Spare Parts Counts That Match the Shelf
Parts come off the count when a technician logs them on a work order or PM check, and a low-stock alert goes out before the bin is empty.
The stock sheet says two bearings, and the bin is empty
A conveyor bearing fails on second shift. The last two went into a repair last week that nobody wrote down, so the technician checks every other bin in the crib before calling the supervisor. When parts are tracked loosely, counts drift away from what's on the shelf and repairs wait on parts that were supposed to be there.
The line stays down longer, the replacement comes in as a rush order at a higher price, and the maintenance crew spends its time hunting for supplies instead of finishing the job.
From the bin to the work order
Set up parts and locations
Each part gets a bin location, the equipment it's assigned to and its own minimum. A technician looking up a drive belt sees which machine it fits and which shelf it's on.
Consume parts through maintenance work
Technicians record the parts they used on the work order or PM check they are closing, and the count drops by that amount.
Reorder on the alert
Stock levels update as each job is logged. When a part drops below its minimum, 10in6 raises a low-stock alert, so the planner can reorder before the next repair calls for that part.
Stock levels next to the jobs that used them
From the parts screen, a maintenance planner can check:
- Stock on hand against each part's minimum
- Which bin a part is in and which equipment it's assigned to
- Every work order and PM check that drew a part
- Usage history by part or by location
- Parts needed for upcoming maintenance work
Fewer repairs held for parts
When the count matches the shelf, a technician can confirm the part is in the crib before walking over for it, and a repair doesn't stall halfway while someone searches the stockroom.
Setting minimum stock levels for spare parts
Four common spares run through minimum = usage during lead time + safety stock. The minimum doubles as the reorder point. Illustrative numbers.
| Part | Typical use | Lead time | Used during lead time | Safety stock | Minimum |
|---|---|---|---|---|---|
| Bearing (conveyor) | 4 per month | 3 weeks | 3 | 2 | 5 |
| Proximity sensor | 6 per month | 2 days | 1 | 2 | 3 |
| Drive belt | 2 per month | 1 week | 1 | 1 | 2 |
| Gearbox (critical) | 1 every 2 years | 10 weeks | 0 | 1 | 1 |
Look at the gearbox row. The formula gives zero, but the gearbox stops the line and takes 10 weeks to arrive, so one stays on the shelf. For critical spares, the cost of the outage sets the minimum. Revisit minimums when a supplier's lead time changes, and use the usage history from work orders and PM checks to correct your first estimates.
The bigger problem this solvesHow to reduce maintenance response time →Waiting for parts is one of the four delays in every repair. See how to measure and shorten the others.The modules that draw parts or report on them
Maintenance Inventory — FAQ
- How do you calculate a minimum stock level for a spare part?
- Minimum = usage during the resupply lead time + safety stock. Work out how many you use in a typical lead time (monthly usage × lead time in months, rounded up), then add safety stock to cover a heavy week or a late delivery. For critical spares with long lead times, hold at least one regardless of how rarely it is used.
- How do I set low stock alerts for maintenance parts?
- Give each part its own minimum, based on how long it takes to source and how quickly you use it. A critical component with a long lead time needs a higher minimum than a common consumable. When stock drops below that minimum, 10in6 raises an alert automatically, so the part is reordered before a repair is held up. Stock is drawn down as parts are used on maintenance work, so the count the alert is based on stays current between stock-takes.
- What types of items can be tracked in Maintenance Inventory?
- Any spare part or maintenance supply your team uses, such as bearings, belts, filters, seals, lubricants and electrical components. Each item is stored with its location, the equipment it is assigned to and its minimum stock threshold.
- How are parts consumed through maintenance work?
- Technicians can consume parts directly from a work order or PM check as they complete the job. Inventory levels update automatically when parts are used, without requiring a separate transaction in the stockroom.
- Can we set different low-stock thresholds for different parts?
- Yes. Each part has its own configurable minimum threshold, and changing one part's minimum has no effect on any other part.
- What happens when stock drops below the defined threshold?
- An alert fires automatically as soon as any part falls below its minimum level. The team gets notice to reorder while there is still stock on the shelf, instead of finding the bin empty in the middle of a repair.
- Can we see inventory history for a specific part or location?
- Yes. Inventory history is tracked by part and by location. You can see when parts were consumed, which work orders or PM checks used them, and how usage has changed over time.
- How does Maintenance Inventory connect to Work Orders and PM Checks?
- Both modules can consume parts directly. When a technician uses a part during a work order repair or a PM check, they log it as part of that job. The inventory count updates immediately, and the usage is tied to the specific job.
Set up around how your plant runs
Standardized platforms expect the plant to change to fit the software. Do-it-yourself platforms leave your team to build and maintain everything. With 10in6, we configure the system around your equipment, codes and reports, and your team runs it day to day.
Your equipment, codes and reports
Andon calls routed by call type to the technicians on your crew, following the escalation each shift uses.
Your team runs it day to day
Operators, downtime and scrap codes, products and targets, shift schedules, checks, alerts, emailed reports and real-time boards are managed by your own people. Everyday changes need no support ticket and no invoice.
A project manager for the bigger things
New machines, new modules and custom reports go through a 10in6 project manager who already knows your deployment, so nothing starts from scratch. If you would rather we made everyday changes too, we can.
Still here years later
The system keeps being refined after go-live, and new capabilities are added without rebuilding it. Some of our customer relationships have run for 12 years, and 97% of customers say they would never go back.
“[Our 10in6 project manager] has been great to work with. He is very responsive, quick to help and provides solutions, whether we have random questions, new requirements or the rare times we have system issues.”
How the 10in6 delivery model works →
Keep critical parts available when maintenance needs them
Real-time inventory levels, automatic low-stock alerts, and parts consumption tied directly to the work being done.