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Learn More - Inventory Setup: The Basics

Inventory Basics

The inventory system in your eMaint account will allow you to track the parts needed to keep your equipment running. It is a complete inventory system; tracking of On-hand quantities, automatically posting items that are low in stock and keeping a history of part usage.

This document will teach you the basics of X3’s Inventory section.

Parts File Listing

The Parts tab contains all information pertaining to your inventory. Clicking the tab for the first time will open the Parts listing page. The list contains the fields from the parts table that are most helpful in sorting and locating parts based on your industry.

NOTE: The fields displayed can be changed using the ‘Form Options’ link located at the bottom of the list view. The System Administrator course provides a detailed explanation of how this option is used. For an overview of how to modify the list view, click on the Learn More link in the right hand corner of the list view.

Locating Records in the Parts List

The list may be sorted by any of the column headers. Clicking a column header will sort the parts in order based on that field. The first click on the header field will sort the parts in ascending order. Clicking on the arrow will sort the parts in descending order and change the graphic to an arrow pointing down.

Lists can be filtered by entering data into the textbox fields under the header. Click Set to set the filters you have entered. The sort and filters are saved and used the next time the list is opened based on your user login. For example, if you just want to view item #’s that begin with zero, type a '0' in the description filter, and click Set. Once a filter or group of filters is applied, the list will redisplay based on that criteria and will indicate in the upper left corner the number of records that matched the filter criteria. Filters are not case sensitive.

To remove all filters, click the Clear link.

Detail View

The detail view is accessible from the List view by clicking on the Item No. of the part or the magnifying glass icon in the left column of the list. The detail view contains all the information for one part. This screen gives you have total control of the inventory. You have the ability to add, edit, delete, view history, make adjustments, manage suppliers, purchase parts, and make a key change to the record.

The top menu bar controls these functions:

  • Add – Opens a blank form for adding a new part.
  • Copy/Add – Copies the current record into a blank form.
  • Edit – Opens the displayed part in edit mode.
  • Delete – Mark current part for deletion.
  • List – Return to the list view for parts information.
  • Next and Previous – move to another part based on the Item Number.
  • Goto – Allows you to navigate directly to another part by entering the Part No.
  • Adjustments – Open a form to change the existing on hand quantity.
  • History – Display the transaction history of the part directly below the part’s detail.
  • Key Change – Displays the form to change the Item No.
  • Purchase – Open a new form to process a purchase for this part.
  • Recalculate – For LIFO/FIFO inventory method only Adjust the on-hand to match the LIFP/FIFO transaction on a part.

Adding Parts

You can add new parts from either the Parts list view or a Part’s detail screen. From the parts list, the Add New Record hyperlink is in the upper right-hand corner of the screen. From the detail view, the Add or Copy/Add choice on the menu bar and will change the current window to the add mode.

The add form contains all of the fields made available for the part. The key field for inventory items is “Item No.” and can contain up to 15 characters (not adjustable). The system will not save a part record to be saved without an Item No indicated. Click Save New Record to save the new part. Cancel Changes will completely discard the new part information.

Editing Parts

The form for editing part information can also be accessed from either the list or detail views. From the list view, click the pencil icon to the left of a part record to edit that part information. From the detail view, click the edit button in the menu bar to open the edit form.

The edit form (shown below) is similar to the add form, except that the key field cannot be edited. The key field is the unique identifier for the part. This can be changed by using the Key Change function (user must have security rights to access this). Click Save Changes to save you changes or Cancel Changes to discard the editing. The form will return you to the detail view of the part.

Deleting Parts

To delete a part from the system, you must perform two steps. First, click the Delete link on the part. Second, remove that part permanently by using the administrative function “Remove Deleted Items.” If you only click the Delete link, you have simply marked the record for deletion. The record can still be restored to your system by clicking the Undelete link which will now appear on the item.

Inventory Adjustments

Adjustments to the on-hand quantity should be made with the adjustment menu choice from the detail view. You must have the appropriate security rights to access this function.

Click the Adjustments link on the Part’s option bar to access the Inventory Adjustment screen. The available fields on this form are:

  • Adjustment Type – Choose the type of adjustment you are making from the drop-down box. The options are Physical Count, Cycle Count, Transfer (In), Transfer (Out), Overage, Shortage, PO Return, Pilferage, and Other
  • Transaction Date – Default is the present date, however you can edit this if necessary.
  • PO No and Packing Slip/Comment – Use the PO# field and the Packing Slip/Comment field to record PO information or comments about the adjustment.
  • Location – This field is used for multi-location accounts.
  • Current On Hand – Displays the current On Hand value. Changes to this field are ignored.
  • Adjust Qty (+/-) – The adjustment quantity is required for the adjustment to be saved. Positive numbers are added to the existing on-hand quantity, and negative numbers are subtracted from the existing on-hand quantity. For example, if the current on-hand quantity is 25, and you enter -5 in the Adjust Qty. field, then the new on-hand quantity will be 20.
  • Item Cost – Current cost of the item. Changes made to this value will be saved with the adjustment.

NOTE: The on-hand quantity is automatically updated when parts are received, when parts are issued, or by making an adjustment to inventory. All of this information is available by accessing the part’s history. The system will not allow you to modify the on-hand or on-order values by editing. You must use the Adjustment link to change the on-hand amount. The on-order amount will be modified when a part is ordered or received.

Viewing Inventory History

From the Parts Detail View, you can display the transaction history of each part. Click on the History link to view the history below the field display.

Adjustments, Issues, Returns, and Receipts will be displayed in the history. Adjustments always show as a transaction type of PHY COUNT; the adjustment type is shown in the WO#/Type column.

The WO#, Asset ID, and PO# are all hyperlinks which will take you to a screen displaying the information for that record. Click Return to Standard view above the list to remove the history view from the form.

When history is first displayed, only one year of data is shown. To view the complete history, click the magnifying glass icon adjacent to Return to Standard View. This will take you to a screen for a full search of the part’s history. You can choose to simply change the date to encompass a greater time period, or you can filter on the type transaction you wish. After you choose your filters, you must click the Filter button for the screen to reflect your choices.


The Recalculate function was designed specifically for inventory methods LIFO or FIFO which have become corrupted due to improper use of the editing function on parts. A standard inventory method should not require the process described below.

This function is available should your part’s “On Hand” or “On-Order” amount not match the history of the transactions against the part. Signs of this problem would include not being able to charge out the amount you have on hand. If the system shows an on-hand amount but will only charge part of that amount, there is a disconnection between your transaction history and your on-hand amount. This situation can happen when the on-hand field was left editable in a non-standard inventory method.

If there is a discrepancy between your on hand or on order amount and your part history, the system will show you a page similar to the one below when you hit the Recalculate link.

There will be a calculation of what the history shows the on hand and on order quantity to be in the “Calculated Qty.” column. Clicking Update On Hand will save the calculation and update the part. If the on-hand is not what your inventory count shows, make an adjustment to the on hand quantity through the Adjustment link.