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Spare Parts SCM
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SCM for Spare Parts · Available now

Keep critical parts and review decisions connected.

SCM for Spare Parts keeps part requests, critical-spare reorder reviews and stock evidence connected. An Inventory Coordinator owns a Stock Request for a named item, quantity, location and required date.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewDraft stock requests
Spare Parts SCM · Stock requests

Draft stock requests

Approval conditions

New stock request
Stock requests in view
6
Record numberSubjectRequired byOwnerItemLocation
SR-80633Reserve pump seal for Line 320 OctRafael CostaMotor bearing, 6208 sealedMesa service depot
SR-75312Reorder conveyor drive belt26 OctMaya SinghConveyor drive belt, 2.4 mLine 3 maintenance cage
SR-77163Issue motor bearing to field team31 OctSofia PetrovGearbox coupling, 28 mm boreLine 3 maintenance cage
SR-22430Receive compressor filter sets27 OctMaya SinghGearbox coupling, 28 mm boreLine 3 maintenance cage
SR-70090Transfer valve kits to Mesa depot23 OctMaya SinghConveyor drive belt, 2.4 mLine 3 maintenance cage
6 of 6 records
Reserve pump seal for Line 3Stock requests · SR-80633
Required by20 Oct
OwnerRafael Costa
ItemMotor bearing, 6208 sealed
LocationMesa service depot
Independent decisionSR-80633 · Reserve pump seal for Line 3

Inventory Reviewer decides on the submitted critical-spare revision.

Waiting for Inventory Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
13
Saved views
14
Roles with set permissions
5
Reports and dashboards
8
Features

See each part request and its evidence

Every feature works on the same records. Pick one to see the screen your team works in.

Stock requests

Bring the part, quantity, location and required date into one request.

  • Request ownership
  • Status separation
  • Linked effects
  • Stock requests
  • Stock items
  • Storage locations
  • Organizations
  • Team members
Explore stock requests
OverviewMy stock requests
Spare Parts SCM · Stock requests

My stock requests

Stock requests

New
Record numberSubjectStatusRequired byRequested unitsItem
SR-33576Reserve pump seal for Line 3Draft30 Oct420Valve rebuild kit, 2 inch
SR-63169Reorder conveyor drive beltReview11 Oct560Compressor filter cartridge, 10 pack
SR-23611Issue motor bearing to field teamApproved13 Oct660Conveyor drive belt, 2.4 m
SR-43786Receive compressor filter setsExecuted30 Oct930Motor bearing, 6208 sealed
SR-50516Transfer valve kits to Mesa depotDraft11 Oct350Conveyor drive belt, 2.4 m
6 of 6 records
Reserve pump seal for Line 3Stock requests · SR-33576
Draft
Required by30 Oct
Requested units420
ItemValve rebuild kit, 2 inch
Example screen with sample data
Process

Follow the request through review

Critical-spare reorder review ships ready to use. One step needs a named approval before the work moves on: Independent decision (Inventory Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Request drafted

    Identify the part, quantity, location and due date.

    Reserve pump seal for Line 3SR-80633 · Inventory Coordinator
    Request draftedBy Inventory Coordinator

  2. Critical spare prepared

    Add equipment context, criticality and minimum units.

    Reserve pump seal for Line 3SR-80633 · Inventory Coordinator
    Critical spare preparedBy Inventory Coordinator

  3. Evidence attached

    Keep compatibility and demand files with the request.

    Reserve pump seal for Line 3SR-80633 · Inventory Coordinator
    Evidence attachedBy Inventory Coordinator

  4. Review submitted

    Freeze the revision for independent review.

    Reserve pump seal for Line 3SR-80633
    Review submitted

  5. Independent decision

    Inventory Reviewer records the decision and reason.

    Reserve pump seal for Line 3SR-80633 · Inventory Reviewer
    Independent decisionBy Inventory Reviewer
    ApprovalInventory Reviewer decides on the submitted critical-spare revision.

  6. Decision recorded

    Read the decision with its guarded operation receipt.

