Machines, Parts, Suppliers & Manufacturers
Complete documentation for managing your assets, inventory, and vendor relationships.
Learn how to manage your assets in iTenance. This guide covers machines, parts, suppliers, and manufacturers—everything you need to track, maintain, and optimize your equipment.
Machines
Machines are the primary assets you'll track in the system. Each machine can have detailed specifications, maintenance history, performance metrics, and associated documentation.
🔧 What is a Machine?
A Machine represents any piece of equipment or asset that requires tracking, maintenance, or monitoring. This includes production machinery, vehicles, HVAC systems, or any equipment critical to your operations.
Every machine in iTenance can store:
- • Name & Serial Number: Unique identification for each asset
- • Location: Where the machine is physically located
- • Manufacturer: Who made the equipment
- • Active/Inactive: Current operational status
Managing Machines
Identification
Use serial numbers, QR codes, or custom identifiers to uniquely identify each machine.
Specifications
Record technical details, capacity, model information, and operational parameters.
Location
Track where each machine is located within your premises and facility structure.
Maintenance History
View complete maintenance logs, repairs, and service records for each machine.
Performance Tracking
Monitor OEE, MTBF, MTTR, and other key performance indicators in real-time.
IoT Sensors
Connect IoT sensors to monitor temperature, vibration, pressure, and more.
📋 Machines List View
When you navigate to the Machines section, you'll see a table showing all machines with these details:
| Column | What It Shows |
|---|---|
| Machine Name | The name of the machine or equipment |
| Serial Number | Unique identifier for the equipment |
| Location | Where the machine is located |
| Manufacturer | The company that made the equipment |
| Status | Whether the machine is active or inactive |
🔘 Actions & Buttons
View Machine Details
See all information about a machine, including performance metrics, maintenance history, assigned users, and connected sensors.
Edit Machine Information
Update the name, serial number, location, manufacturer, or other machine details.
Show/Hide Machine
Use the active/inactive toggle to hide machines you're no longer using without deleting them.
Delete Machine
Permanently remove a machine from the system. Be careful—associated tickets and history will also be deleted!
➕ Creating a New Machine
Follow these steps to add a new machine:
- 1 Click the "Create Machine" button at the top of the list
- 2 Enter the Machine Name (e.g., "CNC Mill #3", "Conveyor Belt A")
- 3 Enter the Serial Number for unique identification
- 4 Select the Location where the machine is installed
- 5 Select the Manufacturer from your manufacturers list
- 6 (Optional) Add the Acquisition Date and Manufacturing Date
- 7 Click "Save" to create the machine
Machine Detail Page
When you view a machine's details, you'll see comprehensive information organized into widgets:
🧩 Machine Widgets
📋 Basic Information
Displays the machine name, serial number, location, manufacturer, and key dates like acquisition and manufacturing date.
📉 Downtime Chart
Visual chart showing machine downtime trends over time, helping you identify patterns and problem areas.
📊 Performance Metrics
Shows key performance indicators: OEE (Overall Equipment Effectiveness), MTBF (Mean Time Between Failures), MTTR (Mean Time To Repair), Availability, Performance, and Quality percentages.
📈 Performance Trends
Chart displaying performance metrics over time, allowing you to track improvements or declining performance.
⏱️ Downtime Breakdown
Categorized breakdown of downtime by type (planned maintenance, unplanned failures, changeovers, etc.) with duration and percentage.
⚡ Machine Performance
Quick overview of the machine's current performance status with visual indicators.
⚠️ Risk Assessment
Calculates a risk score based on open tickets, downtime history, machine age, and active status. Shows risk level: Low, Moderate, High, or Critical.
🎫 Ticket History
Shows recent maintenance tickets associated with this machine, including status and category.
🌡️ IoT Sensor Monitoring
Real-time sensor data from connected IoT devices showing temperature, vibration, pressure, and other measurements.
📊 Performance Metrics Explained
- • OEE (Overall Equipment Effectiveness): Combines availability, performance, and quality into a single percentage. World-class is 85%+.
- • MTBF (Mean Time Between Failures): Average time between equipment failures. Higher is better—indicates reliability.
- • MTTR (Mean Time To Repair): Average time to repair equipment after failure. Lower is better—indicates efficiency.
- • Availability: Percentage of time the machine is available to produce. Target 90%+.
- • Performance: Speed at which the machine operates compared to ideal speed. Target 95%+.
- • Quality: Percentage of good parts produced versus total parts. Target 99%+.
⚠️ Note: Machines should be assigned to a location before they can be properly tracked. Make sure your premises and locations are set up first.
