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Parts & Inventory Management

What is a Part?

In Portal AMS parts are loosely defined as any item that you stock for use in equipment repair or operation.  The system automatically tracks parts as they go from on the shelf to in the truck to in the field, on location.

It’s a very flexible system so not only can you use it to track spare parts like coin mechs and power supplies, but you can also use it to track consumable items like tickets, tokens, plush, redemption items & rfid cards.

Let’s dive in to the basics and then we’ll get in to some scenarios for specific types of parts.

In this guide you’ll learn about:

  1. Parts List View
  2. Part Details & Characteristics
  3. Part Lifecycle
  4. Inventory & Association

Parts List View

 When you select Parts from the main left menu, you’ll be taken to the parts list view.  This module shows you a full list of all the parts that have been defined in your system.

Filters at the top of the page allow you to limit the list by Location (shows only parts currently in field at the selected location), Part Category, or Amount in Stock – or any combination of filters.

You may sort the list by clicking any field header.  You can use the search field to find specific data.  Just start typing and the list will filter as you type.

Part Details

When you create a Part you can give a number of important details.  


  • Name
  • Description
  • Manufacturer
  • Vendor
  • Model
  • Serial #
  • Part Type
  • Unit Cost
  • Stock Quantity
  • Alert Quantity
  • Categories
  • Custom Fields
  • Locations*



This is the simple name of the Part.  Best practice is to give it the name you use in the field everyday. 


This is where you’ll enter any important description you would like to remember about this part.  Be as thorough as you like.


This is a free-form field meant to track the manufacturer.  If you buy the same item made by multiple manufacturers and need to track each separately it’s a good idea to use this field.


This field represents the vendor or source from which you purchase the part.  It is a defined list, meaning before you can select the vendor you must first create it.  Simply start typing the vendor name to create it.  You’ll be presented with an option to ‘create new’ on the fly.


This is a free-form field.  You may enter the model or part # of the part if it is important to track.

Serial #

This is a free-form field.  For one-of-a-kind parts you may want to track the serial number.  Otherwise, since it’s free-form you could use this field to track any other significant detail.

Part Type

This is a free-form field to be used for any sort of part classification you may use beyond a simple category.

Unit Cost

Used in expense reporting, unit cost is meant to represent the dollar amount you pay for this part. (Not to be confused with a unit price which would be what you charge the customer for it.)

Stock Quantity

This is the quantity you currently have in stock, on the shelf in the warehouse.  Do not include any quantity that is already on a route truck or on location.

Alert Quantity

This quantity is the trigger point for reordering.  When your stock quantity reaches this number, an alert will be triggered and you’ll be notified in various ways throughout the application.


This field represents a high level category for the part.  It is a defined list, meaning before you can select the category you must first create it.  Simply start typing the category to create it.  You’ll be presented with an option to ‘create new’ on the fly.

Custom Fields

Custom fields give you the ability to attach one or more completely custom fields to your parts. You can store a unique ID for your accounting software, or any other value.


The locations section is used to manually manage inventory of a part at a specific location.  If you know what you have in the field at each location, you would simply select the location from the dropdown list and specify the quantity that is currently there.  Otherwise, leave this blank and the system will automatically start tracking this as you are completing work orders.

Part Life-Cycle

The system tracks parts or quantities of parts as they go from the warehouse to the route truck to the location in-field.

The way this works is:

1) Create Work Order

When you create a work order you have the option to attach specific quantities of parts to the work order.  Once those parts are attached, they go from being ‘In Stock’ to ‘Claimed’.

Claimed Parts – Parts that are attached to a work order that has yet to be completed.  The expectation is if you inventoried the route truck, you would find claimed parts on board.

2) Completed Work Order

Once a technician has completed a work order that had parts attached, that quantity of parts will now change status to ‘In Field’.  Since work orders are tied to a technician, location & sometimes a specific asset or piece of equipment, we now have that data saved.

In Field Parts – Parts that are attached to a completed work order.  We now know the technician who used the parts, the location they were used at, and if applicable the specific machine they were installed on.

Inventory & Association

The Parts & Inventory module is powerful but requires diligence in ensuring that you’re accurately reporting the number of parts being used.

If you are, here the ways the system will allow you to have a full-view of where your inventory sits.

Specific Part Details

From the parts list, you can click into any part to view it’s details.

On the details page there are multiple tabs.

The Work Orders tab will show you a list of every work order that part has ever been attached to.

The Locations Tab will show you a list of locations that part is at, with a quantity.

Location Detail

On the location detail page (accessed by clicking into any location from the locations module) there is a Parts Tab.  This tab will show you a list of all the parts & quantities of those parts that are currently at the location.

Custom Reports

We can generate you a custom report anytime showing any number of details.  Simple call me and we’ll discuss what you need.