Parts Beginner 5 min read

Managing Parts Inventory

Track parts and supplies used in your service operations

Managing Parts Inventory

Hydra's parts management helps you track inventory, monitor stock levels, and link parts to service jobs. Keep your operations running smoothly with organized parts tracking.

Accessing Parts Management

Navigate to Parts in your company sidebar to access the parts inventory.

Parts Overview

The parts index displays your entire inventory with key information:

Column Description
Part Name Name and description of the part
SKU Stock keeping unit identifier
Category Part category for organization
Stock Level Current quantity in inventory
Unit Cost Cost per unit
Status In stock, Low stock, Out of stock

Adding Parts

To add a new part to your inventory:

  1. Click the Add Part button
  2. Fill in the part details:
    • Name - Descriptive part name
    • SKU - Unique identifier (optional)
    • Category - Select or create a category
    • Description - Additional details
    • Unit Cost - Your cost per unit
    • Sell Price - Customer price (optional)
    • Initial Stock - Starting quantity
    • Reorder Level - Low stock threshold
  3. Click Save to add the part

Part Categories

Organize parts into categories for easier management:

Default Categories

  • Filters and Fluids
  • Brake Components
  • Electrical
  • Body Parts
  • Consumables

Creating Categories

  1. Go to Parts > Categories
  2. Click Add Category
  3. Enter the category name
  4. Optionally add a description and icon
  5. Save the category

parts-categories.png - Parts category management page

Stock Levels

Hydra automatically tracks stock status:

Status Condition
In Stock Quantity above reorder level
Low Stock Quantity at or below reorder level
Out of Stock Zero quantity remaining

Setting Reorder Levels

For each part, set a reorder level to receive low stock alerts:

  1. Edit the part
  2. Set the Reorder Level field
  3. When stock drops to this level, the part shows as "Low Stock"

Searching and Filtering

Find parts quickly with search and filters:

Quick Search

Type in the search box to find parts by name, SKU, or description.

Filters

  • Category - Filter by part category
  • Status - Show only low stock or out of stock items
  • Price Range - Filter by cost or sell price

parts-filter.png - Parts index with active filters applied

Editing Parts

To update part information:

  1. Find the part in the list
  2. Click the Edit button or the part row
  3. Modify the details
  4. Click Save to apply changes

Deleting Parts

Remove parts that are no longer needed:

  1. Find the part in the list
  2. Click the Delete button
  3. Confirm the deletion

Note: Parts linked to service jobs cannot be deleted. Archive them instead.

Importing Parts

For bulk additions, import from a spreadsheet:

  1. Click Import in the parts toolbar
  2. Download the template CSV
  3. Fill in your part data
  4. Upload the completed file
  5. Review and confirm the import

Best Practices

  • Consistent naming - Use clear, searchable part names
  • Set reorder levels - Never run out of critical parts
  • Regular audits - Verify physical stock matches system
  • Use categories - Keep inventory organized
  • Track costs - Maintain accurate pricing for profitability