Parts Inventory

Module Code: PARTS Priority: P1 (Master Data - Inventory Management) Status: Extracted from v5.1 Dependencies: P0 modules, Company Configuration Old Module Number: M08 (Parts Warehouse)

---

Related Documentation

• 🏠 Documentation Home - System overview & all modules

---

Module Overview

Purpose: Comprehensive parts inventory management system with integrated pricing, multi-level approval workflows, and seamless accounting integration for automotive parts operations.

Priority: P1 (Master Data - Core Warehouse/Inventory)

Dependencies:

• User Access & Security (user access control)
• Access Control & Permissions (inventory access permissions)
• Employee Directory (warehouse staff management)
• Company Configuration (multi-location warehouses)

Integration Points: M12 Service Operations, M13 Workshop Operations, Supplier Management, MISA Accounting (External)

---

Functional Specifications

7.1 Master Data Management

Warehouse Management:

Warehouse Information:

• Warehouse code and name
• Physical location and address
• Warehouse type (Main, Branch, Mobile)
• Storage capacity
• Manager assignment
• Operating hours
• Security measures
• Climate control capabilities

Warehouse Operations:

• View/Sort/Search warehouse records
• Add new warehouses
• Edit warehouse information
• No delete functionality (data integrity preservation)
• Warehouse transfer capabilities
• Inter-warehouse stock transfers

Product Classification:

Product Hierarchies:

• Category (e.g., Engine, Transmission, Brakes)
• Subcategory (e.g., Engine Parts > Pistons, Gaskets)
• Product family
• OEM vs. Aftermarket classification

Category Management:

• Create product categories and subcategories
• Assign parts to categories
• Category-based reporting
• Category-specific pricing rules

Unit of Measurement (UOM):

UOM Definitions:

• Primary UOM (piece, set, liter, kilogram, meter)
• Secondary UOM for alternate purchasing/selling
• UOM symbols and abbreviations

Conversion Rules:

• Define conversion factors between UOMs
• Conversion formula configuration
• Automatic conversion in transactions
• Example: 1 set = 4 pieces, 1 case = 12 pieces

Parts Catalog:

Parts Information:

Field	Type	Description	Required
Part Number	VARCHAR(50)	Unique identifier (often OEM number)	Yes
Part Name	VARCHAR(200)	Part description	Yes
Category	UUID	Product category	Yes
Subcategory	UUID	Product subcategory	Yes
Supplier Part Number	VARCHAR(50)	Supplier’s part number	Optional
Substitute Parts	JSON	Interchangeable part numbers	Optional
Compatible Vehicles	JSON	Makes, models, years	Yes
Unit of Measurement	VARCHAR(20)	UOM	Yes
Standard Cost Price	DECIMAL	Purchase cost	Yes
Standard Retail Price	DECIMAL	Selling price	Yes
Minimum Order Quantity	INT	Min order qty	Yes
Lead Time	INT	Days to receive	Yes
Weight	DECIMAL	Part weight	Optional
Dimensions	VARCHAR(100)	L × W × H	Optional
Country of Origin	VARCHAR(100)	Manufacturer country	Optional
Warranty Period	INT	Warranty months	Optional
Hazardous Material	BOOLEAN	Hazmat flag	Yes
Images	JSON	Part images/diagrams	Optional
Technical Specs	TEXT	Specifications	Optional
Installation Notes	TEXT	Installation instructions	Optional

Operations:

• View/Sort/Search with multiple filter criteria
• Add new parts (manual entry)
• Bulk upload via Excel/CSV import
• Edit part information
• Data validation on import
• Duplicate detection
• Export part catalog to Excel/CSV

Data Import Requirements:

• Template-based bulk upload
• Mandatory fields validation
• Error reporting on failed imports
• Preview before commit
• Rollback capability for failed batches

7.2 Price Management

Price Policy Management:

Policy Types:

