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Parts and Materials — User Manual

This guide covers everything you need to know about managing parts, materials, fuel, vendors, purchase orders, and invoices in AXITRAQ. Whether you are tracking spare parts for a fleet of assets or managing fuel across multiple sites, this manual will walk you through each feature step by step.

Table of Contents

  1. Getting Started
  2. Browsing the Parts Register
  3. Adding a New Part or Material
  4. Editing an Item
  5. Inventory and Stock Management
  6. Parts Consumption
  7. Low Stock Alerts
  8. Vendors and Suppliers
  9. Fuel Management
  10. Purchase Orders
  11. Invoices and Invoice OCR
  12. Cost Tracking
  13. Labels and QR Codes
  14. Mobile App Integration
  15. Locate Map Integration
  16. Frequently Asked Questions

1. Getting Started

The Parts and Materials module is accessible from the main navigation under Manage > Parts & Materials. You will need the Manage Assets permission to access this area.

The page is organised into six tabs:

Tab Purpose
Items Master register of all parts, materials, and fuel items
Inventory Location-based stock matrix showing quantities at every site
Invoices Company-wide view of purchase invoices and credit notes
Item Builder Define assemblies from component parts and manage build orders
Stock Alerts Items that have fallen below their reorder levels
Purchase Orders Track and manage purchase orders issued by your team

At the top of the page, three summary cards show your Total Items, Low Stock count, and total Stock Value across all active items.

2. Browsing the Parts Register

Viewing Items

The Items tab displays a sortable table with the following columns:

Column Description
Item Code Your internal part number (clickable link to edit page)
Name Item name or description
Type Part, Material, Both, or Fuel (colour-coded badge)
Category Grouping category (e.g. Filters, Hydraulic, Electrical)
Stock Current quantity on hand across all locations
Reorder At The minimum stock level before an alert is triggered
Unit Cost Cost price per unit
Total Stock quantity multiplied by unit cost
Vendor Preferred vendor name (clickable link to vendor page)
Assets Number of assets this part is assigned to

Items that are below their reorder level are highlighted with a red background and display a LOW badge next to the stock quantity.

Searching and Filtering

Use the filter bar above the table to narrow results:

  1. Search — Type an item code, name, or category to search across all three fields.
  2. Type — Filter by item type: All Types, Parts, Materials, Both, or Fuel.
  3. Status — Filter by status: All, Active, Out of Stock, or Discontinued.
  4. Low Stock Only — Tick this checkbox to show only items at or below their reorder level.
  5. Click Filter to apply your selections.

To clear all filters, remove your search text, reset the dropdowns to "All", and click Filter again.

3. Adding a New Part or Material

To add a new item to your parts register:

  1. Navigate to Manage > Parts & Materials.
  2. On the Items tab, click the + Add Item button in the top-right corner.
  3. Fill in the item details on the form that appears.

Item Fields

The add/edit form is organised in a three-column grid with the following fields:

Field Required Description
Item Code No Your internal part number or SKU (e.g. FIL-OIL-320, CLI263/20gry). Must be unique.
Item Name Yes A clear, descriptive name for the item.
Category No Free-text grouping (e.g. Filters, Hydraulic, Electrical, Safety).
Item Type No Choose from Part (spare/replacement), Material (consumable), Both, or Fuel. Defaults to Both.
Unit No Unit of measure. Options include Each, Box, Pack, Set, Metre, Kg, Litre, and more. Available units are controlled by your company settings.
Reorder Level No The stock quantity at which a low-stock alert is triggered. Set to 0 to disable alerts for this item.
Cost Price No Your purchase cost per unit in dollars.
Sell Price No Your selling or charge-out price per unit.
Transfer Markup (%) No Fuel items only. Percentage added to the last cost when transferring fuel between assets.
Status No Active, Out of Stock, or Discontinued. Defaults to Active.
Vendor / Supplier No Select a vendor from your vendor register, or leave blank.
Asset Assignment No Multi-select picker to assign this part to specific assets. Use the search box to find assets by code, name, or category.
Description No A longer description of the item.
Notes No Internal notes visible only to managers.
  1. Click Create Item to save.

