Spare parts register: stock, reorder alerts and criticality

Give each stocked part a stable identity

Enter the part code, description, applicable asset or OEM, unit and storage location. Use the same code when receiving and issuing the item. Descriptions help a technician find the part, while a stable code connects the stock record to transactions and equipment documents.

Decide how interchangeable items and repaired parts will be recorded before adding them. Avoid entering duplicate rows for the same stock holding unless each row represents a clearly separate location or other agreed inventory boundary.

Read the workbook's calculated fields

Stock value equals stock quantity multiplied by unit cost. The result retains the currency entered on that row. The dashboard deliberately does not add values across different currencies.

The reorder status is triggered when stock quantity is at or below minimum stock. Missing quantities or minimums produce a missing-stock message; negative stock inputs produce a check message. The workbook flags the entered threshold, rather than calculating an optimum stock policy.

Keep criticality separate from movement

Criticality describes the consequence of not having the part available. Movement describes its use or issue history. A rarely issued spare can still be critical. Enter these classifications separately and retain the supporting reason in your approved inventory process.

The movement list uses Fast, Slow and Non-moving. Define the observation period and boundaries outside the register before classifying items; the workbook does not infer age buckets from a single last-issue date.

Review the record before purchasing

• Confirm the physical quantity and location.
• Check compatibility against the asset and OEM documentation.
• Verify supplier lead time, entered minimum and reorder quantity.
• Check whether repair or an approved substitute is available.
• Record the receipt and issue movements in the authoritative stock system.