Spare Parts, Stock and Procurement Management
Parts are tracked per stock location: the main warehouse and each service van can be defined separately. Parts used on a work order are deducted from the relevant location and the movement is recorded. Suppliers and purchase orders are held in the system too.
What problem does it solve?
When nobody knows which part is in which van, you either over-order or leave a job waiting on a part you already had. Both cost money directly.
Stock management is part of the field service module, included in the Pro and Enterprise plans.
What you can do
Stock per warehouse and van
The main warehouse and each service van are separate stock locations, so you can see where every part sits.
Automatic deduction
A part recorded against a work order is deducted from the chosen location and the movement logged.
Critical level visibility
Items falling to critical levels become visible, so ordering decisions rest on data rather than guesswork.
Stock movement history
Receipts, issues and transfers between locations are recorded, so a part can be traced.
Supplier management
Supplier details and contacts are held in the system, with a record of which part came from whom.
Purchase order tracking
Orders placed are tracked with their line items, so the expected arrival of a missing part is visible from the work order.
Why van stock needs tracking separately
In field service, a large share of parts sit not in the warehouse but in vans. Every technician carries a small store, and if that stock is invisible the total figure means nothing.
AsentTime lets each service van be its own stock location. Which part is in which vehicle is visible, so the part needed for a job can be located instantly.
That visibility produces two concrete gains: unnecessary ordering falls, and a part already in the fleet is found rather than re-bought — avoiding a second visit.
The cost of a wasted trip
Two things affect profitability most in field service: wasted trips and parts you do not have. Both come from the same root — not knowing what a job needs before setting off.
The history on the asset record helps predict which part may be required. Stock visibility says whether you have it. Together they cut second visits noticeably.
Where a part is missing, a purchase order is raised and the job moves to "awaiting parts". The date given to the customer then rests on an order record rather than a guess.
Traceability of stock movements
Every change to stock is recorded as a movement: receipt, issue, transfer between locations and consumption on a work order. That record shows where a part came from and where it went.
Traceability matters not only for counting accuracy but for loss and shrinkage; the only way to find where a discrepancy arose is the movement history.
How to get started
Define your stock locations
Enter your main warehouse and service vans as separate locations.
Create part records
Define the parts you use most with code, name and unit.
Enter opening stock
Record current quantities at each location.
Add your suppliers
Record the suppliers you work with and their contact details.
Use parts on work orders
Technicians record what they used and stock deducts automatically.
Frequently Asked Questions
Can I track stock in each service van separately?
Yes. Each van is its own stock location, and parts used are deducted from that van.
Are parts used on a work order deducted automatically?
Yes. Recording a part against a work order deducts it from the chosen location and logs the movement.
Can I track critical stock levels?
Yes. Items falling to critical levels become visible so you can order accordingly.
Can I track supplier orders?
Yes. Suppliers and the orders placed with them are held with their line items.
Can I transfer parts between locations?
Yes. Transfers from warehouse to van or between vans are recorded as stock movements.
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