    Reserve pump seal for Line 3SR-80633
    Decision recorded

Start with Critical-spare reorder review

Inside a record

Connect equipment and purchasing context

Open any stock request to see its critical spares, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Required by, Owner, Item and Location.

  2. 2
    Critical spares

    Each line is linked to this stock request.

  3. 3
    Who works on it

    Admin, each with their own permissions.

  4. 4
    Process stages

    Request drafted, with the role that acts.

  5. 5
    Approvals

    Independent decision, with who decides.

Draft stock requestsReserve pump seal for Line 3
Spare Parts SCM · Stock requests

Reserve pump seal for Line 3

Motor bearing, 6208 sealed

Log activity
1
Record details
Required by20 Oct
OwnerRafael Costa
ItemMotor bearing, 6208 sealed
LocationMesa service depot
2
Critical spares

Reserve pump seal for Line 3

IdStatusRevision
CSP-2026-042Submitted920
LOT-PS26-0314Submitted240
RSV-2026-218Submitted610
Critical spares
6
Total revision
2,800
3

Who works on it

  • AdminManage Organizations, team members, stock items, storage…
4

Process stages

  • Request draftedInventory Coordinator
5

Approvals

  • Independent decisionInventory Reviewer
    Approved
Example screen with sample data
Approvals

Give critical reorders an independent decision

OverviewApprovals
Spare Parts SCM · Overview

Approvals

Signed in as Inventory Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CS-32226CSP-2026-042
    Crestline P45 transfer pumpRequested by Inventory Coordinator
    Submitted1dActions
  • CS-84095LOT-PS26-0314
    Harborline CV240 conveyorRequested by Inventory Coordinator
    Submitted3dActions
  • CS-54897RSV-2026-218
    Alder M80 drive motorRequested by Inventory Coordinator
    Submitted3dActions
  • CS-10676MOV-2026-510
    Northfield C12 compressorRequested by Inventory Coordinator
    Submitted3dActions

Who approves what

DecisionApprover
Independent decisionInventory Reviewer records the decision and reason.Inventory Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Spare Parts SCM to the work that is theirs. Pick a role to see what it starts with.

Inventory Coordinator

Prepare assigned operational records and execute eligible reviewed actions.

This is the first screen this role sees.

OverviewDraft stock requests

Draft stock requests

Stock requests · Inventory Coordinator

Record numberSubjectRequired byOwnerItemLocation
SR-80633Reserve pump seal for Line 320 OctRafael CostaMotor bearing, 6208 sealedMesa service depot
SR-75312Reorder conveyor drive belt26 OctMaya SinghConveyor drive belt, 2.4 mLine 3 maintenance cage
SR-77163Issue motor bearing to field team31 OctSofia PetrovGearbox coupling, 28 mm boreLine 3 maintenance cage
SR-22430Receive compressor filter sets27 OctMaya SinghGearbox coupling, 28 mm boreLine 3 maintenance cage
SR-70090Transfer valve kits to Mesa depot23 OctMaya SinghConveyor drive belt, 2.4 mLine 3 maintenance cage
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Read demand and stock evidence

Read request demand, lot restrictions, stock effects and review exceptions.

Overview
Spare Parts SCM · Overview

Spare Parts SCM dashboard

This quarter

Critical spares in view
6
Total minimum units
2,990
Submitted
6

Stock requests by status

How far records got this quarter

StageReachedStep
Draft49
Review3061%
Approved1963%
Executed947%

Number of stock requests by status

Sample counts per stage

1000
100Draft
100Review
100Approved
100Executed
100Rejected
Example screen with sample data
  1. 01Requests by status and organization

    Group Stock Requests by organization and their recorded status.

  2. 02Critical reorder decisions

    Show each Critical Spare's criticality, minimum units, revision, status and decision date.

  3. 03Requests due by owner

    Group required dates and requested units by owner.

  4. 04Lots nearing expiry

    List lot codes, items, release states and expiry dates.

  5. 05Active reservation exposure

    Sum active reserved quantities by item and location.

  6. 06Posted movement history

    Trace signed quantities to part, lot, location, parent request and reversal.

