Inventory Management Guide

This guide walks through the Kanoa inventory system from initial setup through day-to-day operations. The inventory module is accessible from the left navigation under Inventory.

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Overview

The inventory system tracks physical parts across one or more storeroom locations. It records every stock movement as a transaction, maintains live on-hand balances, enforces stocking policies (min/max/reorder), and connects part consumption directly to maintenance work orders.

The two main screens are:

• Inventory → Configuration — reference data setup (cost centers, manufacturers, suppliers, UOM)
• Inventory → Parts — the parts catalog and all stock operations

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Step 1 Configuration

Before adding parts, set up the reference data your catalog depends on. Navigate to Inventory → Configuration. The tabs across the top cover each reference type.

Cost Centers

Cost centers classify the financial charge for a stock movement. For example, a Maintenance cost center can be assigned when issuing parts to a work order.

To add a cost center click +, enter a Code and Cost Center name, then save.

Manufacturers

Manufacturers are linked to parts and models. Enter the manufacturer name, a short code, and optionally a website URL.

Suppliers

Suppliers are referenced when receiving stock. Enter the supplier name, account number, contact details, and website.

UOM (Units of Measure)

Every part requires a default unit of measure. Common examples: EA (each), FT (feet), KG (kilograms). Enter a short Code and a display Name.

Asset Parts List

Links parts to specific assets as part of the asset's bill of materials. See Bill of Materials below.

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Step 2 Building the Parts Catalog

Navigate to Inventory → Parts. The parts list shows all parts with their category, part number, description, manufacturer, on-hand quantity, and classification flags.

Adding a Part

Click Add (or the + button in the toolbar) to open the Part Editor.

Field	Description
Part #	Your internal part number
Manufacturer Part #	OEM part number for cross-referencing
Category	Hierarchical category (e.g. Bearings, Seals\O-Rings)
Description	Free-text description
Manufacturer	Select from the manufacturer list
Default UOM	The unit this part is measured in
Enabled	Uncheck to retire a part without deleting it
Is Critical	Flags the part as a critical spare — used for reporting and prioritization
Is Repairable	Indicates the part can be returned for repair rather than disposal
Is Serialized	Indicates individual units are tracked by serial number
Is Consumable	Flags the part as a consumable (e.g. lubricants, fasteners)

Click Save to create the part.

Browsing Parts

The parts list is filterable and sortable. Expand any row using the ▶ arrow to see the part's inventory across all storeroom locations and its full transaction history.

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Step 3 Setting Up Storeroom Locations

A storeroom in Kanoa is modelled as an inventory asset — a node in your asset hierarchy designated as a storage location. Within that location you can define bins (physical sub-locations such as shelves or drawers) for finer-grained tracking.

Locations and bins are managed via the UI or API:

# Create a storeroom location
locationId, msg = system.kanoa.inventory.addInventoryLocation({
    'assetId':      45,
    'locationName': 'Parts Room',
    'locationCode': 'PR',
    'locationType': 'Storeroom',
    'isActive':     True,
}, userId)

# Add a bin within that location
binId, err = system.kanoa.inventory.addInventoryBin({
    'inventoryLocationId': 46,
    'binCode':             'A3',
    'binDescription':      'Shelf A, Row 3',
    'isActive':            True,
}, userId)

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Step 4 Stocking Policies

A stocking policy defines how a specific part should be managed at a specific inventory location. Policies drive reorder alerts and cycle count scheduling.

Setting a Policy

Expand a part row in the Parts screen, then click the Set Policy button (shield icon) next to an inventory location to open the Part Policy Editor.

Field	Description
Inventory Asset	The storeroom this policy applies to
Min Qty	Minimum acceptable on-hand level
Max Qty	Maximum stock level (used to cap reorder qty)
Reorder Point Qty	When on-hand drops to or below this level, a reorder is triggered
Reorder Qty	Quantity to order when reorder point is reached
Safety Stock	Buffer below the reorder point — alerts before stock hits zero
Cycle Count	How frequently (in days) this part should be physically counted
Is Stocked	Whether this part is actively managed at this location

Click Save to apply the policy.

tip

Set Reorder Point higher than Safety Stock. The reorder point triggers a replenishment order; safety stock is a last-resort buffer that signals an urgent shortage.

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Step 5 Receiving Stock

When parts arrive from a supplier, record a receipt transaction to increase on-hand stock.

Via the UI

1. In Inventory → Parts, expand the part row.
2. Click Add Part Transaction (the + icon in the Parts Inventory toolbar).
3. The Part Inventory Editor opens.