After saving, the item appears in your parts register and you can continue to set up inventory locations, upload documents, and link additional vendors.

4. Editing an Item

To edit an existing item:

  1. From the Items tab, click the Item Code link in the table.
  2. The edit page opens with multiple tabs:

Details Tab

Contains the same fields described in Adding a New Part, pre-populated with the item's current values. Make your changes and click Update Item.

A QR code for the item is displayed on this tab if the item has been saved.

Vendors Tab

Shows all vendors linked to this item with part-specific details:

  • Vendor name, contact information, and vendor-specific part number
  • Cost price from that vendor, lead time in days, and preferred vendor flag
  • Supplier Item Codes — map your internal item code to each supplier's own part number. This is used by the Invoice OCR system to automatically match scanned invoice line items to the correct part.

To add a vendor, select from your vendor register or enter details manually, then fill in the vendor part number, cost, and lead time.

Inventory Tab

Manage stock across multiple storage locations. See Inventory and Stock Management for full details.

Documents Tab

Upload and manage files related to this item:

  1. Click Upload Document.
  2. Enter a title, select a document type, and optionally add a description.
  3. Choose your file. Supported formats: PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, GIF, TXT, CSV (max 10 MB).
  4. Set the App Access level to control who can view the document in the mobile app: None, Operators, Managers, or All Employees.
  5. Click Upload.

Documents are stored securely in AWS S3 with encryption.

Photos Tab

Displays all photos associated with this item, including photos captured via the mobile app. This is a read-only gallery on the web; photos are added from the AXITRAQ mobile app.

Fuel Data Tab (Fuel Items Only)

Visible only when the item type is set to Fuel. Shows:

  • Purchase Register — individual fuel purchases with cost, volume, and linked receipts.
  • Asset Distribution — which assets currently hold this fuel.
  • Cost Trend — a visualisation of cost changes over time.

5. Inventory and Stock Management

AXITRAQ supports location-based inventory tracking. Each item can have stock stored at multiple locations, and each location can be tracked independently with its own quantity, value, and GPS coordinates.

Viewing the Inventory Matrix

Click the Inventory tab on the Parts and Materials page. This shows a flat list of every item-location combination with the following columns:

Column Description
Item Code Links to the item's inventory section
Item Name Name of the part or material
Location Named storage location (e.g. "Main Warehouse", "Site Office")
Type Location type: Office, Warehouse, Asset, Operator, or Other
Qty Quantity on hand at that location
Unit Unit of measure
Unit Cost Cost per unit
Value Quantity multiplied by unit cost
Last Counted Date the stock was last physically counted

Summary cards above the table show Total Qty and Total Value across all locations.

Filtering Inventory

  • Search — search by item code, item name, or location name.
  • Location Type — filter by Office, Warehouse, Asset, Operator, or Other.
  • Click Filter to apply.

Adding Inventory Locations

Inventory locations are managed on the item's edit page:

  1. Open the item (click its Item Code from the Items tab).
  2. Switch to the Inventory tab.
  3. Click Add Location.
  4. Enter a location name and select the location type (Warehouse, Vehicle, Field, Office, or Workshop).
  5. Enter the quantity on hand and optionally set GPS coordinates.
  6. Click Save.

GPS Location Tracking

Each inventory location can have GPS coordinates attached:

  • Use the interactive map picker to drop a pin at the exact location.
  • Alternatively, type an address and use the geocoding feature to look up coordinates automatically.
  • Choose a map icon for the location.
  • Inventory locations with GPS coordinates appear on the Locate map as diamond-shaped pins.

Receiving Stock

When new stock arrives, update the quantity at the relevant location:

  1. Open the item and go to the Inventory tab.
  2. Find the location and update the quantity.
  3. Save to record the new stock level.

Stock quantities are also updated automatically when invoices are processed through the OCR system (see Invoices and Invoice OCR).

