The part is unavailable
Keep the requirement visible. Agree a partial allocation or a supplier follow-up with the planner. An approved shortage is still a shortage; it does not create stock.
Spare parts request form for the right repair part
Tell the storeroom which job needs the part, where it should come from and how many are needed. Keep the request connected to its review and actual issue.
Sign in to open the example app. The form link starts a new request; the gallery shows a filled example.
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Give the storekeeper four things they can act on
- The maintenance job
- Select the actual equipment job. “For the conveyor repair” is useful only when the storekeeper can identify which conveyor, where it is and who is planning the work.
- The part and stock position
- Choose the catalogue item and supplying storeroom. Read the stocking unit and bin before entering a quantity. The same bearing at another workshop is a different stock position.
- The equipment pairing
- Confirm an exact-fit or approved alternative for the selected equipment. Read any restrictions; a similar part name is not proof that it can be fitted.
- The quantity and date
- State the requirement in stocking units, choose a required date and explain the urgency. Record the full need even if the planner can currently authorize only part of it.
The example generates the request number and assigns review from the selected job’s planner. The requester does not type a new ID or choose their own approval outcome.
A correction should lead to a usable request
Clarify the requirement
A request asks for twelve filters, but only eight are available. The reviewer returns it for correction rather than authorizing a quantity the storeroom cannot supply.
Review the corrected quantity
The technician confirms that the job needs two. After resubmission, the planner authorizes two against the selected stock position.
Record the partial handover
The storekeeper issues one filter. The request now shows two authorized, one issued and one still reserved. The next storekeeper can see what remains to be handed over.
Handle the awkward cases before the storekeeper has to guess
The proposed part is wrong
Return the request for an identified, approved equipment pairing. A retired part or invalid pairing must not become acceptable just because it was selected before its status changed.
The repair is urgent
Explain the equipment impact and required date. The planner can decide which work takes priority while retaining a recorded decision. Urgency is not permission to bypass the stock check.
Ask for the details your maintenance team actually needs
For planned replacements
Make the equipment job, quantity and date easy to complete. Use the selected part’s existing description and stocking unit instead of asking the technician to retype them.
An authorized business administrator can adjust choices, required fields and views in Jodoo as the maintenance process changes.
For substitutes and critical spares
Add the specification or explanation the reviewer needs and show it only for the relevant case. Keep the decision assigned to the appropriate reviewer; adding an “Approved” dropdown to an ordinary form is not the same process.
Check the changed form on a phone as well as a desktop before technicians use it at the equipment.
Keep the request connected after the repair
Unused stock returns against its original issue. Record whether it is usable, damaged or waiting for inspection, and do not return more than remains outstanding from that issue. A held return then needs an inspection decision: the stock custodian reviews release back to usable stock or disposal. That decision stays linked to the return; the technician does not change a stock balance directly. If the job is cancelled, handle the remaining allocation and the physical parts separately.
For the storeroom owner
Agree how parts are identified, reviewed and replenished before expanding the catalogue.
For a team starting in Excel
Use a ledger that keeps requests and movements separate, with formulas for the remaining allocation.
When requests need location stock, replenishment and recovery
A request form is a useful starting point. Move to a broader service parts management workflow when the team also needs a parts master, warehouse or van balances, replenishment signals, substitutions, stockout recovery and the customer deadline behind each service job.
Questions before submitting a parts request
What if I do not know the part number?
Search the catalogue by description and ask the planner to confirm the equipment pairing. Do not choose a similar-looking part just to submit the form. The example requires an identified part and an approved pairing; an unidentified requirement needs investigation before allocation.
Can I request more than the storeroom currently has?
The requirement and allocation are different quantities. You can record the job’s requirement, but the reviewer cannot authorize more than the available quantity or the amount requested. A short allocation leaves a remaining requirement to discuss with the planner; it is not an automatic purchase order.
Can a technician change the approved quantity?
The requester enters the requirement; the reviewer owns the authorized quantity. Use the return-and-resubmit process to correct a request that is still under review. After approval, agree a new requirement or release the unneeded reservation rather than silently rewriting the approved decision.
How do I know a request was only partly issued?
Compare the authorized, issued and still-reserved quantities. In the sample filter request, two were authorized and one was issued, leaving one reserved. Approval is not shown as proof that the storekeeper handed over both filters.
What if the maintenance job is cancelled?
Tell the planner and release its remaining allocation through a reviewed reservation-release movement. Return any unused physical parts against their original issue. Closing or renaming a job is not a substitute for these stock actions.
Start with the next part your job needs
Open the form to select a job and supplying stock position. Install your own copy before entering operational requests.