Parts Management: How to Streamline Parts Reordering

When your shop’s vehicles break down, it’s essential to get them back on the road as fast as possible. This requires having the necessary parts in stock. If parts are not available, it can increase vehicle downtime, force technicians to work overtime, and result in additional fees to expedite parts deliveries and shipments.

To avoid these problems, fleets can streamline their parts reordering process by following these tips.

Maintain an Accurate Parts Inventory

Performing frequent parts inventory counts is essential. Fleets must know what parts are in stock, what’s running low, and what’s out of stock to ensure the right parts are reordered in a timely fashion. This gives you a clear understanding of what’s in your parts shop and what needs to be reordered so you are ready for incoming repairs.

Install a Fleet Management System

Fleets should utilize an FMIS to allow them to quickly conduct parts inventory and can track parts usage, purchase orders, and vendor information. The right system can streamline these processes, making it easy for staff members to monitor inventories and reorder parts.

Set Up a Reorder System

Through your fleet management software solution, set up triggers that will automatically reorder parts when stock levels reach a predetermined threshold. This will ensure you have parts when you need them and that they will arrive in time for required maintenance and repairs. It also prevents shops from over-ordering parts, wasting money and taking up space on shelves.

Find Reliable Vendors

Identify and establish relationships with reliable suppliers who can provide the parts you need. You should look for suppliers who offer competitive pricing, quality products, and reliable delivery. Maintaining a good relationship with your suppliers can make the ordering process easier and ensure you get parts when you need them. When finding suppliers, you should find multiple. This will ensure you are covered if one vendor is running late. It gives you necessary options when you need them.

Implement Just-in-Time (JIT) Inventory Management

JIT inventory management aims to have parts arrive when they are needed, minimizing the need to keep excess parts on the shelves of your parts room. To use this method, you need to carefully plan and coordinate with suppliers to ensure timely deliveries. JIT can help reduce carrying costs and optimize your inventory levels.

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Assign Parts Purchasing

Consolidate the purchasing process by assigning it to a specific person, like a parts manager or parts clerk. This helps ensure consistent procedures and better control over ordering. Making one person responsible for parts reordering will also help them establish a good relationship and clear communication with suppliers.

Analyze Historical Data

Analyze past parts usage data to identify patterns and trends in how often parts are used. This can help you forecast future needs more accurately and adjust reorder points accordingly. Understanding usage patterns will help prevent overstocking or running out of critical parts.

Regularly Review Your Process

You should continuously review and optimize your parts reordering process. Monitor key performance indicators (KPIs) such as stock turnover rate, order fulfillment time, and accuracy. Regularly evaluate suppliers, adjust reorder points, and refine your inventory management strategies based on data analysis and feedback.

By implementing these strategies, you can streamline the parts reordering process, minimize stockouts, reduce carrying costs, and ensure that you have the right parts available when needed. This will help you run a more efficient shop – reducing time and money spent on ordering parts. 

See why RTA’s parts management program is the industry’s best! Schedule a free demo with our sales team!