Parts & inventory
Keep workshop stock accurate and visible
Understand stock levels, office part issue, mechanic scan verification, additional requests, returns, partial returns and inventory history.
MotoDesk separates the inventory record, the stock movement and the mechanic's physical verification. This distinction is essential: the office can issue stock to a job, while the mechanic confirms that the exact assigned item is physically present. Confirming it does not reduce stock a second time.
The Parts page holds the current stock level and master information. The job card shows active assignments and requests. The mechanic scanner supports verification, additional-part requests and return requests on an assigned job that is in progress.
Inventory stock level
Each part has a current stock level along with identifying information such as description, SKU and optional barcode, OEM number, category and storage location. Owners and managers maintain the part record and can make authorised stock adjustments. Other workshop roles use the available stock through the workflows permitted to them.
Deleting a part is blocked while it is assigned to a job or vehicle. Resolve the real assignment first so removing the master record cannot hide stock that is still in use.
Office issue to a job
When the authorised issue completes, MotoDesk decreases stock and creates an active assignment on the job. This is the ISSUE TO JOB event from a user's perspective. The action is designed to keep the job, inventory and history aligned rather than applying separate manual updates.
- Open the correct job and review the planned or approved work.
- Select the inventory part and quantity to issue.
- Confirm the issue only when the stock is being committed to that job.
- Check the job assignment and the new inventory stock level.
- If the job came from an accepted quote, use the expected quantity as the commercial reference and resolve any extra requirement through the request workflow.
Mechanic physical scan verification
On an assigned job in progress, the mechanic scans a barcode, SKU or OEM number. MotoDesk identifies whether the part is already assigned, planned but not issued, not assigned, or not found. If it is assigned, the mechanic confirms the quantity against the exact assignment.
CONFIRM PART records physical verification. It does not issue the part, does not create a second assignment and does not reduce inventory again. If the scanned item was only planned or was not approved for the job, the mechanic must not treat confirmation as permission to use it.
Request Additional Part
Only one pending additional request for the same part is allowed on the job. This prevents repeated taps or parallel conversations from creating several open requests for the same need.
- Scan or select the required part while the assigned job is in progress.
- Choose Request Additional Part, enter the required quantity and give a useful reason.
- Wait for an owner, manager or advisor to review the pending request.
- If approved, the office decision issues the requested quantity to the job and the request becomes fulfilled.
- If rejected, read the decision note and do not use the unissued stock on the job.
Request Return and office decision
A return request refers to one exact active assignment. The mechanic chooses the assigned item, quantity and reason. The quantity cannot exceed what remains active on that assignment, and only one open return request can exist for the same assignment.
An owner, manager or advisor approves or rejects the request. Approval restores the approved quantity to stock and updates the active assignment. Rejection leaves the stock and assignment unchanged and records the decision for the workshop history.
- Confirm the part is physically unused and suitable to return to available stock.
- Choose Request Return on the exact assignment and enter the quantity.
- The office checks the item, quantity and reason against the physical part.
- Approve only when the part has actually returned to controlled stock; otherwise reject with a clear note.
Partial returns and lifecycle quantities
A partial return restores only the approved returned quantity. The active assignment remains on the job with a smaller quantity. Any previously verified quantity is limited to the new remaining assignment quantity so the job never shows more verified units than are still assigned.
The lifecycle therefore distinguishes issued quantity, current active assignment quantity, verified quantity and returned quantity. Use these values to answer different questions: what stock left inventory, what remains committed to the job, what the mechanic physically confirmed, and what came back.
| Quantity | What it means |
|---|---|
| Issued | Quantity committed from inventory to the job |
| Active assignment | Quantity still attached to the job after any returns |
| Verified | Quantity physically confirmed by the mechanic, never above the active assignment |
| Returned | Quantity restored from the assignment to available stock |
History, conflicts and practical example
MotoDesk records stock issue and return history with the related job and assignment, and records request, approval or rejection activity. If the same part has more than one active assignment, the return must identify the exact assignment; MotoDesk does not guess which quantity is coming back.
Example: the office issues four filters, reducing stock by four. The mechanic confirms all four without another stock change. Two prove unnecessary, so the mechanic requests a return of two. When the office approves after receiving them, stock increases by two and the job keeps an active assignment of two. The history shows the issue, verification and approved partial return as distinct events.