Savings on one project through parts requirement projections
Improvement in productivity and response time to requests
$2 Mil
Annual savings from reducing waste by 30%
On-time completion rate for critical work orders

Spare parts management

Visibility of spare parts inventory is vital for any organization. Without the proper CMMS system in place, keeping track of parts and ensuring their availability can be a challenge. eMaint’s parts management software makes it easy for organizations to track parts across work sites worldwide and improve inventory accuracy.

Access all parts information in a list view, including location, on-hand amount, unit cost and item number. Attach images to part records for easy identification.

Set up reorder points to track parts you need to order or auto-generate a purchase order when the on-hand amount falls below the threshold.

Relate parts to assets and PMs in order to automatically let technicians know which parts are typically used to repair an asset or perform a PM task.

Use barcodes and QR codes to scan and view part records instantly on a tablet or mobile device. Use parts kitting to issue or return multiple parts with a single item number.

Require work requestors to submit a materials request for approval before a part is charged out of inventory.

Inventory management system
Inventory Suppliers

Supplier management

Not only can you manage your parts within eMaint’s inventory management system, you can also manage your suppliers. Throw away your spreadsheets and address books! Managing your suppliers’ contact information and the parts they supply is now made easy.

View and track parts by supplier in a list view. It can show the supplier name, part number, last part cost, last received date and more.

Store supplier information in the system as a contact record. It can then be selected to auto-populate on a part record.

Parts purchasing and requisitioning

In eMaint, you can track parts and manage parts suppliers, so why not take it a step further and purchase the parts, too? With eMaint’s purchasing solution, organizations can create and receive Purchase Orders (POs), track purchases and run purchasing reports.

Create purchase orders right from on a list of parts that are due to be reordered based on parts reorder points.

With eMaint’s requisitioning tool, technicians must receive approval of all requests to purchase parts before a purchase order is created.

Track parts received and record valuable information, such as packing slip details, required date, item location and more.

Parts Purchasing & Requisitioning

eProcurement punchout catalog

eMaint’s eProcurement PunchOut Catalog solution enables users to access suppliers’ web-based catalogs from directly within their eMaint account. Users can order parts from supplier catalogs from within eMaint. These purchases then automatically appear on inventory and purchase order records.

Eliminate the need to “punch out” of your CMMS every time you have a new part to order.

Automatically generate purchase orders and requisitions, and create parts records (if the part did not previously exist) in eMaint when a part is selected in the supplier catalog.

Eliminate duplicate data entry in both eMaint and the supplier catalog, reducing human error and time spent entering data.

What is parts inventory management?

Parts inventory management has always been a critical and complex challenge. Having the right part in the right quantity at the right time and in the right place requires planning, precision, and balance.

5 tips for better parts inventory management strategy

1. Categorize your parts inventory

    • Active parts inventory (10 or more used each month)
    • Commodity parts (1 or more used each month)
    • Rarely used parts (fewer than 1 used each month)

When stocking parts inventory, consider factors including lead time, consumption rate, the costs associated with storage, and the potential costs and consequences that would be incurred if you did not have a needed part.

2. Set agreed-upon parts stocking and reorder points

This can help you avoid a feast-or-famine scenario where you have excessive parts inventory — or not enough. Standardize your methods for determining when and whether to stock a part — and in what quantity. Using consistent criteria to make parts inventory decisions can streamline the process, make it easier to identify priorities, and make communicating decisions easier.

3. Improve your supply chain management

Materials providers, shipping partners, and other parties directly impact your spare parts inventory. Though you cannot singlehandedly eliminate supply chain issues, you can take steps to optimize your relationships with your suppliers and shippers. Good two-way communication is essential. Track lead times using a parts inventory software to identify potential slowdowns or bottlenecks.

4. Use data to drive parts inventory decisions

Start with usage probabilities and optimize your parts inventory over time. Parts inventory management software goes beyond spreadsheets to integrate with other tools, reduce manual data entry, and make tracking easier and more accurate.

5. Ensure inventory accuracy

Conduct a cycle count to match your physical parts inventory with your inventory records. Cycle counting is a method designed to fit into your normal operations. A parts inventory software solution makes accurately tracking your inventory easier.

There are multiple inventory accounting methods. A first in, first out (FIFO) strategy is important if your inventory includes any parts or products that have limited shelf lives, such as chemicals or pharmaceutical ingredients. Track all of their expiration dates in parts inventory software to avoid spoilage.

eMaint Parts Inventory Software Testimonials

Cactus Drilling Company moved from manual parts inventory management to eMaint CMMS because they wanted to gain better inventory control and manage purchasing. Inventory evaluations and reports are shared with leadership, increasing visibility and enabling support for repair, replace, or rebuild decisions. Centralized and streamlined document storage makes it easier to keep an accurate parts inventory, even across multiple departments.

“The commitments from the eMaint team help us reach our goals.”

-Kenny Boyanton, CMMS Coordinator, Cactus Drilling Company, L.L.C.

Crown Holdings, Inc. used eMaint to reduce their parts inventory by $1.02 million through centralized part accessibility. The packaging products supplier uses eMaint in 45 locations around the world.

Crown also reduced their service operations expenses by more than $100,000 per year and improved their repair parts inventory turnover by 34%.

“At the plant level, practitioners use eMaint for spare parts, inventory control, equipment and maintenance management. At a business unit level, eMaint provides senior management with global visibility of plant operations.”

-Tom F., Senior Project Manager, Crown Cork & Seal, Inc.

The Great Lakes Water Authority contracted with the New England Fertilizer Company (NEFCO) to design, build, and operate a Biosolids Dryer Facility (BDF). NEFCO uses eMaint to order supplies, track spare parts, itemize all loose and packaged items, and analyze key business metrics.

“About 100 employees interact with eMaint, and everyone in NEFCO appreciates eMaint’s ease of use and 24/7 access.”

-Bill Hollman, Corporate Operations Manager, NEFCO

“This product makes it very easy to organize our inventory and keep track of repairs/replacements on our property. Easy to navigate the systems and is very user friendly.”

Brian Heatherton, Vinoy Place Condominiums

eMaint Parts Inventory Software Case Studies