Assets vs Parts: what goes where
When to register something as an asset and when to track it as an inventory part
2 min read
An asset and an inventory part are two different things in a CMMS. An asset is one physical unit you maintain over time โ it has its own work orders, preventive maintenance, meter readings and certificates. A part is stock you count and consume. Choosing the right one keeps your maintenance history accurate.
Use an Asset whenโฆ
- It is one machine, vehicle or piece of equipment you service over time (a pump, a compressor, a forklift)
- You need its own maintenance history, work orders or PM schedule
- You track its meters, downtime, criticality or compliance certificates
- Each unit must be identified individually (serial number, QR code)
Use Inventory > Parts whenโฆ
- It is a consumable or spare you buy in quantity (light bulbs, filters, fasteners, oil, gloves)
- You only need to count stock, not maintain each unit
- You want low-stock alerts, a reorder point, a storage location, a vendor and a unit cost
- Items are interchangeable and get used up on work orders
Example
10 Philips 18W downlight lamps in Room ABC are not 10 assets. Create one part in Inventory > Parts with quantity 10 and location Room ABC. You then get stock tracking, low-stock alerts and automatic deduction when lamps are used on a work order.
Tip
There is intentionally no quantity field on the asset form โ one asset means one maintainable unit with its own history. If you really want a count on a group you maintain together (for example a lighting circuit you relamp on a schedule), an admin can add a custom Quantity number field to assets in Company Settings > Custom Fields. For consumables, always use Inventory > Parts.
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