The previous topic explains how to add or edit spare parts.

In this topic we will focus on the particular explanation of each concept:

    • Description
    • Part number
    • Unit
    • 1 classification
    • 2 classification
    • Technical specifications, images and attachments
    • Location
    • Minimum, maximum and optimal levels
    • Equivalent marks
    • Procurement time
    • Initial stocks
    • Startup costs

Description of the part

Capture a short description of the part or consumable with up to 140 characters. If more space is required for more details of the product you can use the specification field.

Part number

The part number is an identifier that manufacturers assign to each particular piece of equipment or products. Its purpose is to simplify the reference to that part. A part number uniquely identifies the design of a part within companies, and the manufacturer's code can be used or an internal code that can be made up of numbers, letters, or a combination of both.
Based on this part number, the spare parts inventory program automatically generates the bar-code that can be printed on labels and attached to the product for quick and easy identification.

Unit of measurement

The unit field allows us to indicate the unit of measure with which we can clearly quantify our inventory stocks, these provide us with the necessary tools for the correct interpretation of quantities, the following are some examples of units of measure:

  • pieza
  • Game
  • Rollo
  • Metro
  • Liter
  • Bucket
  • Gallon
  • Kilogram
  • And many more

When editing a part, the unit of measure for the part is selected from a list contained in an auxiliary catalog of units. If the desired unit of measure is not yet registered, it is possible to add it to the auxiliary catalog of units at that moment, without having to leave the spare parts capture screen, by clicking on the icon. Add to catalog located to the right of the field.

To edit or delete a unit of measure from the auxiliary unit catalog, it is necessary to go to the module of Auxiliary catalogs.


The “Classification 1 and 2” fields allow the spare parts to be classified by two different criteria established by the user according to their particular classification needs.

Example of an Auxiliary Catalog of Classifications:


When editing a part, the classification of the part is selected from a list contained in an auxiliary catalog of classifications. If the desired classification is not yet registered, you can add it to the auxiliary classification catalog at that moment, without having to leave the spare parts capture screen, by clicking on the icon. Add to catalog located to the right of the field.

A practical example of the application of the "Classification 1 and 2" fields could be seen in the grouping of the spare parts catalog.

To edit or delete a classification from the auxiliary catalog of classifications, it is necessary to go to the Auxiliary catalogs.

Specifications, images and attachments

The spare parts inventory allows you to supplement the information of your spare parts with specifications, images and attachments, making this information available for quick consultation from the information panel.

In the field of specifications, the program allows you to freely capture in text the characteristics and special details of the part, which can be consulted from the information panel.

The images allow you to document the information of the part with photographs, diagrams, etc. You can also associate Word, Excel, PDF files, etc., with complementary information such as spare parts installation manuals, technical sheets, etc. When viewing the attached files, the spare parts inventory will open the file with the application that is configured on the computer to open the file type by default.

To associate an image to a computer it is necessary to import the image to the auxiliary catalog of MP images. Once the image is imported into the catalog, it is associated with the equipment. Thats because the images are saved in the MP database and in this way it wont matter if the source of the images is moved or deleted.

To manage images and attachments, go to the module Auxiliary catalogs from the Main menu.

Auxiliary image catalog

The auxiliary image catalog is formed by importing images into the Parts Inventory program to associate them with your parts. It is enough to add them only once to the database and they will be available even when you delete, move or lose the source file of these images.

The auxiliary image catalog allows you to group the images, for example images of bearings, electrical material, bands, etc.

Auxiliary catalog of attachments

All attachments in the PM are included in the auxiliary catalog of attachments, once uploaded to the system, it is possible to assign them to different equipments, locations, maintenance activities, work orders, etc. The Attachments can be classified according to their nature, such as maintenance manuals, warranties, plans or documents in general.

Equivalent marks

An important concept that differentiates a spare parts warehouse and a store from a store, for example, is that in the latter each product must be handled as different products. However, in a spare parts warehouse, equivalent products can be handled as if they were the same product.