6. Parts Consumption

Parts can be consumed against assets and jobs to track usage, costs, and who used what.

Consuming Parts via the Web

Parts consumption is typically recorded through the Jobs module. When working on a job:

  1. Open the job from Manage > Jobs.
  2. Navigate to the Materials tab on the job.
  3. Add materials consumed by selecting the part, entering the quantity, and confirming.

The system records the employee, quantity, date, and the job the part was consumed against. This data feeds into job costing and asset cost reports.

Consuming Parts via the Mobile App

From the AXITRAQ mobile app:

  1. Open the relevant job or asset.
  2. Tap Add Material or Consume Part.
  3. Search for the part by name or scan its barcode/QR code.
  4. Enter the quantity consumed.
  5. Confirm to record the consumption.

The mobile app syncs this data back to the web platform in real time.

7. Low Stock Alerts

AXITRAQ automatically monitors stock levels and alerts you when items fall below their configured reorder levels.

Viewing Alerts

Click the Stock Alerts tab on the Parts and Materials page. The alert count is shown as a red badge on the tab if any items are low.

There are two types of alerts:

Direct Alerts (Low Stock)

Items where the current stock quantity is at or below the reorder level. The table shows:

Column Description
Alert "LOW STOCK" badge
Item Code Link to the item's edit page
Name Item name
Current Stock Actual quantity on hand
Reorder Level Configured minimum quantity
Shortfall How many units you need to order (reorder level minus current stock)
Actions Link to view the item's inventory

BOM Cascade Alerts

When you use the Item Builder to create assemblies, AXITRAQ checks whether you have enough component parts to build enough assemblies to meet reorder levels. If not, a cascade alert appears showing:

  • The component that is short
  • The parent assembly it belongs to
  • The quantity required vs. available
  • The shortfall

Setting Reorder Levels

  1. Open the item from the Items tab.
  2. Set the Reorder Level field to your desired minimum quantity.
  3. Save the item.

When the total stock across all locations falls to or below this number, the item appears on the Stock Alerts tab. Set the reorder level to 0 to disable alerts for a specific item.

Healthy Stock

If all items are above their reorder levels, the Stock Alerts tab displays a green check mark with the message "All stock levels are healthy."

8. Vendors and Suppliers

Accessing the Vendor Register

From the Parts and Materials page, click the Vendors / Suppliers button on the Items tab. This opens the vendor management area at Manage > Parts > Vendors.

Vendor Details

Each vendor record includes:

  • Business Details — trade name, ABN, head office contact, phone, mobile, email, and website.
  • Address — head office address and branch/account location.
  • Branch Contacts — up to three branch contacts with name, phone, mobile, email, and role.
  • Account Information — account contact info, payment terms (standardised dropdown), and credit limit.
  • Payment Details — BPAY biller code and reference, plus bank details for direct deposit (bank name, BSB, account number).

Balances Tab

View accounts payable for each vendor:

  • Unpaid invoices grouped by aging period: Overdue, Current (0-30 days), Next (31-60 days), and Future (60+ days).
  • Colour-coded sections with a summary bar.
  • Use the checkboxes to Mark as Paid in bulk.
  • Invoice rows link back to the parent jobs for quick reference.

Price List Tab

View and manage pricing for all items linked to a vendor:

  • Last Buy Price with change indicators (amber highlight and percentage change).
  • Click a price to open the Price History modal showing the full audit trail of price changes.
  • Markup % and Sell Price are linked — updating one recalculates the other in real time.
  • Bulk Markup — select multiple items, enter a markup percentage, and apply it to all selected items at once.
  • Click Save All Prices to update sell prices for modified items.

Linking Parts to Vendors

Parts can be linked to vendors in two ways:

  1. From the item edit page — select a vendor in the Vendor / Supplier dropdown on the Details tab, or add vendor-specific details on the Vendors tab.
  2. Supplier Item Codes — on the Vendors tab of an item, map your internal item code to each supplier's own part number. The OCR system uses these codes to automatically match invoice line items.

