# Spares & parts

> Track spare parts, shelf counts, minimum stock, and equipment links, then record parts used on work orders and export the facility's inventory.

Source: https://docs.specset.com/docs/spare-parts · Section: After Handoff · Last updated: 2026-10-08

Use **Spares** to see what is on the shelf, what upcoming work needs, and which equipment uses each part. Stock changes stay in the part's movement history, including parts consumed when a work order is completed.

> **Availability:** Spares is available with F&M or Closeout enabled. Open **Spares** in the facility sidebar, or under **Closeout** in a construction project. Creating parts and changing their catalog details requires permission to manage closeout. Members can record stock adjustments.

## Review the stock list

The **Spare parts** list opens to **Stocked** items. Use **Below min** to find shortages, **Critical** to focus on important parts, or **Catalog** to see parts recorded for reference but not kept on the shelf. Search by part details or filter by category.

![Spare parts list with stocked-item filters, on-hand quantities, reservations, minimum stock, and a critical belt below minimum](https://docs.specset.com/images/docs/spare-parts/stock-list.png)

| Quantity | What it means |
| --- | --- |
| **On hand** | The recorded quantity on the shelf. |
| **Reserved** | Planned quantities on open work orders. These have not been deducted yet. |
| **Available** | On hand minus reserved. Zero shown in red means reservations exceed the stock on hand. |
| **Min · Max** | Your stocking targets. Below-minimum status compares on-hand stock with the minimum. |

For example, 12 filters on hand with 4 reserved leaves 8 available for other work. Open the part to see which work orders have reserved them.

## Add a part and link equipment

1. Click **Add part** and enter a clear **Name**, plus the SKU or manufacturer part number used to identify it.
2. Set its category, unit, storage **Location**, and **Bin**. Add the vendor and **Unit cost** when known.
3. Keep **Stocked part** checked for inventory you maintain. Uncheck it for a catalog entry that identifies a part you may need to order.
4. Enter **Initial stock**, **Minimum**, and **Maximum** quantities as applicable.
5. Link the assets that use the part and record the quantity per asset, then create the part.

The quantity linked to an asset describes the equipment's parts requirement; it does not change shelf stock. Set a unit cost to price planned and completed parts usage in [maintenance costs](https://docs.specset.com/docs/maintenance-costs).

Mark a part **Critical** when a shortage should be escalated. When it falls below minimum, Specset emails active organization Admins and Managers who have access to the project. The alert is sent once per shortage, and resets when stock returns to at least the minimum. Stock targets do not place purchase orders.

## Receive, issue, or count stock

Open a part and click **Adjust stock**. Choose the action that matches what happened:

- **Receive:** Enter the quantity added to the shelf.
- **Issue:** Enter the quantity taken out for use outside a work order.
- **Count:** Enter the total physically counted on the shelf. Specset records the difference from the current balance, including a count that matches.

Review the before-and-after quantity, add a note, and confirm. Use whole-number quantities in the part's chosen unit. The movement history records the adjustment and who made it. A dash for on-hand stock means no quantity has been recorded yet; use **Count** to establish the balance.

![Filter movement history showing parts used on a completed work order, a stock receipt, and a matching shelf count](https://docs.specset.com/images/docs/spare-parts/part-history.png)

## Record usage on a work order

Add a **Parts** field to a [procedure](https://docs.specset.com/docs/maintenance#create-a-reusable-procedure) and select the planned parts and quantities. When a work order uses that procedure, the technician can adjust the quantities to what was actually used or choose **Add another part** for an unplanned item.

Review those quantities before clicking **Complete**. Editing the field does not deduct inventory; completion records the confirmed usage and reduces on-hand stock. A zero used quantity makes no stock movement. Record work-order usage there instead of making a second manual **Issue** adjustment.

Reopening a completed work order reverses its inventory usage. Check the recorded parts again before completing it a second time. See [Maintenance plans & work orders](https://docs.specset.com/docs/maintenance#perform-and-complete-a-work-order) for the other effects of reopening work.

## Export the inventory

On the **Spare parts** list, apply the search, stock-status, and category filters you need, then click **Export**. Choose **Excel (.xlsx)** or **CSV (.csv)**. The export uses those filters, so you can share a focused shortage list or the broader catalog.