By comparing Planned vs. Used Item Quantities, you can track item usage, locate missing items, and ensure you make maximum use of the stock already on your vans.
In the back office, you can set the Planned Quantity of items for a job. When on site, technicians record the Used Quantity. By comparing these figures, you can track parts consumption, identify inventory leakage, and monitor inventory losses.
Technicians can also mark individual line items as Completed, giving the back office visibility and allowing the job to move forward to fulfillment.
Additionally, this feature integrates with NetSuite, feeding data directly into its Inventory Management module to support accurate and efficient fulfillment.
Setting User Permissions with Roles & Rights
New Roles & Rights permissions let you control which users can set the Planned Quantity on jobs:
Edit Item Planned Qty (web)
Edit Item Planned Qty (mobile)
In most cases, the back office sets the Planned Quantity using the web application, while technicians record the Used Quantity on mobile.
For this reason, the typical configuration is to enable "Edit Item Planned Qty (web)" and disable "Edit Item Planned Qty (mobile)."
Example: Below is a mobile view with Planned Qty disabled and Used Qty enabled, the technician can see what is planned and update the Used Qty field, accordingly.
Using the Parts Tracking Feature
Navigate to "Company Settings" and expand the "Inventory Settings" section.
You will see a setting named "Enable Parts Tracking".
Turn this setting to ON using the toggle.
Navigate to the New Job page, add your desired Items to a job, and set the Planned Qty (Represents the Items you expect the technician to use on-site).
Click Save and dispatch the job to the technician.
As the technician uses up items while carrying out the job, they will fill out the Used Qty field in the mobile app.
When they are finished setting the Used Quantity, they mark that line item as Complete.
The Complete flag indicates to the back office that a technician has finished with a line item. This is especially helpful when the Used Quantity differs from the Planned Quantity, as it confirms the technician’s totals and ensures the back office has accurate information in case follow-up action is required.
If you notice consistent discrepancies between Planned and Used quantities, it may be a sign that your planning processes need improvement.
Converting Quotes to Jobs
Quotes include only a Quantity field. When a Quote is converted into a Job, this Quantity is carried over and becomes the Planned Qty on the Job.
This allows you to create a quote, estimate the parts or materials expected to be used on site, and pass that information to the technician through the Planned Qty field.
When the job is carried out on site, the technician can easily see which parts were quoted and record the quantities actually used.
Reporting on Planned vs Used Items
Under the Dashboard tab, you’ll find the Task and Item Reporting section. This provides several reports that compare Planned and Used item quantities:
Planned vs. Used Items
Planned vs. Used Items by Job
Planned vs. Used Items by Job Lead
Planned vs. Used Items by Location
Planned vs. Used Items by Asset
NetSuite Integration
This functionality is available in NetSuite from SuiteApp version 2.25.0 onwards.
Please visit Step-by-Step Guide: FieldAware –NetSuite Parts Tracking Integration for information on using the feature with NetSuite.