9. Fuel Management

AXITRAQ includes a dedicated tracking system for fuel items. Fuel items are identified by setting the Item Type to Fuel on the item edit page.

Setting Up a Fuel Item

  1. Navigate to Manage > Parts & Materials and click + Add Item.
  2. Set the Item Type to Fuel.
  3. Set the Unit to Litre (or your preferred volume unit).
  4. Optionally set a Transfer Markup (%) — this percentage is added to the last purchase cost when fuel is transferred between assets.
  5. Save the item.

Fuel items display a fuel badge icon in the Items table.

Recording Fuel Purchases

Fuel purchases can be recorded from the mobile app:

  1. Open the AXITRAQ mobile app.
  2. Navigate to the fuel purchase function.
  3. Select the fuel item and the asset being fuelled.
  4. Enter the volume, unit cost, and total.
  5. Optionally scan the receipt — AXITRAQ uses AWS Textract OCR to extract purchase details from the receipt photo.
  6. Submit the purchase.

Each purchase is recorded individually, preserving the actual cost per transaction. AXITRAQ uses a Last Cost pricing method for inventory valuation.

Fuel Transfers

Fuel can be transferred from one asset to another:

  1. In the mobile app, select Fuel Transfer.
  2. Choose the source asset and destination asset.
  3. Enter the volume to transfer.
  4. The system validates the source asset has sufficient fuel and applies the configured markup percentage.
  5. Optionally link the transfer to a job for costing purposes.

A full transfer log is maintained with complete history.

Fuel on Asset Pages

Each asset has a Fuel tab showing:

  • Current fuel holdings
  • Purchase history
  • Transfer history
  • Cost trend chart

On the asset edit page, managers can manually adjust fuel quantities if needed.

Fuel Dashboard Widget

A company-wide Fuel Overview widget is available for your dashboard, showing:

  • All fuel items with current holdings
  • Low-stock highlighting
  • Clickable cost badges that open a cost history modal per fuel item

10. Purchase Orders

Purchase orders (POs) are created when employees use the Purchase function in the AXITRAQ mobile app. POs are managed on the Purchase Orders tab of the Parts and Materials page.

PO Numbering

Each purchase order is assigned a unique number in the format PO-YYYY-NNNNN (e.g. PO-2026-00042). Numbers auto-increment per company per year.

PO Lifecycle

Purchase orders follow this status flow:

Open → Partial → Fulfilled / Closed / Cancelled
Status Meaning
Open PO has been issued but no invoices received yet
Partial Some invoices received, but the PO is not yet fully fulfilled
Fulfilled All expected goods/invoices have been received
Closed Manually closed by a manager
Cancelled PO has been cancelled

Viewing Purchase Orders

The Purchase Orders tab shows:

  • Summary cards at the top: Total POs, Active, Closed, and Total Invoiced amount.
  • Filter bar to narrow by Job, Vendor, Status, and Date Range.
  • PO register table with columns for PO Number, Job, Vendor, Issued By, Delegated To, Issued Date, number of linked Invoices, Total Invoiced amount, Status, and Actions.

Viewing PO Details

Click a PO number to open the detail modal, which shows:

  • PO header information (number, job, vendor, dates)
  • Linked invoices
  • Chronological activity timeline showing every action with the employee name, timestamp, and amount

PO Delegation

Authorised purchasers can delegate a PO to another employee:

  1. The delegate receives the PO details via AXITRAQ internal messaging.
  2. The delegate can present the PO to the supplier, collect goods, and scan or upload the invoice.
  3. All delegation actions are tracked in the PO audit trail.

Closing a PO

To close an open or partially fulfilled PO:

  1. Find the PO in the register.
  2. Click Close in the Actions column.
  3. Confirm the closure.

Closed POs can be reopened if needed.

