Spare Parts Management

An unplanned shutdown due to a missing spare part that should have been in stock is one of the most costly and avoidable errors in industrial maintenance. Rela AI's Spare Parts Management keeps inventory updated in real time, records every stock movement with its reason, and automatically alerts when a spare part falls below the minimum level.

The module is designed to integrate naturally with the maintenance workflow: when a technician executes an intervention and uses spare parts, they can record the consumption directly from the system — either from the dashboard or through the WhatsApp agent. That keeps inventory accurate without requiring separate administrative processes.

Traceability is complete: each unit of each spare part has a movement history that includes who consumed it, for which asset, and for what reason. This facilitates audits, maintenance cost analysis by asset, and informed replenishment decisions.

What is it for?

• Keep spare parts inventory updated in real time without separate manual processes
• Receive automatic alerts when a spare part falls below the configured minimum stock
• Record consumptions and receipts with reasons for complete traceability
• Query spare parts availability from the WhatsApp agent during field interventions
• Analyze spare parts consumption by asset to optimize stock levels
• Prevent unplanned shutdowns due to shortage of critical components

How does it work?

The Spare Parts Management module operates with atomic transactions to guarantee inventory consistency even when multiple technicians record movements simultaneously:

Spare parts catalog: Each spare part has a record with part number, description, unit of measure, supplier, unit cost, warehouse location, current stock, minimum stock, and maximum stock. The minimum stock is the threshold that triggers replenishment alerts.

Consumption transactions: When a technician uses a spare part in an intervention, they record the transaction indicating: part consumed, quantity, reason (preventive maintenance, corrective, specific failure), and the asset it was used on. The system deducts the stock automatically and records the movement in the history.

Receipt transactions: When a purchase order arrives, the warehouse manager records the receipt indicating: part received, quantity, purchase order number, and supplier. The stock increases and is recorded.

Atomicity: Stock transactions are implemented with atomic database operations, meaning that race conditions cannot occur where two technicians consume the last spare part simultaneously without the system detecting it.

Low stock alerts: When a spare part's stock falls below the configured minimum after a transaction, the system automatically generates an alert. The alert can be configured to be sent via dashboard notification, email, or WhatsApp to the warehouse coordinator.

Using the Dashboard

To access Spare Parts Management, navigate to Inventory > Spare Parts in the side menu.

View inventory: The main view shows all spare parts with their current stock. Parts with stock below the minimum appear highlighted in red. You can filter by category, supplier, location, or status (normal/low stock/out of stock).

Add new spare part:

1. Click "New Spare Part."
2. Fill in the data: part number, description, unit, supplier, location, and stock levels.
3. Enter the initial stock if physical inventory already exists.
4. Save the record.

Record consumption:

1. Find the spare part in the list or use the search bar.
2. Click "Record Consumption."
3. Indicate the quantity consumed, the reason, and the related asset (optional but recommended).
4. Confirm the transaction.

Record receipt:

1. Find the spare part or create a new one if not catalogued.
2. Click "Record Receipt."
3. Indicate the quantity received, the purchase order number, and the supplier.
4. Confirm the transaction.

Movement history: Each spare part has a history tab showing all transactions with date, type (consumption/receipt), quantity, reason, and the user who recorded the movement.

WhatsApp query: Field technicians can ask the WhatsApp agent "Is part X in stock?" or "How many units of filter Y are available?" — the agent queries the inventory in real time and responds with the current availability.