How to use products (spare parts)

Using products

1. Products as a part of inventory management

If you want to implement inventory management for products, ie monitor the purchases, sales and use of products from inventories and the level of inventory balances - you must first create inventory balances for each product in the desired inventories. Product balances are added to inventories in the "inventory transactions" view of inventories.

It is not mandatory to maintain warehouse balances of the products in Spotilla, the products can be used (e.g., using the product and creating a cost) even if it does not have product balances.

warehouse balances

When warehouse balances have been added to products, the use of products in a specific warehouse and its storage location can be assigned when planning tasks or performing tasks.

If the products do not have stock balances, they can still be used (consumed) for tasks, but then there are no changes in stock balances.

Email notifications for product inventory balances

It is possible to set a warehouse alarm limit for products.  In the product view, it can be defined that the warehouse alarm limit is sent when the number of items below the limit sends e-mail alert associated with . The e-mail alarm itself is defined in the Email notifications menu (the same place where task- and message-specific e-mail alarms are defined).

Each warehouse can have its own e-mail defined, ie: if the product limit is set to "5".

  • An e-mail alert can be defined for warehouse "A" that goes to person "X"
  • An e-mail alert can be defined for warehouse "B" that goes to person "Y"

2. Products as spare parts and using spare parts

The products can be defined as spare parts for devices and machines. This connection can be made in both product and in spot view.

When a product is connected to Spot as a spare part, it is possible to monitor the status of spare parts for each individual device both in the mobile application and in the browser environment.

If stock balances and related triggers have been set, you will also receive information about spare parts running out according to the desired trigger.

3. Products as consumable and/or billable components

The products function as consumable and/or billable components. The desired number of used products can be attached to each task either (i) in advance or (ii) in connection with the completion of the task or (iii) in connection with the inspection of the task. Products can be attached to a service request as well, this is usually done by the manager handling the service requests or maintenance when performing the work.

Using the product(s) on a task or service request causes:

  • Cost creation for the spot in question, if "sell price" has been defined for the product (on the product information tab)
  • A decrease in the inventory balance, if it was specified from which warehouse the product was taken

Using the products in the task takes place through the following functions

  • When creating a task, the "products" tab is used and the products used in the task are defined in advance (for example, advance maintenance, where it is known which products are at least needed in connection with the maintenance)
  • When performing a task (mobile application OR browser user interface), the products used in connection with it are recorded AND/OR corrections are made to the product quantities that have been previously defined for the task
  • When inspecting the task (only tasks for which the inspection is defined before marking as complete), changes can be made to the product quantities

What happens when a task or service request with products is marked complete?

  • The product quantity is decreasing from the warehouses (see above)
  • A cost is created for the spot in question (costs view) 
  • The products used are listed on the task's PDF report (if the task uses a task form and a PDF report defined to be created).

4. Products with projects ("reservations")

In Spotilla, the products can be used in projects ("reservaton cites"), which are often, for example, construction sites or longer-term "places" where the products are moved from the warehouse. The feature can be used to manage the situation where products are purchased for storage, but are used/stored in other locations (such as a construction site).

A reservation cost can be defined for each product - that is, the amount of (usually internal) cost that is recorded when the product is "on loan" to the reservation object. The amount is not necessary information.

Products are used in projects through inventory procedures.

  • First, the inventory balance is recorded for the products (purchase or inventory)
  • After this, the products can be
    • Transfered to the reservation cite
    • Returned from the reservation cite
  • When the products are moved to the reservation cite, rent is calculated for them according to the specified price
  • When the products are returned to the warehouse, the price formation ends

    You can view the reservation costs of the products via the reservations view. In the reservation view, you can save the desired tab view of the reservation costs of the products, and the information can be transferred to internal invoicing via Excel, for example, or imported into another software where the invoicing is done.