11. Invoices and Invoice OCR

Viewing Invoices

The Invoices tab provides a company-wide view of all purchase invoices and credit notes. The table shows:

  • Invoice number, document type (Invoice or Credit Note), vendor, job
  • Upload date, invoice date, status
  • Number of line items and total amount
  • PO number (if linked)
  • Uploader name

Filter by Job, Vendor, Status, Date Range, or search by invoice number.

Summary cards show total Invoiced, Credits, and Net amounts.

Uploading an Invoice

  1. Click the + Upload Invoice button.
  2. Select the Job the invoice relates to.
  3. Optionally select a Vendor and choose the Document Type (Invoice or Credit Note).
  4. Drag and drop the file or click to select it. Supported formats include PDF and image files.
  5. Click Upload.

OCR Processing

After upload, AXITRAQ automatically processes the document:

  1. The file is stored securely on AWS S3.
  2. AWS Textract scans the document and extracts text.
  3. The Invoice Parser extracts structured data including:
  4. Vendor name and ABN
  5. Invoice number (with multi-line detection and false-positive rejection)
  6. Invoice date (prioritising Australian DD/MM/YYYY format)
  7. Line items with descriptions, quantities, unit prices, and totals
  8. The Vendor Matcher matches extracted data against your parts register:
  9. ABN exact match for vendor identification
  10. Vendor name fuzzy matching
  11. Part number exact match, then supplier item code match
  12. Unrecognised item codes are automatically created as new parts in your register

Reviewing Scanned Invoices

After OCR processing, click an invoice row to open the split-screen preview:

  • Left panel — PDF or image viewer with page navigation.
  • Right panel — editable invoice header and line items.

You can:

  • Edit descriptions, quantities, and unit prices inline. Subtotals recalculate automatically.
  • Click Save All Changes to save the header and all line items in one action.
  • Click Re-scan OCR to re-process the document if needed.

Smart OCR Features

  • Negative quantities — handles trailing minus signs (e.g. 1.00-) and accounting parentheses (e.g. (4.85)).
  • Delivery references — captures docket and dispatch numbers per line item.
  • GST handling — automatically prefers Excl GST columns when both Incl and Excl GST are present.
  • Credit lines — individual line items can be marked as credits. Credit lines do not overwrite part pricing.
  • Split-job invoices — invoices that span multiple jobs appear on all relevant job pages.
  • Duplicate detection — if an invoice number already exists for the same vendor, a warning banner is displayed.

Price History

Every time an invoice updates a part's cost price, the change is logged to the price history. You can view the full history of price changes from the Vendor's Price List tab.

Deleting an Invoice

Deleting an invoice fully reverses all side-effects:

  • Part cost prices are reverted to their previous values.
  • Job materials quantities are subtracted.
  • Price history records are cleaned up.
  • A confirmation dialog shows each price change that will be reverted before you confirm.

12. Cost Tracking

AXITRAQ tracks costs at multiple levels to give you full visibility into your spending on parts and materials.

Cost Per Part

Each item has a Cost Price field representing the current unit cost. This value is updated:

  • Manually on the item edit page.
  • Automatically when invoices are processed through OCR (using the latest invoice price).

Total Stock Value

The Items table shows the Total column (stock quantity multiplied by unit cost) for each item. The summary card at the top of the page shows the combined stock value across all active items.

Job Costing

When parts are consumed against a job, the cost is recorded at the time of consumption. This feeds into the job's total materials cost, visible on the job page.

Asset Cost Reports

Parts assigned to assets contribute to the asset's total maintenance cost. The asset page aggregates all parts consumption, giving you a clear picture of the total cost of ownership.

Price History

The vendor Price List tab includes a full audit trail of price changes for each item, so you can track cost trends and identify price increases from suppliers.

13. Labels and QR Codes

AXITRAQ supports printing labels with QR codes for your parts and materials.

Printing a Label

  1. Open the item from the Items tab.
  2. On the edit page, click Print Label.
  3. Select a Label Template from the dropdown. Templates designed for parts include dedicated placeholders such as {{PART_CODE}}, {{PART_NUMBER}}, {{PART_NAME}}, {{PART_CATEGORY}}, {{PART_DESCRIPTION}}, {{PART_COST}}, {{PART_UNIT}}, and {{VENDOR_NAME}}.
  4. Set the Quantity of labels to print.
  5. Preview the label, then print or add to your label cart for batch printing.

