And the best way to accurately track parts is with Parts Management Software like Skyware Inventory.

How to organize parts inventory?


With high quality parts tracking software you can organize your inventory by location, category, manufacturer, model, unique identifier (such as Barcode, SKU or UPC) and by custom fields you create for things like size, color, weight or otherwise. So put some thought into what exactly you wish to track about your items during your item setup.

The first step to organizing your parts with Skyware Inventory is to create a free account. During the account creation process you will be able to customize your account so that it is set up for your needs. You can choose to track the cost of incoming parts as well as the price of outgoing parts, set up all your tracking fields, and enter locations that will help you to organize your parts, such as bins or storage shelves. Once you've finished you will be ready to enter your inventory of parts.

How to manage parts inventory?


The easiest way to manage parts is with a transaction based parts inventory system that allows you to add, subtract, or move around your inventory of parts using a series of simple transactions, all kept in a time ordered ledger of inventory activities.

With Skyware Inventory you will use one of our convenient transaction types: Receipts, Tickets, Transfer and Adjustments.

  • Receipts are for parts you purchase or bring into your inventory.
  • Tickets are for parts you sell or move out of inventory.
  • Adjustments are for parts that have been lost, found, stolen or destroyed.
  • Transfers are for moving parts between different locations.

How to start tracking parts inventory?


In this guide we'll use the desktop version of the application to walk you through some examples. You can perform the same functions through mobile or tablet interfaces as well. The first step is to enter the ITEMS module and press the New Item Button:

Create New Item Button

Enter information about each part

On the Item Entry Screen you will see all the fields you activated during your account setup. The image below is a simple example of the information one might track.

Inventory Item Entry

And if you wish to further customize your items use the gear icon to open our item designer tool and add or remove tracking fields.

Add Images or Documents

Once you have saved the part as a new item, you can add Images and Documents. You can add multiple images and documents to easily review different views of a part, it's data sheets, schematics, warranties or manuals.

Add Inventory Item Images and Documents

How to bulk import parts inventory?


Skyware Inventory features a powerful spreadsheet import and export wizard that enables users to do the following:

  • Bulk import new parts into inventory,
  • Bulk update existing parts in your inventory,
  • Update the current balances of parts in your inventory across all locations, and
  • Export all your current parts and balances by location.

How to stock parts into inventory?


To stock or restock parts to your inventory you'll use a Receipt. Visit the TRANSACTIONS module and select New Receipt.

Create Inventory Receipt

Fill out the top of the Receipt with relevant information such as vendor, comment, date and reference. From there you'll move-on to adding line items to the middle portion of the form where you'll include important information such as the item, location, quantity, and sale price. Lastly, if there are any documents associated with the transaction you can add them at the bottom. Here's an example:

Inventory Receipt

And if you wish to further customize the form use the gear icon to open our form designer tool and add or remove tracking fields.

How to use parts from inventory?


When you're ready to pick and pull parts from your inventory you'll use a Ticket. Visit the TRANSACTIONS module and select New Ticket.

Create Inventory Ticket

Fill out the top of the Ticket with relevant information such as the recipient, some comments, a date and any reference. From there you'll move-on to adding line items to the middle portion of the form where you'll include important information such as the part picked from your inventory, the location it's pulled from, plus it's quantity and cost. Continue the process for additional parts that go with the same ticket until you're done. Lastly, if there are any documents associated with the Ticket you can add them at the bottom. Here's an example:

Inventory Ticket

How to adjust parts inventory for breakage, loss or theft?


To adjust parts in your inventory that are broken, lost or stolen you'll want to use an Adjustment. With Adjustments you can easily decrease your inventory and include comments as to why. Note, Adjustments allow you to increase your inventory as well if you found lost parts and wish to add them back to inventory. Adjustments work just like Tickets and Receipts, so visit the TRANSACTIONS module, select New Adjustment - and fill it out in a very similar fashion.

Start tracking your parts for free with Skyware Inventory!


Whether you're tracking new parts or used parts, auto parts or boat parts, plumbing parts or hardware parts - finding the right parts inventory software will help automate your routine tasks.

With Skyware Inventory's simple features, plus a free personal plan, you'll be able to manage your inventory of parts with ease. Visit our Pricing webpage today to learn more.

About the Author
Author Caesar Vindor
Caesar Vindor Caesar is a Freelance Writer with over 20 years of experience helping businesses grow through Website Design, Blogging and Seach Engine Optimization (SEO). When he's not writing he can be found exploring the stomping grounds of his forebears in Ganajuato, Mexico or Pune, India. You can find him on Medium @caesarvindor and on LinkedIn.