Parts
Parts are consumable or replaceable components used in your machines. Track inventory levels, suppliers, and usage patterns to ensure you always have what you need.
📦 What is a Part?
A Part is any component, consumable, or spare that you stock and use for maintenance or production. This includes filters, belts, bearings, lubricants, or any item you need to keep on hand.
Every part in iTenance can store:
- • Name & Model: Clear identification of the component
- • Barcode: For quick scanning and lookup
- • Unit of Measure: How the part is counted (pieces, liters, kg)
- • Price: Cost per unit for budgeting
Inventory Tracking
Track stock levels across multiple locations with minimum/maximum thresholds and reorder points.
Supplier Management
Link parts to multiple suppliers with pricing, lead times, and preferred vendor selection.
Barcode Scanning
Scan barcodes for quick part lookup and inventory adjustments.
Lot Tracking
Track parts by lot number for quality control and traceability.
Reorder Alerts
Get notified when stock falls below minimum levels so you can reorder in time.
Usage History
View how parts have been used across maintenance activities.
📋 Parts List View
When you navigate to the Parts section, you'll see a table showing all parts with these details:
| Column | What It Shows |
|---|---|
| Part Name | The name of the part or component |
| Model/SKU | Model number or stock keeping unit |
| Unit | Unit of measure (pcs, kg, liters, etc.) |
| Price | Cost per unit |
| Active | Whether the part is currently in use |
➕ Creating a New Part
Follow these steps to add a new part:
- 1 Click the "Create Part" button at the top of the list
- 2 Enter the Part Name (e.g., "Oil Filter", "Drive Belt XL")
- 3 Enter the Model/SKU for identification
- 4 Select the Unit of Measure from the dropdown
- 5 (Optional) Enter the Barcode for scanning functionality
- 6 (Optional) Enter the Price per unit
- 7 Click "Save" to create the part
Part Detail Page
When you view a part's details, you'll see comprehensive information organized into widgets:
🧩 Part Widgets
📋 Part Details
Shows the part name, model, unit, barcode, price, and active status. Quick reference for all basic information.
🏭 Supplier Manager
Manage which suppliers provide this part. Set prices, lead times, notes, and mark a preferred supplier for quick ordering.
📦 Inventory Manager
View and manage stock levels across all locations. Add inventory, book parts in/out, relocate stock, and track by lot number.
📦 Inventory Management
The Inventory Manager widget provides comprehensive stock control:
- • Multi-Location Tracking: Track the same part across different warehouse locations
- • Min/Max Levels: Set minimum and maximum stock thresholds for each location
- • Reorder Point: Define when to trigger reorder alerts
- • Lot Tracking: Track inventory by lot/batch number for traceability
- • Status: Mark inventory as Available, Reserved, Damaged, Expired, or Quarantine
- • Quick Booking: Fast booking in/out for stock movements
- • Relocate: Move inventory between locations
💡 Tips for Parts Management
- Consistent Naming: Use a consistent naming convention like "Type - Size - Material"
- Barcode Everything: Assign barcodes for faster inventory operations
- Set Min Levels: Always set minimum levels to avoid stockouts
- Regular Review: Periodically review slow-moving parts and adjust stock levels
- Mark Preferred Suppliers: Set preferred suppliers for streamlined ordering
Suppliers
Manage your vendor relationships by maintaining supplier contact information, pricing, lead times, and track which parts they provide.
🏭 What is a Supplier?
A Supplier is a vendor or company that provides parts, materials, or services to your organization. Tracking suppliers helps you maintain relationships and streamline procurement.
Every supplier in iTenance can store:
- • Company Name: The supplier's business name
- • Contact Info: Email, phone, and address
- • Description: Notes about the supplier relationship
- • Active/Inactive: Whether you currently work with them
Contact Management
Store complete contact details including email, phone, and physical address for easy communication.
Parts Catalog
View all parts this supplier provides with pricing and lead time information.
Performance Metrics
Track statistics like total parts supplied, average lead time, and total order value.
Preferred Vendor
Mark suppliers as preferred for specific parts to streamline ordering.
➕ Creating a New Supplier
Follow these steps to add a new supplier:
- 1 Click the "Create Supplier" button at the top of the list
- 2 Enter the Supplier Name (e.g., "ABC Industrial Supply")
- 3 Enter the Contact Email for communications
- 4 Enter the Phone Number for direct contact
- 5 (Optional) Enter the Address for shipping/billing
- 6 (Optional) Add a Description with notes about the relationship
- 7 Click "Save" to create the supplier
Supplier Detail Page
When you view a supplier's details, you'll see comprehensive information organized into widgets:
🧩 Supplier Widgets
📋 Supplier Details
Shows the supplier name, contact email, phone number, and address. Quick access to contact the vendor.
