Key takeaways
- Classify parts by criticality and usage so you know which ones must never run out and which can be ordered on demand.
- Set a minimum level and reorder point for each stocked part, based on usage and supplier lead time, and let the system alert you.
- Link parts to assets and work orders, so consumption is recorded automatically and you know which assets use which spares.
- With several sites, manage all warehouses from one system and transfer stock between them before buying more.
Why spare parts go wrong
- Parts are taken from the store without being recorded, so stock on paper does not match the shelf.
- Nobody knows which assets a part is for, so obsolete stock accumulates after equipment is replaced.
- Reordering depends on someone noticing an empty bin.
- Each site keeps its own stock, so one site buys a part another site has sitting unused.
- Lead times from overseas suppliers are not factored in, so critical parts run out while an order is in transit.
Step 1: Classify your parts
Not every part deserves the same attention. Two quick classifications cover most needs:
| Class | Examples | Policy |
|---|---|---|
| Critical spares | Parts whose absence stops a critical asset and that have long lead times, such as a specific compressor component | Always keep in stock, even if usage is low |
| Fast movers | Filters, belts, lamps, fuses, common fittings | Min/max levels with automatic reorder alerts |
| Slow movers | Occasional replacement parts with short lead times | Order on demand or keep a minimal level |
| Obsolete | Parts for assets you no longer run | Identify, then sell, transfer or write off |
Within fast movers, an ABC analysis by annual spend helps focus attention: the small number of parts that make up most of the spend (A items) deserve the tightest control.
Step 2: Set minimum levels and reorder points
A simple, workable reorder point for each stocked part:
Reorder point = average daily usage × supplier lead time (days) + safety stock. For example, if you use 2 filters a day, the supplier takes 10 days and you keep 6 as safety stock, reorder when stock falls to 26.
Review levels each quarter using actual consumption from closed work orders. Seasonal patterns matter in the GCC: HVAC parts usage rises sharply in summer.
Step 3: Link parts to assets and jobs
- Attach a spare parts list to each asset in the asset register, so technicians and planners see compatible parts.
- Reserve parts on planned work orders before the job is scheduled, so technicians do not arrive and find nothing.
- Record parts used at close-out from the mobile app, so stock updates automatically and consumption feeds cost reports.
- Use barcode or RFID scanning to issue and receive parts quickly and accurately.
Step 4: Manage multiple warehouses as one
For operators with several sites or a central store and site stores, visibility across all locations is where most savings come from. Before raising a purchase order, check whether another site has the part, and transfer it with a record of the movement.
Step 5: Make purchasing and suppliers part of the system
- Generate purchase orders from low-stock alerts or material requests instead of retyping them.
- Keep supplier details, prices, lead times and performance together, so you can compare and hold suppliers accountable.
- Track order status so planners know when a part will arrive and can schedule the job.
How e-maintain handles spare parts
Inventory Management in e-maintain covers real-time stock tracking, barcode and RFID integration, stock level alerts, order processing, automated purchase order generation, multi-warehouse management, inter-location transfers and supplier relationship management. Technicians can check stock and request materials from the field, and inventory optimization reports use consumption data and maintenance schedules to help you stock what you need.
Frequently asked questions
What is MRO inventory?
MRO stands for maintenance, repair and operations. MRO inventory is the stock of spare parts, consumables and supplies used to keep equipment and facilities running, as opposed to the materials that go into products.
How much spare parts stock should we keep?
Enough to cover usage during the supplier lead time plus a safety margin, with critical spares always on hand. Review levels regularly against actual consumption.
Should spare parts be managed in the CMMS or the ERP?
The CMMS should know what is in stock and record what each job uses, because technicians and planners work there. Financial postings can then flow to the ERP. Keeping maintenance stock only in the ERP usually means technicians cannot see it.