At the storeroom counter
Read requested, authorized and issued quantities together. Identify which request still holds a part before agreeing to supply a different job.
Maintenance inventory software for available spare parts
See the spare parts on your shelves, what is already promised to another repair, and what the storekeeper can issue now.
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Seven on the shelf does not mean seven available
7Filters on hand
The physical balance after one filter has been issued.
1Still reserved
The second filter remains allocated to the air-preparation job.
6Available for other jobs
The storekeeper can distinguish free stock from an existing promise.
This sample began with eight filters. A reviewer authorized two; the storekeeper issued one. On-hand stock fell to seven and the reservation fell to one. Availability stayed at six. Counting the issue twice would incorrectly reduce availability to five.
Jodoo links the stock position, request and movement records so these quantities can be calculated from the recorded decisions. A second storeroom has its own balance, even when it holds the same part number.
Connect the maintenance requirement to the actual handover
A job gives the request its context
The technician selects the maintenance job, equipment pairing and supplying storeroom. The part description, bin and stocking unit come from linked records; the technician enters the quantity and when it is needed.
The job’s planner receives the review task. A returned request can be corrected and resubmitted instead of being approved with a note that the storekeeper must interpret later.
An issue records what actually leaves
The storekeeper records the quantity against the approved request. A reviewer checks and posts the movement. Partial issue leaves the outstanding allocation visible; an approved request is not automatically treated as fully delivered.
If the repair needs fewer parts, use a reservation release. It frees the unissued quantity without inventing a physical return. If a part has already left the shelf, record its actual return against the original issue.
Give shortages and questionable parts different next actions
| Situation | What the team should do | What must not happen |
|---|---|---|
| Requested quantity exceeds availability | Let the planner authorize only the available allocation and follow up the remaining requirement. | Treat an urgent request as permission to issue stock that is not available. |
| Alternative part is proposed | Review the equipment-part pairing and any fit restrictions before allocation. | Assume that matching dimensions establish suitability. |
| Unused part may be damaged | Reference the original issue and record the return as damaged or needing inspection. | Add the returned quantity to available stock before its condition is resolved. |
| Supplier delivery is late | Use the shortage queue to contact the supplier and revisit the job’s planned date. | Count an expected receipt as a completed delivery. |
| Part is retired | Keep its history and physical balance, but stop new allocations. | Delete the catalogue item and lose the reason for older issues. |
Find today’s work without rebuilding a spreadsheet
During maintenance planning
Compare job dates with actual stock and supplier promises. A stopped conveyor and a routine filter replacement should not be indistinguishable rows.
During replenishment review
See below-minimum positions and open, ordered or late follow-ups. Confirm existing incoming supply before raising another purchasing request.
The example keeps quantities per part and stocking unit. It does not add bearings, metres of cable and litres of oil into a single “total inventory” KPI.
Adapt the request rules as your maintenance process changes
A new critical-spares rule
Your team decides that an alternative sensor needs a specification attachment and a planner’s review. An authorized administrator can add the field, make it conditional and adjust the review step in Jodoo.
The change belongs in the same app as the equipment pairing and stock position. The storekeeper should not need a separate spreadsheet to discover the new requirement.
A different storekeeper queue
Start with the outstanding allocations. Add the required date, filter to a storeroom and expose the fields the storekeeper uses at issue. Keep a separate view for supplier follow-up, where the buyer needs promised dates and purchase references.
These are configuration choices, not a claim that every inventory process can be changed without testing. Recheck a normal request and an exception before using a changed rule.
Use the right system for each part of maintenance
Use Jodoo for your request and storeroom process
Choose it when linked records, configurable forms and reviewer handoffs matter more than buying a fixed maintenance suite. The example gives you a working starting point for allocations, movements and follow-up.
Keep specialist inventory controls where required
Use a CMMS or ERP for preventive-maintenance scheduling, financial valuation, serial or lot control, offline stock posting and stock allocation by many people at once when those are central requirements. Those capabilities are not demonstrated by this example.
Give a held return a clear outcome
A returned part stays unavailable until someone has checked it. In Held Return Decisions, select the original return and stock position, enter the inspected quantity and send the decision to the stock custodian.
| Decision | Physical stock | Stock available to issue |
|---|---|---|
| Pending or returned for correction | Unchanged | Still held |
| Approve release to usable stock | Unchanged—the part is already here | Increases by the released quantity |
| Approve disposal | Decreases by the disposed quantity | Unchanged—the part was never available |
The inspection and decision remain linked to the original return. Check the remaining held quantity before each decision so a part is not released or disposed of twice.
Put your own storeroom into the app in this order
Install a separate copy and review the sample
Follow one request through approval and partial issue. Keep the fictional records separate from live stock; do not use them as opening balances.
Set up people and master records
Add your team members, part numbers, stocking units and equipment. Assign a planner to each job and a custodian to each stock position. Review their form and task permissions.
Count the stock and approve the equipment pairings
Create one position per part and bin, with a confirmed opening date and quantity. Record exact-fit or approved alternative pairings before technicians request parts.
Run one real request before opening the process to everyone
Select the job and stock position, approve an allocation and record a partial issue. Check the remaining reservation and shelf balance together. Then practice a return and inspection decision.
This app uses linked records, calculations, approval workflows and Automations Pro. The Free plan lists five users and 10,000 automation runs per year; integrations through API or Webhook are listed under Enterprise. Confirm that your workspace can run this app’s calculations and posting automations before relying on it for live stock. Installing a template does not mean every capability your team needs is included free.
Choose the next step for your storeroom
Start with a controlled parts list
Use the workbook’s stock, request and movement sheets, with sample transactions and clear quantity formulas.
Download the spare parts inventory templateSet up the process first
Agree part identities, stocking units, bin locations and responsibility for substitutes and returns.
Read the spare parts management guideNeed the wider maintenance process? Explore work orders and preventive maintenance or equipment maintenance records.
Questions about maintenance stock and allocations
Can two storerooms hold the same part?
Yes. Keep one catalogue item and create separate stock positions for each storeroom or bin. A request selects the position that will supply it. Ten bearings at another workshop are not ten bearings available at your counter; a physical move between locations needs an explicitly recorded transfer process.
Does an approved request mean the part has left the shelf?
No. Approval authorizes and reserves a quantity. A posted issue records the physical withdrawal and reduces the remaining reservation. The request can therefore be approved while all, some or none of the authorized quantity has been issued.
What happens to unused parts after a repair?
Record a return against the original issue. A usable return increases available stock; a damaged or uncertain return is held for inspection. After inspection, a separate reviewed decision can release the held quantity to usable stock or dispose of it. The return does not automatically recreate the original job’s demand. Release any unused allocation separately if the job no longer needs it.
Will an ordered replenishment appear as available stock?
No. Supplier promises belong in the replenishment follow-up. The quantity enters stock only after a receipt has been reviewed and posted. Keep its expected date visible so a planner can distinguish an incoming order from parts that can be picked now.
Can this replace our ERP inventory ledger?
First decide which system will hold the stock balance and how approved transactions will reach it. This example supports maintenance requests and storeroom movements; it does not implement financial valuation, general-ledger posting, lot or serial traceability, or protection against two people reserving the same stock at the same time. Keep the ERP as the stock system when those controls are required.
Start with a part, a job and one request
Explore the sample stock and picking views, then install the app to adapt it to your storerooms and reviewers.