Request and ship spare parts

Overview

Before you begin

• Spare parts Advanced mode, Inventory Management, and new spare parts consumption are enabled.
• Spare part products, warehouses, and matching business permissions are configured.
• Confirm whether the request uses personal inventory receipt or spare parts inventory receipt. Do not mix the two receipt modes in the same delivery.

1. Submit a spare parts request

1. On the Web, go to Field Service > Spare Parts Management > Spare Parts Request.
2. Click New in the upper-right of the list.
   
3. Enter request information and details. A request can link to a work order or not.
4. Select a receipt mode:
   • Personal inventory receipt: ship parts to the engineer for on-site repair;
   • Spare parts inventory receipt: move parts from one warehouse to another.
5. Save and submit the request. If the organization configured an approval flow, wait until it is approved.
   

2. Create a spare parts delivery order

1. After the request is approved and reaches Pending Shipment, go to Field Service > Spare Parts Management > Spare Parts Delivery Order.
2. Click New in the upper-right of the list and select delivery details from spare parts requests.
3. Only requests in Pending Shipment, Partially Shipped, or Partially Signed Off can continue delivery. You can select multiple requests that use the same receipt mode.
4. Enter the shipping warehouse, logistics, and delivery quantity as the page requires, then save and submit.
   
   
   
5. After the delivery order is approved, the system creates an outbound order for the shipping warehouse and deducts that warehouse stock.

3. Track shipping and sign off

1. On the delivery order list or details page, click View Logistics to query shipping information.
   
2. After the parts arrive, open the matching delivery order and click Sign Off.
   
3. Destination after sign-off depends on receipt mode:
   • Personal inventory receipt: the system creates a material requisition order and increases engineer personal inventory details;
   • Spare parts inventory receipt: the system creates an inbound order and increases receiving warehouse stock.

Expected results and verification

• After a request reaches a shippable status, a delivery order can select that request’s details.
• After delivery approval, shipping warehouse stock decreases.
• After sign-off, personal inventory receipt shows a material requisition order and a personal inventory increase. Spare parts inventory receipt shows an inbound order and a target warehouse increase.

Notes

• A spare parts request does not deduct stock by itself. Stock changes at delivery outbound or at sign-off inbound / personal inventory.
• If Advanced mode is on but request or delivery entries are missing, confirm that new spare parts consumption is in use. The old version does not initialize these objects.
• Logistics query requires a logistics query resource pack and remaining query quota.

Related topics

• Spare parts management overview
• Manage personal inventory
• Configure spare parts classification and inventory
• Consume and return spare parts