Adding Salvaged or Recovered Parts to Inventory

Part Management>Parts

When an asset is scrapped, sold or stripped, the usable parts that come off it often go back on the shelf. Fleet360 has no separate "salvage" transaction, so those parts are put into inventory with one of the two tools that already change on hand quantities. Which one to use depends on the reason for the change, because each leaves a different record behind.

Which workflow to use

Situation

Use

What gets recorded

You are correcting the on hand count. The parts were already yours, the number in Fleet360 is simply wrong (miscount, physical inventory, a posting that was never made).

Inventory adjustment on the part file, Inventory tab, Adjust Bin Quantities. Refer to Manual Part Inventory Count Adjustments.

One adjustment line per part: date, user, quantity change, cost and the reason you typed. It appears on the Part Adjustments report and, with FIFO on, adds a stack layer at the cost you entered.

You are bringing recovered parts into stock and want a receipt style trail: when they came in, who received them, where they came from and what value they carry.

Purchase order receipt. Create a PO to a vendor set up for this purpose, add a line per part at the value you want on the shelf, and receive it to inventory. Quick PO does this in one step when there is nothing to order and wait for. Refer to Receiving Purchase Order Items.

A PO, its lines and a receipt per line: received by, date, quantity, unit cost, invoice reference. It shows on the PO Receipts tab, where it can also be reversed. It also writes a Received adjustment on the part, so it shows on the Part Adjustments report and adds a FIFO layer at the line price.

The parts were charged to a work order and are now coming back off it unused.

Reverse the part posting on that work order line. Refer to Reverse a Work Order Transaction.

A reversing transaction on the work order that puts the quantity back into the bin it came from at the posted cost.

Do not post recovered parts to a work order to get them into inventory. Posting a part to a work order takes it out of stock and charges it to the asset. Reversing a posting only puts back what that same work order charged out. If the parts were never charged to a work order, there is nothing to reverse, and a work order is the wrong tool for adding them.

Using an inventory adjustment for salvaged parts

  1. Open the part file and go to the Inventory tab

  2. Click Adjust Bin Quantities and raise the on hand amount in the bin the parts were put in

  3. Click Next and enter a Reason (up to 15 characters, for example SALVAGE 4412 with the asset number, so the report shows where the parts came from)

  4. Enter the Cost. This field is required whenever the total quantity goes up, and it is the value the recovered parts carry in inventory and in the average cost. Use the value you want on the books, which may be well below the new part price

  5. Click Save

Adjustments are stamped with the user who made them. Fleet360 does not ask for a separate authorizer, so the reason text is the only place to record the source asset.

Using a purchase order for salvaged parts

  1. Set up a vendor to receive these parts against, for example SALVAGE or INTERNAL RECOVERY. A purchase order always needs a vendor, and keeping recovered stock on its own vendor is what lets you report on it separately from purchases

  2. Create the PO to that vendor. Quick PO is the quickest route: enter the vendor, add each part with its quantity and the value to carry and tick Receive on every line. Fleet360 creates the PO and receives the lines in one step. Leave the Work Order fields empty so the parts go to inventory

  3. If you prefer a standard PO, create it, add the lines, then receive them to inventory from the Line Items tab. Refer to Creating a Purchase Order and Receiving Purchase Order Items

  4. Put the source asset number in the invoice number or the PO note so it stays with the receipt

The line price becomes the unit cost of the received quantity. It can be zero, but a zero cost lowers the part’s average cost and, with FIFO on, creates a zero value layer that will be the next one consumed.

Frequently asked

Which one gives the audit trail? Both leave a dated, user stamped record. The adjustment gives one line with a free text reason. The PO gives the fuller record, tied to a vendor and invoice reference, which is why it is the better choice when finance or auditors need to see how recovered stock came in.

Can I add the salvaged parts at zero cost? Yes, with either method, but the zero pulls the average cost down and, under FIFO, is the next layer used on a work order. Most fleets carry recovered parts at a nominal or estimated value instead.

The part number does not exist yet. Add the part file first, then add the quantity with one of the methods above. Refer to Adding a Part File.

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