• Standard retail pricing
• Wholesale pricing
• Fleet customer pricing
• Warranty pricing
• Internal pricing (for own service dept.)
• Promotional pricing

Policy Workflow:

• View existing pricing policies
• Submit policy change requests
• Multi-level approval workflow
• Track approval status and history
• Policy effective date management
• Policy expiry and renewal

Standard Pricing:

Manual Pricing:

• View current prices with historical reasoning
• Sort/Search parts by multiple criteria
• Update single part price with justification
• Submit price changes for approval
• Track approval status
• Price change history log
• Export pricing data

Pricing Information Display:

• Current retail price
• Last cost price
• Suggested retail price (SRP)
• Current margin percentage
• Price last updated date
• Price change history (last 5 changes)
• Reason for last price change

Bulk Pricing:

• Upload price lists via Excel/CSV
• Batch processing for multiple parts
• Validation before applying changes
• Preview changes before commit
• Error handling and reporting
• Rollback failed batches

Order-Based Pricing:

Concept:

• Special pricing for specific service orders or quotations
• Temporary pricing valid only for that order
• Auto-displayed to service advisors when order is active
• Pricing removed when order closed or cancelled

Workflow:

• Identify service order requiring special pricing
• View required parts for that order
• Submit proposed prices for order-specific parts
• Await approval
• Approved prices auto-display when order is accessed
• Prices automatically locked when order closed

Order-Based Pricing Features:

• Link pricing to specific service order number
• Valid until order completion or cancellation
• Historical lookup of order-based pricing decisions
• Export order-based pricing data
• Audit trail of all order-specific prices

Price Approval Workflow:

Approval Hierarchy:

Approval Level	Authority	Price Change Threshold
Level 1	Parts Manager	Within +/- 5%
Level 2	General Manager	Within +/- 15%
Level 3	Executive/Owner	> 15%

Approval Process:

1. Submit price change request with justification
2. System routes to appropriate approver based on thresholds
3. Approver receives notification
4. Approver reviews and approves/rejects
5. If approved, price becomes effective on specified date
6. If rejected, requester notified with rejection reason
7. Option to revise and resubmit

Approval Status:

• Pending approval
• Approved (awaiting effective date)
• Rejected
• Active (in effect)
• Expired/Superseded

7.3 Inbound Operations

Purchase Order Management (PO):

PO Creation:

• Manual PO creation
• Auto-generate PO from reorder suggestions
• Select supplier
• Select parts and quantities
• Unit prices (from historical data or manual)
• Calculate PO total
• Expected delivery date
• Delivery location (warehouse)
• Payment terms
• Shipping method
• Special instructions

PO Workflow:

Status	Description
Draft	Can be edited
Submitted	Sent to supplier
Acknowledged	Supplier confirmed
Partially Received	Some items received
Fully Received	All items received
Closed	Completed

PO Operations:

• Search/Filter POs by multiple criteria
• Track PO status
• View outstanding POs
• Modify POs before submission
• Cancel POs
• Print/Email PO to supplier
• Receive reminders for overdue POs

Goods Receiving (Receipts):

Receipt Information:

• Receipt number (auto-generated)
• Receipt date
• Linked PO number (if applicable)
• Supplier information
• Warehouse receiving location
• Received by (user name)
• List of parts and quantities received
• Unit cost per part
• Total receipt value
• Receiving notes
• Attached documents (delivery note, packing list)

Receipt Types:

• PO-based receipt (linked to purchase order)
• Non-PO receipt (emergency purchases, small items)
• Return receipt (customer returns, warranty returns)
• Transfer receipt (from another warehouse)

Receipt Line Items:

Field	Description
Part Number	Part identification
Description	Part name
Ordered Quantity	PO quantity
Received Quantity	Actual received
Unit Cost	Cost per unit
Line Total	Qty × Cost
Discrepancy Reason	If qty doesn’t match
Quality Inspection	Pass/Fail
Expiry Date	If applicable
Batch/Lot Number	Tracking number
Warehouse Location	Storage location assigned

