1. Scenario Overview

• A medium-to-large equipment manufacturing enterprise.

• Spare parts scenario: Designed for mid-to-large manufacturing companies to enable refined Spare Parts Management around Work Orders and equipment. It supports spare parts request, consumption, return, and one‑code‑per‑item tracking for high‑value parts. Real‑time traceability helps improve operational efficiency, reduce service costs, and shift the after‑sales service center from a cost center to a profit center.

• Key roles: Spare Parts Administrator, Service Engineer
• Product documentation: https://help.fxiaoke.com/1a54/4107/2f99/1fc0
• The spare parts inventory workflow is shown below:

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2. Prerequisites

2.1 Purchase Inventory Management (required)

You must purchase the Inventory Management application. If you haven’t purchased it, contact your sales representative.

2.2 Purchase Logistics Query Package (optional)

If you need to query logistics information on Spare Parts Shipment records or other objects, purchase the Logistics Query package. It is available in large, medium, and small editions with different query quotas—choose according to your business needs.

2.3 Purchase ERP Connector (optional)

If you need to integrate with a third‑party ERP, purchase the corresponding Integration Platform connector. Each ERP requires a different connector (for example, to integrate with Kingdee Cloud·Star, purchase the Integration Platform — Kingdee Cloud·Star (Flagship) connector).

3. System Configuration

3.1 Enable Inventory Management

Before enabling spare parts inventory you must enable Inventory Management—this is the foundation and prerequisite for spare parts inventory. For guidance on enabling and initializing Inventory Management, see: https://help.fxiaoke.com/1969/inventory-management/88e5/implement-guide

Enable path: Admin Console -> CRM Platform Management -> Business Rules Management -> Inventory Management.

3.2 Enable Spare Parts Management Advanced Mode

Open the Service Connector app system settings, click “Enable now”, then choose Advanced Mode in the dialog to enable the Advanced Mode for Spare Parts Management. Enabling Advanced Mode will also enable spare parts inventory.

Path: Service Connector app -> System Settings -> Business Plugins -> Spare Parts Management.

3.3 Configure Roles

Core roles include: Spare Parts Administrator, Service Engineer

Spare Parts Administrator:

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Service Engineer:

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3.4 Assign Spare Parts Record Types

3.4.1 Assign Warehouse Record Types for Spare Parts

Before using spare parts inventory, assign the Warehouse Record Type for the relevant roles.

Path: Admin Console -> CRM Platform Management -> Object Management -> Preset Object Management -> Warehouse -> Record Type -> Assign Record Type.

In the popup, assign the Spare Parts Record Type to the Spare Parts Administrator and Service Engineer roles.

3.4.2 Assign Record Types for Inbound Order / Outbound Order / Transfer Order / Inventory Check Sheet

Before using spare parts transactions, assign the corresponding Record Type to relevant roles. Taking Inbound Order as an example:

Path: Admin Console -> CRM Platform Management -> Object Management -> Preset Object Management -> Inbound Order -> Record Type -> Assign Record Type.

In the popup, assign the Spare Parts Record Type to the Spare Parts Administrator and Service Engineer roles.

For more on spare parts inventory, see: https://help.fxiaoke.com/1a54/4107/2f99/1fc0/ce8e

3.5 Master Data Maintenance

3.5.1 Sync data from ERP/WMS to CRM

If integrating with ERP/WMS, use the Integration Platform connector to sync Products (material master data), Warehouse and Location, and Inventory. Different connectors require different integration and configuration. See: https://help.fxiaoke.com/9bfb/c68f

3.5.2 Maintain data in CRM

If you do not integrate third‑party systems, create or import required object data directly in CRM.

To create product master data, see: https://help.fxiaoke.com/1969/7d62/7b74 and https://help.fxiaoke.com/1969/81b2/6af6

To create Warehouse data, see: https://help.fxiaoke.com/1969/inventory-management/warehouse

To create Inventory data, see: https://help.fxiaoke.com/1969/inventory-management/5b2e and https://help.fxiaoke.com/1969/inventory-management/bc31

To create an engineer’s Personal Warehouse, see: https://help.fxiaoke.com/1a54/4107/2f99/1fc0/053e

3.6 Confirm Spare Parts Management Rules

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3.6.1 Precision Settings

Before operating spare parts, you can configure decimal precision for Spare Parts Inventory, Personal Warehouses, and Spare Parts transaction records. The system default is 2 decimal places.

Path: Service Connector app -> System Settings -> Business Plugins -> Spare Parts Management -> Basic Settings.

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3.6.2 Enable Spare Parts Request Rule

Spare parts request filtering is disabled by default. When disabled, Service Engineers can request or pick parts from the full product catalog.

When enabled, if a Work Order is associated with an equipment asset, the Service Engineer can only request parts from the equipment’s service BOM scope.