Label templates are managed under Manage > Labels > Editor, where you can create custom designs with specific dimensions and layouts.

14. Mobile App Integration

The AXITRAQ mobile app provides full support for parts and materials management in the field.

Available Mobile Functions

Function Description
Consume Parts Record parts usage against an asset or job
Barcode / QR Scan Scan a part's barcode or QR code to quickly find and select it
Fuel Purchase Record a fuel purchase with optional receipt scanning (OCR)
Fuel Transfer Transfer fuel between assets with markup calculation
Purchase Orders Create new POs, view delegated POs, link invoices, and close POs
Invoice Upload Photograph and upload supplier invoices for OCR processing
Photos Capture and attach photos to any part or material

Scanning Barcodes and QR Codes

  1. Open the parts consumption or search function in the mobile app.
  2. Tap the scan icon.
  3. Point your device camera at the barcode or QR code on the part label.
  4. The system identifies the part and pre-fills the selection.

This is particularly useful in the field when you need to quickly record consumption without searching by name.

Receipt Scanning

When recording a fuel purchase:

  1. Tap the receipt scan option.
  2. Photograph the receipt.
  3. AXITRAQ uses AWS Textract to extract the volume, unit cost, and total from the receipt image.
  4. Review the extracted data and confirm.

15. Locate Map Integration

Parts and materials with GPS-tracked inventory locations appear on the AXITRAQ Locate map alongside your assets.

How It Works

  • Inventory locations with GPS coordinates are shown as diamond-shaped pins on the map.
  • Colour coding: amber for parts, purple for materials, teal for items classified as both.
  • These are distinct from the teardrop-shaped pins used for assets.
  • Use the layer controls on the map to toggle visibility of Assets and Parts & Materials independently.
  • A "Part Locations" counter is shown in the map stats bar.
  • The map list view includes a dedicated Parts section.

Setting Up Map Locations

To have a part appear on the Locate map:

  1. Open the item and go to the Inventory tab.
  2. Add or edit an inventory location.
  3. Set the GPS coordinates using the map picker or address geocoding.
  4. Save the location.

16. Frequently Asked Questions

Q: How do I track which parts were used on a specific asset? A: Parts consumed against an asset are recorded automatically when consumption is logged via jobs or the mobile app. View the asset's page to see all parts usage and costs.

Q: Can I import parts from a spreadsheet? A: Contact your AXITRAQ administrator about bulk import options. The OCR invoice system also automatically creates new parts when it encounters unrecognised item codes on scanned invoices.

Q: What happens if I delete an invoice? A: All side-effects are reversed — part cost prices revert to previous values, job material quantities are subtracted, and price history records are cleaned up. A confirmation dialog shows exactly what will be reverted.

Q: How do I set up a new vendor? A: Go to Manage > Parts & Materials, click Vendors / Suppliers, and add a new vendor with their business details, contacts, and payment information.

Q: Can multiple vendors supply the same part? A: Yes. On the item's Vendors tab, you can link multiple vendors with vendor-specific part numbers, costs, and lead times. Mark one as the preferred vendor.

Q: How does the OCR system match invoice items to my parts register? A: The system first tries an exact match on part number, then checks supplier item codes (configured on the item's Vendors tab), and finally auto-creates new parts for any unrecognised codes.

Q: Where are purchase orders created? A: Purchase orders are created from the AXITRAQ mobile app using the Purchase function. They appear on the Purchase Orders tab of the Parts and Materials page in the web platform.

Q: How do I know when to reorder a part? A: Set a reorder level on the item. When stock falls to or below that level, the item appears on the Stock Alerts tab with a red badge, and the Items table highlights the row.

This manual is maintained by Aditech Pty Ltd. For support, contact your AXITRAQ administrator or visit the AXITRAQ Help Centre.