Inspection and Quality Control:

• Visual inspection for damage
• Verify packaging integrity
• Check part numbers against PO
• Quality sampling for critical parts
• Reject damaged or incorrect parts
• Partial acceptance capability
• Photo documentation for discrepancies

Receiving Operations:

• Search/View receipts
• Create new receipt
• Link receipt to PO automatically or manually
• Print receiving slip
• Sign-off on receipt (receiving clerk, supervisor)
• Send to accounting for invoice matching

Accounting Integration:

• Automatic data send to MISA Accounting upon receipt creation
• One-way integration (cannot edit receipt from accounting)
• Receipt data includes: date, supplier, parts, quantities, costs, total
• Enables invoice matching in accounting system

Invoice Matching:

• Receive supplier invoice
• Match invoice to receipt in accounting system
• Compare invoice amounts to receipt amounts
• Resolve discrepancies (quantity, price differences)
• Approve invoice for payment
• Track payment status

7.4 Outbound Operations

Parts Issue Process (Issue Slips):

Order-Based Issue:

Workflow:

1. Service order created in Service Operations module
2. Service order includes parts list
3. Parts automatically reserved for that order
4. Order displayed in parts warehouse module
5. Parts clerk creates issue slip for the order
6. Select parts from order
7. Specify quantities to issue
8. Print issue slip
9. Issue slip signed by parts clerk and service advisor
10. Update inventory (deduct quantities)
11. Order status updated to “parts issued”
12. If order completed: auto-lock, no more issues allowed
13. If order cancelled: reverse issue (return parts to stock)
14. Return process: Create negative issue slip (return slip)
15. Upon order settlement: Send issue data to accounting
16. Accounting entry: Manual lock after verification

Issue Slip Information:

• Issue slip number (auto-generated)
• Issue date
• Linked service order number
• Issued to (service advisor or technician)
• Warehouse location
• List of parts and quantities issued
• Unit cost per part
• Total issue value
• Purpose (service order, internal use, warranty claim)
• Issued by (user name)
• Received by (signature)

Non-Order Based Issue:

Use Cases:

• Internal use (shop supplies, consumables)
• Counter sales (walk-in customer purchase)
• Warranty parts sent to supplier
• Stock adjustment (damaged, obsolete)
• Transfer to another warehouse

Workflow:

1. Create standalone issue slip
2. Select parts and quantities
3. Specify purpose/reason for issue
4. If customer sale: Link to customer record
5. Print and sign issue slip
6. Update inventory
7. Send to accounting for appropriate entry

Parts Return Process:

Return from Service:

• Create return slip (negative issue)
• Linked to original issue slip
• Specify parts and quantities returned
• Reason for return (not used, wrong part, excess)
• Inspect returned parts
• Add back to inventory if in good condition
• Update service order parts list
• Update inventory quantities

Return to Supplier:

• Create supplier return record
• Reason (defective, wrong part, excess order)
• Create outbound shipment
• Update inventory
• Await credit note or replacement from supplier

Inventory Adjustment:

• Periodic stock count
• Identify discrepancies (physical vs. system)
• Create adjustment records (positive or negative)
• Approval required for adjustments
• Update inventory to match physical count
• Investigate reasons for discrepancies

7.5 Inventory Management

Inventory Lookup:

Real-Time Inventory View:

• Search parts by multiple filters (part number, name, category, supplier)
• View all parts in stock across all warehouses
• Current stock quantities by warehouse
• Available quantity (not reserved for orders)
• Reserved quantity (allocated to active service orders)
• Minimum stock level
• Reorder point
• Stock status (in stock, low stock, out of stock, overstocked)
• Last receipt date
• Last issue date
• Stock value (quantity × cost price)

Low Stock Alerts:

• Automatic alerts when stock falls below optimal level
• Daily/weekly low stock reports
• Color-coded indicators (green: OK, yellow: low, red: out of stock)
• Email/SMS alerts to parts manager