For spare parts request details, see: https://help.fxiaoke.com/1a54/4107/2f99/1fc0/ce64

For shipment and acknowledgement of spare parts requests, see: https://help.fxiaoke.com/1a54/4107/2f99/1fc0/512a

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3.6.3 Enable Spare Parts Consumption Rule

Spare parts consumption enforcement is disabled by default. When disabled, parts requested or picked by a Service Engineer can be consumed on any Work Order.

When enabled, if parts were requested or picked based on a specific Work Order, those parts may only be consumed against that originating Work Order and cannot be applied to other Work Orders.

For spare parts consumption, see: https://help.fxiaoke.com/1a54/4107/2f99/1fc0/0586

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3.6.4 Enable Barcode Scanning

Barcode scanning is disabled by default. When enabled, users can enter data via a barcode scanner or the ShareCRM mobile app. See: https://help.fxiaoke.com/1969/inventory-management/2d48

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3.7 Enable Personal Warehouse Settings

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3.7.1 Allow a Service Engineer to Own Multiple Personal Warehouses

By default, each Service Engineer can own only one Personal Warehouse. To assign multiple Personal Warehouses to an engineer, enable the corresponding parameter:

Path: Service Connector app -> System Settings -> Business Plugins -> Spare Parts Management -> Personal Warehouse.

For more on Personal Warehouses, see: https://help.fxiaoke.com/1a54/4107/2f99/1fc0/053e

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3.7.2 Personal Warehouse Transfer

Personal Warehouse transfer documents are disabled by default. To transfer spare parts between engineers’ Personal Warehouses, enable Personal Warehouse Transfer:

Path: Service Connector app -> System Settings -> Business Plugins -> Spare Parts Management -> Personal Warehouse.

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3.7.3 Personal Warehouse Adjustment

Personal Warehouse adjustments are disabled by default. To adjust spare parts data in an engineer’s Personal Warehouse, enable Personal Warehouse Adjustment:

Path: Service Connector app -> System Settings -> Business Plugins -> Spare Parts Management -> Personal Warehouse.

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3.8 Enable Service BOM

If you want to request spare parts based on a Service BOM, enable Service BOM:

Path: Service Connector app -> System Settings -> Business Plugins -> Spare Parts Management -> Service BOM.

Service BOM is an advanced capability. For use cases and how to enable and use Service BOM, see: https://help.fxiaoke.com/1a54/4107/2f99/1fc0/43e7

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3.9 Equipment Part Replacement

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When consuming spare parts you may want to automatically update the equipment’s BOM with the newly consumed New Part and replace the original old part. To enable automatic Equipment Part Replacement, turn on the parameter in the Equipment Asset BOM menu:

Path: Service Connector app -> System Settings -> Business Plugins -> Asset Management -> Equipment Asset BOM.

For scenarios and guidance on enabling and maintaining Equipment Asset BOM, see: https://help.fxiaoke.com/1a54/asset-management/initialization

More on spare parts consumption: https://help.fxiaoke.com/1a54/4107/2f99/1fc0/0586

More on spare parts return shipping: https://help.fxiaoke.com/1a54/4107/2f99/1fc0/38f1

3.10 Configure Transfer Order Rules

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After a Transfer Order is confirmed, the source Warehouse will automatically create an outbound shipment. By default the destination Warehouse requires a manual confirm‑inbound step. If you want the system to automatically confirm inbound for the destination Warehouse after Transfer Order confirmation, enable the parameter “After Transfer Order confirmation, the system automatically confirms inbound.”

The default behavior: source Warehouse auto‑outbound; destination Warehouse manual confirm inbound unless the automatic parameter is enabled.

3.11 Configure Inventory Check Sheet Rules

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The default product source for an Inventory Check Sheet is Products, meaning you may count any product regardless of whether it has an Inventory record in the selected Warehouse. To restrict Inventory Check Sheets so only products with Inventory records in the Warehouse can be counted, switch the product source to Inventory.

3.12 Configure Spare Parts Inventory Warning Rules

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You can set inventory warning rules in Inventory Management basic settings. These settings also apply to spare parts inventory.

Path: Admin Console -> CRM Platform Management -> Business Rules Management -> Inventory Management -> Basic Settings.

3.13 Enable Spare Parts Repair Module

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Spare Parts Repair is an advanced Spare Parts Management capability and is supported only in Advanced Mode.

Based on spare parts requests, defective stock, and other factors, plan regular or ad‑hoc repair and refurbishment of defective parts generated during after‑sales service. Refurbished parts can be returned to serviceable stock and later used for shipment or consumption.

Path to enable: Service Connector app -> System Settings -> Business Plugins -> Spare Parts Management -> Spare Parts Repair.

For more on Spare Parts Repair, see: https://help.fxiaoke.com/1a54/4107/2f99/1fc0/aed2