  7. 07Independent decision history

    Show decision, reviewer, source revision, reason and time for each request.

  8. 08Operation exception log

    Show failed or review-needed receipts with action, key and failure reason.

All reports and dashboards

Who it's for

Fit depot and maintenance teams

See how Spare Parts SCM fits your kind of team.

Service depot networks

Depots that hold repair parts close to field teams.

Industrial maintenance teams

Maintenance stores supporting equipment repair.

Multi-site parts operations

Organizations coordinating central stores and satellite stockrooms.

Controls

Keep revisions and operation results traceable

Each stage of critical-spare reorder review names the role that acts and the status it records, so a change is never anonymous.

OverviewCritical-spare reorder review
Spare Parts SCM · Process

Critical-spare reorder review

Each stage, the role that acts and the status it records

Process stages
9
Approval steps
1
Roles involved
2
Tables touched
5
Review submitted
Any role with access
StatusDraft → Submitted
RecordsCritical spares
Approval recordedApproval
Any role with access
StatusSubmitted → Approved
RecordsCritical spares
Rejection recorded
Inventory Reviewer
StatusSubmitted → Rejected
RecordsCritical spares
Critical-spare reorder review
  1. Start
    Review submittedDraft → Submitted
    Critical spares
  2. Approval
    Independent decisionInventory Reviewer
    Review decisions
  3. Approval
    Approval recordedSubmitted → Approved
    Critical spares
  4. Step
    Rejection recordedSubmitted → Rejected
    Critical spares
Example screen with sample data

See each stage in detail

AI agent

Ask Proto to prepare the next review

Prepare requests and read reorder evidence with Proto.

It can

  • Inventory Coordinator: List my stock requests due this week with their part and location.
  • Inventory Reviewer: Summarize submitted critical spares with their linked request and attachment evidence.
  • Auditor: Trace a posted movement to its request, selected lot and any reversal.

Stays with a person

  • The named Inventory Reviewer makes the critical reorder decision.
  • Proto can assemble the request, attachment and revision context, but the reviewer must inspect compatibility and demand evidence and record the reason.
  • A guarded operation result needs its receipt checked before a team relies on the outcome.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Spare Parts SCM
  • Equipment reference
  • Purchasing
  • Stock source
  • Identity
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 13 tables
13tables
  • Stock requests5
  • Critical spares5
  • Parts and lots4
  • Locations and organizations5
  • Reservations and movements6
  • Review and evidence6
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Scope the organization

    Confirm active organizations, depot codes, team members and the person responsible for critical reorders.

  2. Prepare parts

    Load active catalog items with their base units and decide which require lot tracking.

  3. Set up locations and stock evidence

    Confirm location eligibility, lot release states and the existing movement and reservation records that staff need to explain.

  4. Rehearse a request

    Enter a dated request, link a critical-spare extension, attach evidence and submit the revision.

  5. Verify the decision

    Use a separate reviewer account to approve, reject and return cases; inspect decisions and operation receipts.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Spare Parts SCM.

All questions
How do I get started?

Click Get started, then use Proto to configure SCM for Spare Parts for your business. Begin with one organization, active part records, one depot and a critical-spare reorder case.

Who reviews a critical-spare reorder?

Inventory Reviewer makes the independent decision on the submitted revision and records a reason. Inventory Coordinator prepares the request and evidence.

What belongs on a stock request?

The owner records the part, requested units, required date, organization and location. The request stays linked to its related evidence and stock records.

How are critical parts distinguished?

A critical-spare extension links to the parent request and records equipment model, criticality and minimum units.

Can we track batches and expiry?

Lot records carry lot code, item, expiry date, owner reference and release state.

Where are stock claims visible?

Active reservations show quantity, expiry, request, item, location and optional lot.

How are stock corrections traced?

A posted movement carries a signed quantity and may reference the movement it reverses.

What happens to a returned review?

The review decision keeps the source revision and reason. The coordinator can correct the evidence and prepare another submission.

How do we investigate a failed operation?

Read the operation receipt result, operation key and failure reason alongside the parent request and review decision.

Set up Spare Parts SCM your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

A personal agent for your business

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