How to track parts and supplies with Parts Inventory

Knowify’s parts inventory gives you a centralized system to track materials across all your trucks, warehouses, and stock locations, so you can eliminate delays caused by missing or misplaced materials and keep every job moving.

Here’s how it works:

• Parts locations: Track inventory levels across all locations and quickly identify where specific items are stored.
• Parts allocation: Allocate parts directly to jobs from the office or the field.
• Parts purchasing: Automatically update inventory when materials are received against a purchase order.
• Inventory logs: Get a complete digital paper trail of every inventory action.

Parts Locations

Parts locations in Knowify give you a unified view of all your inventory. You can use parts locations to organize inventory across trucks, warehouses, containers, or other storage points. Whether your setup is centralized or completely distributed, Knowify gives you a real-time view of inventory levels and activity across every location.

With parts locations, you can:

• Create and manage multiple inventory locations.
• See how many units of each item you have in stock.
• Move parts between locations when needed.

• Export inventory levels to a spreadsheet.

  

How to manage parts locations:

1. Navigate to Parts Inventory in the left menu.
2. Select Manage Locations.
3. Add a new location (e.g., Truck #3, Warehouse – Electrical, etc.).
4. View, edit, or deactivate locations as needed.
5. Click into any location to see stock levels or perform actions like adjustments or transfers.

Related: How to add parts to a location

Parts Purchasing

When you purchase materials against inventory, Knowify adjusts stock levels as soon as they are received. Knowify makes it easy to:

• Create purchase orders for one or multiple inventory locations.
• Receive materials and automatically increase on-hand quantities.
• Purchase from the office or the field.

Here’s how it works:

1. Go to Purchases and create a Purchase Order.
2. Select which inventory location(s) the items should be stocked into.
3. Submit and send the PO as usual.
4. When materials arrive, open the PO and click Receive Items.
5. Enter the quantity received and confirm.
6. Inventory levels update automatically.

Related: How to purchase materials against inventory

Parts Allocation

Allocate parts to a job and adjust inventory as you work — from the office or the field.

Parts allocation allows you to charge inventory items to a job while deducting them from stock in real time. Your office team and field crew can both allocate parts using Knowify or the mobile app.

How to allocate parts to a job:

1. Navigate to Parts Inventory and open the relevant location.
2. Click the three dots (…) next to the item you want to allocate.
3. Select Allocate to job.
4. Choose or confirm the inventory location (you may switch if needed).
5. Select the job you want to allocate the part(s) to.
6. Choose the item and enter the quantity you’re allocating.
7. (Optional) Click + Add item to allocate multiple items at once.
8. Click Submit to complete the allocation.

Inventory levels update automatically, and the cost is assigned to the job immediately.

Related: How to allocate parts to a job

Inventory Logs

Inventory logs give you a complete digital paper trail of every inventory action. They let you track exactly what happened, when it happened, and who performed the action — perfect for accountability, audit trails, and reducing shrinkage.

How to view inventory logs:

1. Open Parts Inventory.
2. Click View Inventory Logs.
3. Filter or sort by date, location, item, or action to quickly find what you need.

Related: Inventory logs in parts management

The following actions are added to your inventory log automatically:

• Added to location
• Manually adjusted
• Transferred from / to
• Removed from location
• Allocated to job
• Unallocated

For each transaction, the log records:

• Date & time
• Quantity
• Item
• Trigger (what action occurred)
• Location
• Performed by