Field	Description
Inventory Location	The storeroom location receiving the stock
Qty	Quantity received (must be > 0)
Transaction Type	Select Receipt to inventory
Lot / Batch	Optional lot or batch number
Notes	Optional reference notes (e.g. PO number)

Click Save. The on-hand balance updates immediately and the transaction is recorded in the history.

Via Script

inventoryTransactionId, err = system.kanoa.inventory.addInventoryTransaction({
    'inventoryAssetId':           warehouseAssetId,
    'partId':                     partId,
    'quantity':                   100,
    'inventoryTransactionTypeId': receiptTypeId,
    'supplierId':                 supplierId,
    'referenceType':              'PO',
    'referenceNumber':            'PO-2026-0441',
    'unitCost':                   3.75,
}, userId)

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Step 6 Issuing Parts

Ad-hoc Issue

To issue parts without a work order (e.g. a one-off repair or adjustment):

1. Expand the part in Inventory → Parts.
2. Click Add Part Transaction.
3. Set Transaction Type to Issue (or the appropriate type for your operation).
4. Enter quantity, location, and optional notes.
5. Click Save.

Issue Against a Maintenance Work Order

Parts consumed during a maintenance activity can be tracked directly against the work order event. This provides full traceability between stock consumption and maintenance history.

inventoryTransactionId, err = system.kanoa.inventory.issuePartToWorkOrderEvent({
    'partId':            partId,
    'quantity':          2,
    'workOrderEventId':  workOrderEventId,
    'inventoryAssetId':  warehouseAssetId,
    'assetId':           maintainedAssetId,
    'usedBy':            technicianUserId,
    'unitCost':          3.75,
}, userId)

To retrieve all parts consumed against a set of work order events:

data = system.kanoa.inventory.getPartsUsedByWorkOrderEvents({
    'workOrderEventId': workOrderEventId,
})

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Step 7 Transfers and Adjustments

Transfers

A transfer moves stock from one inventory location to another. Use Transfer in and Transfer out transaction types to record the movement at each end.

Adjustments

If a physical count reveals a discrepancy, use a Positive adjustment or Negative adjustment transaction type to correct the on-hand balance. The transaction history records who made the adjustment and when.

Both operations use Add Part Transaction in the UI or addInventoryTransaction via script with the appropriate transaction type.

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Stock Visibility

The expanded part row in Inventory → Parts shows the live stock position at each location:

Column	Description
On Hand	Current physical quantity in the storeroom
Reserved	Quantity allocated to open work orders but not yet physically removed
On Order	Quantity on open purchase orders not yet received
Available	On Hand minus Reserved
Min / Max	Policy bounds for this location
Reorder Point	Policy reorder trigger
Reorder Qty	Policy reorder quantity
Safety Stock	Policy safety buffer
UOM	Unit of measure
Cycle Count	Days between physical counts
Managed Stock	Whether a stocking policy is active

Finding Parts Below Reorder Threshold

data = system.kanoa.inventory.getPartInventoryStock({
    'inventoryAssetId':        warehouseAssetId,
    'isStocked':               True,
    'isBelowReorderThreshold': True,
})

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Bill of Materials

A BOM defines which parts are associated with an asset, making it easy to look up what spares are needed for a given piece of equipment.

Model BOM vs Asset BOM

	Model BOM	Asset BOM
Scope	All assets of a given model	A specific asset instance
Use case	Standard parts list for an equipment type	Overrides or additions for a particular machine
Function	addModelBomItem	addAssetBomItem

Adding a BOM Item

# Add a part to an asset's BOM
assetBomId, err = system.kanoa.inventory.addAssetBomItem({
    'assetId':      assetId,
    'partId':       partId,
    'quantity':     2,
    'uomId':        uomId,
    'positionCode': 'P1-A',
    'positionName': 'Drive Shaft Bearing',
}, userId)

Retrieving a BOM

# Full flattened BOM for an asset
bom = system.kanoa.inventory.getAssetBom({'assetId': assetId})

# Full flattened BOM for a model
bom = system.kanoa.inventory.getModelBom(modelId)

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Transaction History

Every stock movement is stored as a transaction. The transaction list visible in the expanded part row shows:

Column	Description
Id	Transaction ID
Type	Transaction type (Receipt, Issue, Transfer, Adjustment, etc.)
From/To Asset	Asset associated with the movement
Qty	Quantity moved
Cost Center	Financial charge code
Transaction Date	When the movement occurred
Ref #	Purchase order, work order, or other reference
Last Updated By	User who recorded the transaction

Transaction history is immutable — corrections are made via adjustment transactions, not by editing existing records.