As an example, we can mention that when the stock of a product of a certain brand runs out, it does not necessarily imply that we must restock the inventory if we have stock of another product of another brand that is equivalent.

In the spare parts inventory, a list of equivalent brands can be generated for each spare part in order to be able to document the different brands of each spare part, avoiding having in the catalog the spare parts repeated by each of the brands that produce it.

For example; Suppose that in your warehouse you need to have R16 R205 tires as spare parts for your company vehicles. There are different companies that produce this type of tire: Firestone, Bridgestone, Michelin, etc. Within your catalog of resources you will have the R16 R205 tire and you will also have the list of equivalent brands. So when you need to change the tire, you will easily find the resource in your warehouse and you can use any of the brands that produce it, or select a specific brand if required.

To consult the equivalent brands, select the filter by equivalent brands tool found in the toolbar of the spare parts module.

Warehouses that handle the spare

When adding a spare part to the catalog, the spare parts inventory program allows you to indicate in which warehouses the spare part will be active. Then then, in case of having more than one warehouse, we can choose the warehouse or warehouses that will handle said spare part.

Warehouse location

The inventory of spare parts allows documenting the place where the spare part is physically located within the warehouse (eg aisle, shelf or level), thus facilitating its location when issuing the vouchers.

Another way to indicate the location of the spare parts is through the action of the submenu Locations, select the mesh spares and then select the action Locations within the submenu.

A modifiable mesh will open with the location field to capture the location of the spare parts in the warehouse (s). This location can be modified at any time.

The location of the spare parts in the warehouses can be edited from the module Spare parts and consumables, as well as from the module Warehouses.

Minimum, maximum and optimal levels

When adding a spare part, we can also indicate its minimum, optimal and maximum levels if we know them. Later and based on all the information stored, the program offers the option of calculating these levels by different methods.

Procurement time

It is the estimated average time that elapses (in days) from when the product is requested from the purchasing department until it is delivered by the supplier in the Warehouse. This procurement time is very useful to calculate the supply of next products to be used for maintenance, allowing the adequate scheduling of purchases and the possibility of obtaining a supply under the "Just in Time" concept, keeping inventory levels to a minimum. and without affecting the performance of the maintenance work that is scheduled.

Stock and starting costs

The stocks and initial costs of a spare part are variable in each warehouse as well as its location, minimum, optimum and maximum levels, as well as the procurement time.

The registration of stocks and initial costs is the process with which the user indicates the initial situation of his inventory to be able to start working and generate input and output movements, calculate supply, coverage, requisitions and be able to make inquiries with the values updated.

The versatility of the Spare Parts Inventory of the MP version 10 suite allows you to register your initial stock when creating spare parts and warehouses, or later it allows you to individually or mass edit the initial stock, initial cost and location of the spare parts in the different warehouses

Also for ease and agility in the implementation of the Inventory of spare parts, the user can start working with the spare parts whose initial values ​​have been captured, thus avoiding having to capture the initial values ​​of all the spare parts to start using the inventory program. It is important to note that once a movement has been made with a part, no modifications can be made to the initial records (initial stock and initial cost) of that part in the warehouse from which the movement was made.

The initial stock registration can be done from the module Spare parts and consumables and from the module Warehouses.

From the Spare parts and consumables module, they can register the initial stock of spare parts in each of the warehouses; On the other hand, in the Warehouses module, the initial existence of the spare parts contained in the selected warehouse is recorded.

To capture the initial values ​​of your spare parts from the module Spare parts and consumables and select from the submenu Warehouses and opening stocks.

Multiple editing will be enabled on the mesh to record the information. This grid allows you to select the spare parts that are in the warehouse by marking the selection box, modify the initial stock and modify the initial cost of the selected spare parts. It is important to note that it is not possible to modify the initial values ​​of the spare parts for which a movement has been generated and therefore the movement symbol will be marked.

Please note: The spare part is only locked in the warehouse from where the outbound or outbound movement was generated.

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