Inventory Management
Parts and accessories with quantity, cost and a reorder threshold per item. Stock comes off when a part is used on a repair, every change is logged, and purchase orders are tracked against suppliers.
What it does
Parts inventory in most districts is a shelf and a memory. It works until the memory is on vacation and the shelf is out of the one panel that fits half the fleet.
UserAuthGuard keeps a record per part: name, part number, manufacturer, type (part, hardware, service or other), purchase price, sale price for districts that charge back, quantity in stock, a reorder threshold and tags. When a technician attaches a part to a repair, the quantity drops and the usage is logged against that ticket, with the unit price at the time. Items at or below their threshold are flagged on the inventory page. Every change to a part (added, edited, quantity set, added or removed, used in a repair) is in the inventory log with who and when.
Suppliers and purchase orders live alongside: a purchase order lists line items and quantities against a supplier, so the question “are more screens on the way?” has an answer in the same place as “how many are left?”. Usage per part over a period is the basis for next year’s parts budget.
- ✓ A record per partPart number, manufacturer, type, purchase and sale price, quantity, reorder threshold, tags.
- ✓ Decremented by repairsAttach a part to a ticket and stock drops, with the usage and unit price logged against that repair.
- ✓ Reorder thresholdsSet a floor per part. Items at or below it are flagged so the order goes in before the shelf is empty.
- ✓ A full change logEvery add, edit, count correction and repair usage, with the user and time.
- ✓ Storage locationsParts are held against a location, managed under Inventory, so a district with stock in several buildings can tell them apart.
- ✓ Bulk importLoad an existing parts spreadsheet by CSV, including supplier and location columns.
- ✓ Suppliers and purchase ordersOrders with line items tracked against suppliers, next to the stock they replenish.
- ✓ Usage over timeWhich parts you use and what they cost, from the repair reports, for the budget request.
Requires
- The Enterprise plan with the Inventory module. Repair Queue integration needs the Help Desk module too.
- Parts entered once with a starting count. From then on repairs and corrections keep the count.
Does not
- Reconcile stock automatically. Counts change when a part is received, used on a ticket or edited, not from a physical audit.
- Place orders with vendors. Purchase orders are records you keep; the ordering happens with the supplier.
- Check part compatibility against device models for you. Tags and part numbers are how you keep that straight.
Where it fits
The panel that fits half the fleet
Set its reorder threshold high. When the count reaches it the item is flagged, the purchase order goes in, and the repair queue never stalls on waiting for parts for the most common fix.
Charge-backs to buildings
Record a sale price per part. Repairs carry the cost, and the repair reports break it down by building and model for the business office.
The parts budget
Last year’s usage per part, from the log and the repair reports, is the first draft of next year’s order.
Frequently asked questions
What happens when a part is used on a repair?
The technician attaches it to the ticket with a quantity. The part’s stock is reduced, the usage is logged with the unit price, and the cost appears on the repair and in the cost breakdown report.
How do I correct a count after a physical check?
Set the quantity directly. The change is logged as a count correction with who made it, so the log and the shelf agree again without losing the history.
Does it track part costs?
Yes. Each part has a purchase price and an optional sale price. Repairs record the unit price at the time the part is used, so later price changes do not rewrite past repairs.
Can we track stock in more than one building?
Yes. Storage locations are managed under Inventory, and each part carries the location it is held in. The bulk importer accepts a location_id column, so an existing spreadsheet of parts can be loaded against the right buildings in one pass.
Know what is on the shelf
Inventory Management is part of the Enterprise plan, priced per student, à la carte. Start free first: the gap report lists every device with no owner and every student with no device.