Spare Parts on Maintenance Jobs
Spare parts issued to a maintenance job leave stock properly. MaintenPro does not keep its own parts store or its own valuation — issuing parts posts an ordinary inventory adjustment, so the stock goes down, the cost is posted, and the movement appears in your stock reports exactly as any other adjustment would.
Issuing parts
Open the job and use Issue Spare Parts. Build the list first, then post it:
| Field | Notes |
|---|---|
| Part | The item to issue. Only stocked items can be issued as spare parts. |
| In Stock | Shown for the chosen location, so you can see what is there before committing. |
| Quantity | Required. |
| Location | Where the parts come from. Defaults to the parts location in settings. |
| Date | The date the adjustment is posted on. |
| Memo | Carried onto the adjustment. |
Add Part puts a line on the list; lines can be edited or removed before posting. At least one part is needed before Post the inventory adjustment will do anything. When it posts, the screen confirms which adjustment number it created.
Where the cost goes
The spare parts expense account in settings decides the account charged. Leave it unset and each item's own inventory adjustment account is used, which is the right answer when different part categories should hit different accounts. Set it and everything maintenance issues is charged to one place, which is the right answer when maintenance spend is managed as a single budget.
Correcting a mistake
The parts issue is a normal inventory adjustment, so it is corrected the normal way — void the adjustment from the ERP's transaction screens. The job's parts list reads from those postings, so the correction is reflected without anything having to be unpicked inside MaintenPro.
When parts can be issued
Parts cannot be issued while the job is completed, closed or cancelled; the screen says which. This is the commonest reason for a job's cost looking wrong — the work finished, the job was closed, and then the parts that were actually used could not be put against it. Close jobs once the costs are in, not when the spanner goes down.
Issuing parts needs Service Logs and Spare Parts permission, plus the ordinary rights to post an inventory adjustment.
The Parts Used tab
Parts Used lists parts issued across all jobs for a period, with the job, the asset, the item, the quantity and the cost. Filtered to one asset it answers the question behind most replace-or-repair arguments: what has this machine consumed in spares this year.