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Article Tracking Parts Used on a Job

Tracking Parts Used on a Job

Accurate part consumption tracking ensures inventory levels reflect actual usage and supports cost analysis by job, technician, and service type. This article covers how to record parts consumed during work order execution from both the web application and the FieldPulse Mobile App.

Prerequisites

  • Inventory module enabled for your account
  • User role includes Inventory > Edit Parts Usage permission
  • Parts catalog populated with at least one active item

Recording Parts from the Web Application

  1. Navigate to Work Orders and open the relevant work order
  2. Select the Parts & Materials tab
  3. Click Add Part
  4. Search for the part by SKU, name, or barcode
  5. Enter the Quantity Used and optional Unit Cost override
  6. Click Save to Work Order

Stock levels are decremented immediately upon save. If the part is not found in inventory, you may add it as a Non-Stock Item for billing purposes without affecting quantities on hand.

Recording Parts from the Mobile App

Technicians in the field record consumption through the mobile interface:

  1. Open the assigned work order
  2. Tap Parts & Materials
  3. Tap the + icon to add a part
  4. Scan or search for the part
  5. Enter quantity and tap Add to Job

Parts added in offline mode are queued locally and synchronized when connectivity is restored. See Using FieldPulse Offline for details on offline queuing behavior.

Bulk Part Entry

For jobs requiring multiple parts, use the Quick Add feature:

  • Access from the Parts & Materials tab in the web app
  • Select multiple parts from your catalog
  • Enter quantities for each before saving

Automatic vs. Manual Cost Tracking

MethodWhen UsedCost Basis
Catalog-linked partPart exists in inventoryCurrent average cost or FIFO layer
Manual entryPart not in catalogUser-entered unit cost
Non-stock itemBilling only; no inventory impactSale price; no cost recorded

Reservation vs. Consumption

Parts may be reserved for upcoming jobs without immediate stock reduction. Reservation holds inventory against the job but does not affect reporting until the technician marks the part as consumed. For details on reservation workflows, see Reserving Inventory for Upcoming Jobs.

Correcting Entries

Errors in part recording may be corrected before the work order is closed:

  1. Open the work order Parts & Materials tab
  2. Locate the line item
  3. Click the Edit or Delete action
  4. Save changes; inventory adjusts automatically

Note: Closed work orders require administrator permissions to modify part entries. Changes to closed jobs generate audit log entries.

Related Documentation

  • Setting Up Your Parts Inventory
  • Adding and Editing Inventory Items
  • Reserving Inventory for Upcoming Jobs
  • Inventory Reporting
  • Updating Work Order Status from the Mobile App