CMMS Spare Parts Inventory: 6 Things eWorkOrders Does for Your Storeroom
Storeroom counts stay accurate when every part is tied to the work orders and equipment that use it. That’s how the storeroom knows what’s on the shelf, which bin it’s in, and what’s running low before a breakdown finds out. Storerooms run on spreadsheets and paper end up with three of a part nobody uses and none of the one you need. This guide covers six things eWorkOrders Inventory does for a maintenance storeroom, and what your team stays in control of.
Quick Answer: Storeroom Problems and What Changes
| Storeroom problem | What eWorkOrders does | What your team does |
|---|---|---|
| “We think we have one somewhere” | Shows quantity and bin location | Keep bin labels and counts current |
| Counts drift between audits | Deducts parts used on work orders | Add parts to the work order when you pull them |
| Stockouts on critical parts | Flags parts at or below minimum | Set min/max levels for each part |
| Reordering takes too long | Release Orders prepares POs up to max | Review, select and release the orders |
| No idea what an asset costs to keep running | Builds parts-cost history by asset | Use it in repair-or-replace decisions |
| Slow counts and lookups | Barcode scanning pulls up the part | Label bins and parts |
Why Do Storerooms Lose Track of Parts?
Plenty of storerooms still run on spreadsheets and paper. In Plant Engineering’s 2020 maintenance study, 47% of facilities used in-house spreadsheets and 46% used clipboards or paper records to track maintenance (Plant Engineering, 2020; see our maintenance statistics page). That’s how a storeroom ends up with three of a part nobody uses and none of the one you need.
Here’s what the inventory side of eWorkOrders does, in plain terms.
1. How does a CMMS show what parts are on hand?
eWorkOrders shows each part’s quantity on hand, storeroom and bin location, unit cost and the assets it’s used on.
Every part has its quantity on hand, storeroom and bin location, unit cost and the assets it’s used on. A tech can check whether a part is in stock, and where, before walking to the storeroom. If you run more than one storeroom, each one keeps its own counts.
2. How does a CMMS keep parts counts up to date?
When a tech adds a part to a work order in eWorkOrders, the quantity on hand goes down.
When a tech adds a part to a work order, the quantity on hand goes down. No separate sign-out sheet, and no one updating a spreadsheet at the end of the week. The count stays close to what’s actually on the shelf.
3. How does a CMMS flag parts that are running low?
You set minimum and maximum levels for each part, and eWorkOrders shows parts at or below minimum as needing to be reordered.
You set minimum and maximum levels for each part. When a part falls to or below its minimum, eWorkOrders shows it as needing to be reordered, so the storeroom isn’t relying on someone noticing an empty bin. Our guide to min/max stock levels explains how to set them.
4. Does eWorkOrders reorder parts automatically?
No, Release Orders prepares the purchase orders, and a person with PO release authority reviews and releases them.
Release Orders finds the parts at or below minimum and prepares purchase orders that account for what’s on hand and on order, up to the maximum. Nothing goes out on its own: a user with PO release authority for that storeroom reviews the list, selects the items and clicks Release Orders.
5. How do you see what parts cost for each asset?
Because parts are tied to work orders and work orders are tied to assets, eWorkOrders builds a parts-cost history for every asset.
Because parts are tied to work orders and work orders are tied to assets, you can see how many bearings a pump has used and what its parts have cost over any period. That’s the number you need when you’re deciding whether to keep repairing a machine or replace it.
6. Can a CMMS use barcodes for spare parts?
Yes, scanning a barcode label in eWorkOrders pulls up the part, so counts and lookups go faster.
Scanning a barcode label pulls up the part, so counts and lookups go faster and with fewer typing mistakes. See how barcode scanning for assets and inventory works.
Frequently Asked Questions
Does eWorkOrders reorder parts automatically?
No. Release Orders identifies parts at or below their minimum and prepares the purchase orders, accounting for what’s on hand and on order, up to the maximum. A user with PO release authority reviews the list, selects the items and releases the orders.
Can techs check parts from their phones?
Yes. eWorkOrders runs in the web browser on phones and tablets, so techs can look up parts and add them to work orders from the floor. There’s no app to install.
Can we track more than one storeroom?
Yes. Each storeroom keeps its own quantities and bin locations, so you can see what’s in stock at each location.
How do we set minimum and maximum stock levels?
Base them on how fast each part is used, how long it takes to arrive, and how critical the equipment is. Our min/max guide walks through the math.
Final Thoughts
A storeroom runs on accurate counts and someone watching the minimums. eWorkOrders keeps the counts current and prepares the orders; your team stays in control of what gets bought.
Keep Every Job on Schedule and On Record
Start with our free spare parts checklist, and see eWorkOrders Inventory in a demo. eWorkOrders has supported maintenance operations for over 30 years, serving teams at Honda and King River Packaging, rated 4.9 on Capterra and G2.
Statistics are also summarized on our Maintenance & CMMS Statistics page. Standards and codes change; always follow the current edition your authority having jurisdiction requires and the equipment manufacturer’s instructions.
About the author: Janet Jaquis is Marketing Director at eWorkOrders, where she writes about maintenance strategy, asset reliability, and CMMS software for maintenance and facility teams.
