Parts & Inventory
Manage your parts catalog, track stock levels, and never run out of critical parts.
Overview
BayTrack helps you manage parts inventory for your shop or fleet. Track stock levels, set reorder points, and automatically decrement inventory when parts are used on work orders.
- Parts catalog — Central database of all parts with pricing
- Stock tracking — Current quantities by location
- Low-stock alerts — Notifications when inventory runs low
- Auto-decrement — Stock reduces when parts are used on WOs
- Barcode scanning — Quickly find parts by scanning barcodes
- Multi-location — Track inventory per shop (Pro+)
Parts Catalog
The parts catalog is your master list of all parts you stock or use.
Adding a part
- 1
Go to Parts
Navigate to Settings → Parts → Parts Catalog in the sidebar. - 2
Click New Part
Click the + New Part button. - 3
Enter part details
Fill in the part information:- Part Number — Your internal or manufacturer part number
- Name — The part name/description
- Category — Group similar parts together
- Manufacturer — Part manufacturer
- Cost — What you pay for the part
- Price — What you charge customers
- 4
Set inventory levels
- Current quantity — How many you have in stock
- Reorder point — Trigger low-stock alert at this level
- Storage location — Where the part is stored (shelf, bin, etc.)
- 5
Save
Click Save. The part is now in your catalog.
Duplicating a part
Quickly create similar parts by duplicating an existing one:
- 1
Open the part
Click on a part to open its detail page. - 2
Click Duplicate
Click the Duplicate button in the header. - 3
Modify details
The new part form opens pre-filled with the original part's data. Update the part number and any other details. - 4
Save
Save the new part. Inventory quantities start at zero.
Part pricing
Each part has a cost (what you pay) and a price (what you charge). BayTrack can help you maintain consistent markup with pricing bands.
ℹ️ Pricing Matrix (Pro)
Stock Tracking
Track current inventory levels and see what's in stock at a glance.
Viewing stock levels
- The Parts list shows current quantity for each part
- Filter by "Low Stock" to see parts below reorder point
- Click a part to see detailed stock history
Manual stock adjustments
Adjust stock for physical counts, shrinkage, or corrections:
- 1
Open the part
Navigate to the part you need to adjust. - 2
Click Adjust Stock
Find the stock adjustment option. - 3
Enter adjustment
Enter the quantity change (+/-) and reason. - 4
Save
The adjustment is recorded with an audit trail.
Auto-decrement on work orders
When you add parts to a work order and complete it, inventory is automatically reduced. This keeps stock accurate without manual updates.
💡 Draft work orders
Low-Stock Alerts
Get notified when inventory falls below your reorder point.
- Set a reorder point for each part
- When stock falls below this level, you receive a notification
- Alerts auto-dismiss when stock is restored (via receiving or adjustment)
- View all low-stock items from the notification bell or Parts list filter
ℹ️ Critical parts
Barcode Scanning
Quickly find parts by scanning barcodes with your device's camera.
Scanning from the parts list
- 1
Go to Parts
Navigate to Settings → Parts → Parts Catalog. - 2
Click Scan
Click the Scan button in the header. - 3
Point your camera
Allow camera access and point at the part barcode. The scanner detects Code 128 barcodes automatically. - 4
View part
When a match is found, you're taken directly to the part detail page.
💡 Supported barcodes
Multi-Location Inventory (Pro+)
Track inventory separately for each shop location.
- Per-shop stock levels — See what's at each location
- Inventory transfers — Move stock between shops
- Location-specific alerts — Low stock alerts per shop
Transferring inventory
- 1
Go to Transfers
From the Parts page, click Transfers. - 2
Create transfer
Click New Transfer. - 3
Select locations
Choose the source shop and destination shop. - 4
Add parts
Select parts and quantities to transfer. - 5
Complete transfer
The stock moves from source to destination.
Bulk Import/Export
Import parts from a spreadsheet or export your catalog.
Importing parts
- 1
Go to Data Import
Navigate to Settings → Data Import/Export. - 2
Download template
Download the parts CSV template to see the required format. - 3
Fill in your data
Add your parts to the spreadsheet following the template format. - 4
Upload CSV
Upload your completed CSV file. - 5
Review and confirm
Review the import preview and confirm.
Exporting parts
Export your parts catalog from the Parts list. Click Export to download a CSV with all parts, quantities, and pricing.
Storage Locations
Define shelves, bins, and storage areas to organize where parts are stored.
Setting up storage locations
- 1
Go to Settings
Navigate to Settings → Parts → Storage Locations. - 2
Add location
Click + Add Location. - 3
Enter details
- Name — e.g., "Shelf A-1", "Oil Room", "Parts Van"
- Shop — Which shop this location belongs to (multi-location)
- 4
Save
The location is now available when assigning parts.
Using storage locations
- Assign locations when creating or editing parts
- Assign locations when receiving purchase orders
- Change locations when transferring inventory between shops
- Parts pickers show "Pick from [location]" to help find parts quickly
💡 Naming convention
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