Optimal Stock Level Calculation:

Auto-calculation based on historical consumption:

• Formula considers:
  • Average monthly usage
  • Lead time from supplier
  • Safety stock buffer
  • Seasonal variations
  • Service order trends
• Manual override capability

Reorder Management:

Reorder Suggestions:

• Auto-identify parts needing reorder
• Parts below reorder point
• Parts with pending service orders but insufficient stock
• Slow-moving parts flagged for review
• Suggested reorder quantities

Reorder Report Contents:

• Part number and description
• Current stock quantity
• Reserved quantity
• Available quantity
• Reorder point
• Suggested reorder quantity
• Preferred supplier
• Last purchase price
• Estimated lead time
• Pending orders awaiting these parts

Reorder Actions:

• One-click PO generation from reorder report
• Bulk PO creation for multiple parts
• Adjust suggested quantities before PO creation
• Link to create PO directly

Inventory Valuation:

• Total inventory value (all parts × cost price)
• Inventory value by category
• Inventory value by warehouse
• Inventory turnover rate
• Aging report (parts in stock > 90 days, > 180 days, > 1 year)
• Slow-moving parts identification
• Dead stock (parts not issued in 2+ years)
• Obsolete parts management

Inventory Reporting:

• Stock level report
• Stock movement report (receipts and issues over period)
• Stock valuation report
• Reorder report
• Aging report
• Fast-moving vs. slow-moving parts
• Stock accuracy report (after cycle counts)
• Inventory turnover report
• Parts profitability report

7.6 Retail Parts Sales

Parts Orders:

Manual Entry:

1. Open new order
2. Enter customer information (existing customer or walk-in)
3. Search and select parts
4. Enter quantities
5. Apply pricing (standard or special)
6. Calculate taxes
7. Calculate total
8. Select payment method
9. Process payment
10. Print receipt/invoice
11. Issue parts
12. Close order

Bulk Entry:

• Customer provides parts list (Excel/CSV)
• Upload parts list to system
• System auto-populates prices
• Complete remaining fields (customer, payment)
• Review order
• Process payment
• Print documentation
• Issue parts

Order Types:

• Walk-in counter sales
• Phone orders (customer picks up later)
• Wholesale orders (trade accounts)
• Export orders
• Employee purchases

Order Tracking:

Search and Filter:

• Order number
• Customer name/phone
• Date range
• Order status
• Payment status
• Parts ordered

Order Status:

• Quote (not yet confirmed)
• Pending (confirmed, awaiting parts or payment)
• Parts ready
• Partially paid
• Paid and closed
• Cancelled

---

Data Model

Parts Catalog Table:

Field	Type	Description
part_id	UUID	Primary key
part_number	VARCHAR(50)	Unique part number
supplier_part_number	VARCHAR(50)	Supplier reference
part_name	VARCHAR(200)	Part description
category_id	UUID	Foreign key to category
subcategory_id	UUID	Foreign key to subcategory
uom	VARCHAR(20)	Unit of measurement
standard_cost	DECIMAL	Purchase cost
standard_retail_price	DECIMAL	Retail price
current_price	DECIMAL	Current selling price
minimum_order_qty	INT	Min order quantity
lead_time_days	INT	Supplier lead time
weight	DECIMAL	Part weight
dimensions	VARCHAR(100)	Dimensions
country_of_origin	VARCHAR(100)	Origin country
warranty_months	INT	Warranty period
is_hazmat	BOOLEAN	Hazardous material flag
substitute_parts	JSON	Alternative part numbers
compatible_vehicles	JSON	Vehicle compatibility
images	JSON	Part images
technical_specs	TEXT	Technical specifications
installation_notes	TEXT	Installation instructions
is_active	BOOLEAN	Active status
created_at	TIMESTAMP	Record creation
updated_at	TIMESTAMP	Last update

Inventory Stock Table:

Field	Type	Description
stock_id	UUID	Primary key
part_id	UUID	Foreign key to part
warehouse_id	UUID	Foreign key to warehouse
quantity_on_hand	INT	Current stock
quantity_available	INT	Available (not reserved)
quantity_reserved	INT	Reserved for orders
minimum_stock	INT	Min stock level
optimal_stock	INT	Optimal stock level
reorder_point	INT	Reorder trigger point
bin_location	VARCHAR(50)	Storage location
last_receipt_date	DATE	Last received
last_issue_date	DATE	Last issued
last_count_date	DATE	Last physical count
average_cost	DECIMAL	Weighted average cost
total_value	DECIMAL	Qty × Cost
updated_at	TIMESTAMP	Last stock update

Purchase Order Table:

Field	Type	Description
po_id	UUID	Primary key
po_number	VARCHAR(20)	Unique PO number
supplier_id	UUID	Foreign key to supplier
warehouse_id	UUID	Receiving warehouse
po_date	DATE	PO creation date
expected_date	DATE	Expected delivery
po_status	ENUM	Draft/Submitted/Acknowledged/Received/Closed
subtotal	DECIMAL	Subtotal amount
tax	DECIMAL	Tax amount
total	DECIMAL	Total amount
payment_terms	VARCHAR(50)	Payment terms
shipping_method	VARCHAR(100)	Shipping method
notes	TEXT	Special instructions
created_by	UUID	Creator employee ID
created_at	TIMESTAMP	Creation time
updated_at	TIMESTAMP	Last update

Purchase Order Line Table:

Field	Type	Description
po_line_id	UUID	Primary key
po_id	UUID	Foreign key to PO
part_id	UUID	Foreign key to part
ordered_qty	INT	Quantity ordered
received_qty	INT	Quantity received
unit_cost	DECIMAL	Cost per unit
line_total	DECIMAL	Qty × Cost
line_status	ENUM	Pending/PartiallyReceived/FullyReceived

Goods Receipt Table:

Field	Type	Description
receipt_id	UUID	Primary key
receipt_number	VARCHAR(20)	Unique receipt number
po_id	UUID	Foreign key to PO (optional)
supplier_id	UUID	Foreign key to supplier
warehouse_id	UUID	Receiving warehouse
receipt_date	DATE	Receipt date
receipt_type	ENUM	PO-Based/Non-PO/Return/Transfer
subtotal	DECIMAL	Subtotal amount
tax	DECIMAL	Tax amount
total	DECIMAL	Total amount
notes	TEXT	Receiving notes
received_by	UUID	Employee who received
approved_by	UUID	Approver employee ID
created_at	TIMESTAMP	Creation time

Receipt Line Table:

Field	Type	Description
receipt_line_id	UUID	Primary key
receipt_id	UUID	Foreign key to receipt
part_id	UUID	Foreign key to part
ordered_qty	INT	Quantity ordered
received_qty	INT	Quantity received
unit_cost	DECIMAL	Cost per unit
line_total	DECIMAL	Qty × Cost
quality_status	ENUM	Pass/Fail/PartialAccept
batch_number	VARCHAR(50)	Batch/lot number
expiry_date	DATE	Expiration date
bin_location	VARCHAR(50)	Storage location
notes	TEXT	Line notes

Issue Slip Table:

Field	Type	Description
issue_id	UUID	Primary key
issue_number	VARCHAR(20)	Unique issue number
service_order_id	UUID	Foreign key to service order (optional)
warehouse_id	UUID	Issuing warehouse
issue_date	DATE	Issue date
issue_type	ENUM	Service/Internal/Counter/Warranty/Transfer
issued_to	VARCHAR(200)	Recipient
total_value	DECIMAL	Total issue value
purpose	TEXT	Issue reason
issued_by	UUID	Employee who issued
received_by	VARCHAR(200)	Recipient signature
created_at	TIMESTAMP	Creation time

Issue Line Table:

Field	Type	Description
issue_line_id	UUID	Primary key
issue_id	UUID	Foreign key to issue
part_id	UUID	Foreign key to part
quantity	INT	Quantity issued
unit_cost	DECIMAL	Cost per unit
line_total	DECIMAL	Qty × Cost

---

Business Rules

Inventory Rules:

• Negative stock prevented by system (cannot issue more than available)
• Reserved stock auto-released if service order cancelled
• Stock adjustments require manager approval
• Optimal stock levels auto-calculated weekly
• Reorder point set at (optimal level - safety stock)

Pricing Rules:

• All price changes require approval per approval hierarchy
• Price cannot fall below cost without executive approval
• Order-based pricing valid only for specific order
• Promotional pricing requires start and end dates
• Historical pricing kept for audit purposes

Receiving Rules:

• Receipt must be linked to PO or identified as non-PO
• Physical inspection mandatory before acceptance
• Damaged goods can be partially accepted or fully rejected
• Receipt auto-sent to accounting upon creation
• Invoice matching required before payment approved

Issue Rules:

• Order-based issues require active service order
• Non-order issues require reason/purpose
• Issue slip must be signed by issuer and receiver
• Returns create negative issue slip (restock)
• Service order completion locks further issues
• Accounting entry upon order final settlement

Reorder Rules:

• Auto-identify parts below reorder point daily
• PO generation from reorder report is optional
• Parts manager reviews and approves reorder suggestions
• Lead time considered in optimal stock calculation
• Supplier minimum order quantities respected

---

Integration Points

Outbound Integrations:

Module	Integration Purpose
M11 Service Operations	Parts requirements and reservations
M12 Workshop Management	Parts issue for jobs
M14 Accessories	Accessory inventory (if shared)
Supplier Management	Supplier ratings and performance
M27 Business Intelligence	Inventory analytics
MISA Accounting (External)	Receipts and issue slips (one-way)

Inbound Integrations:

Module	Integration Purpose
M11 Service Operations	Parts availability for quotations
Supplier Management	Order and delivery data
Company Configuration	Multi-warehouse management

---

User Roles & Permissions

Parts Warehouse Access Matrix:

Role	View	Create Parts	Edit Parts	Price Change	Receive	Issue	Transfer	Reports
System Admin	All	Yes	All	All	Yes	Yes	Yes	All
Parts Manager	All	Yes	All	Approve	Yes	Yes	Yes	All
Parts Clerk	All	Limited	Limited	No	Yes	Yes	Limited	Limited
Service Advisor	Lookup only	No	No	No	No	No	No	No
Accountant	Read only	No	No	No	No	No	No	Financial

---

Key Performance Indicators

Inventory Efficiency:

Metric	Target	Measurement
Inventory Turnover Rate	8-12 times/year	Annual parts sold / Avg inventory
Stock-out Rate	< 2%	Orders unfilled / Total orders
Overstock Rate	< 5%	Overstock value / Total inventory
Inventory Accuracy	> 98%	Cycle count matches / Total counts
Days of Supply	30-45 days	Inventory / Daily usage

Operational Efficiency:

Metric	Target	Measurement
PO Processing Time	< 24 hours	Time from request to PO sent
Receiving Processing Time	< 30 minutes	Time per receipt
Issue Processing Time	< 5 minutes	Time per issue slip
Order Fulfillment Rate	> 95%	Orders filled from stock
Parts Availability	> 95%	Parts in stock / Total parts

Financial Performance:

Metric	Target	Measurement
Gross Profit Margin	30-40%	(Revenue - Cost) / Revenue
Parts Sales Growth	Track monthly	MoM/YoY growth
Slow-Moving Parts	< 10%	Value of slow parts / Total value
Dead Stock	< 2%	No movement in 2 years
Return to Supplier Rate	< 1%	Returns / Total receipts

---

Last Updated: November 14, 2025 Version: 6.0 Migrated From: Dealership_System_Documentation_v5_1.md (M08) Changes: Restructured as P1 Master Data module, updated dependencies to P0 baseline