📊 Supplier Statistics
Displays key metrics: total parts supplied, average lead time, total parts value, and number of parts where this is the preferred supplier.
📦 Parts Table
Lists all parts this supplier provides with pricing, lead times, and preferred status for each.
📝 Notes
Shows the full description and any notes about the supplier relationship.
📊 Supplier Statistics Explained
- • Total Parts: Number of different parts this supplier provides
- • Avg Lead Time: Average delivery time across all parts
- • Total Value: Sum of all part prices from this supplier
- • Preferred Count: How many parts have this supplier marked as preferred
Tip: Link parts to their preferred suppliers to streamline the ordering process.
Manufacturers
Track equipment manufacturers for warranty information, support contacts, part compatibility, and reliability analysis.
🏢 What is a Manufacturer?
A Manufacturer is the company that produced your equipment. Tracking manufacturers helps with warranty claims, support contacts, and analyzing equipment reliability by brand.
Every manufacturer in iTenance can store:
- • Company Name: The manufacturer's name
- • Category: OEM, Third-Party, Local Vendor, Partner, or Other
- • Contact Info: Support contact name and email
- • Contract Dates: Service agreement start and end dates
Reliability Tracking
Analyze failure rates, MTBF, and MTTR across all machines from this manufacturer.
Contract Management
Track service contracts, warranty periods, and days remaining until expiration.
Machine Overview
View all machines from this manufacturer in one place for comprehensive fleet analysis.
Failure Trends
Visualize failure patterns over time to identify systemic issues.
📂 Manufacturer Categories
- • OEM (Original Equipment Manufacturer): The original maker of the equipment
- • Third-Party: Aftermarket or alternative equipment providers
- • Local Vendor: Regional suppliers or distributors
- • Partner: Strategic business partners
- • Other: Any other manufacturer category
➕ Creating a New Manufacturer
Follow these steps to add a new manufacturer:
- 1 Click the "Create Manufacturer" button at the top of the list
- 2 Enter the Manufacturer Name (e.g., "Siemens", "Caterpillar")
- 3 Select the Category from the dropdown
- 4 (Optional) Enter the Contact Name for support
- 5 (Optional) Enter the Contact Email for communications
- 6 (Optional) Set Contract Start and Contract End dates
- 7 Click "Save" to create the manufacturer
Manufacturer Detail Page
When you view a manufacturer's details, you'll see comprehensive analytics and information:
🧩 Manufacturer Widgets
📈 Failure Trend Chart
Visual chart showing failure incidents over time for all machines from this manufacturer. Helps identify patterns and reliability issues.
⚙️ Reliability Metrics
Visual gauge or indicator showing overall reliability score based on historical performance data.
📊 Reliability Summary
Key reliability KPIs: MTBF (Mean Time Between Failures), MTTR (Mean Time To Repair), Failure Rate per month, and Availability percentage.
📄 Contract Information
Shows contract dates, days remaining, category, and contact details. Alerts you when contracts are expiring.
🔧 Machine Overview
Table listing all machines from this manufacturer with status, location, and key metrics for each.
📊 Reliability KPIs Explained
- • MTBF (Mean Time Between Failures): Average operating time between failures. Higher values indicate more reliable equipment.
- • MTTR (Mean Time To Repair): Average time to restore equipment after failure. Lower values indicate easier maintenance.
- • Failure Rate: Average number of failures per month. Lower is better.
- • Availability: Percentage of time equipment is operational. Target 95%+.
💡 Tips for Manufacturer Management
- Track Contracts: Set contract end dates to get reminded before expiration
- Keep Contacts Updated: Maintain current support contact information
- Review Reliability: Compare manufacturers to make informed purchasing decisions
- Use Categories: Categorize manufacturers for better organization
🔄 How It All Works Together
Set Up Manufacturers
Add the companies that make your equipment for warranty and reliability tracking
Add Your Machines
Register each piece of equipment with its location and manufacturer
Catalog Your Parts
Add spare parts and consumables you need for maintenance
Link Suppliers
Connect suppliers to parts with pricing and lead times for easy ordering
📚 Quick Reference
Machine Quick Reference
- What: Equipment or asset to track
- Contains: Tickets, sensors, performance data
- Key Info: Name, serial number, location
- Requires: Location and manufacturer
- Track: OEE, MTBF, MTTR, risk level
Part Quick Reference
- What: Spare or consumable item
- Contains: Inventory across locations
- Key Info: Name, model, barcode, price
- Requires: Unit of measure
- Track: Stock levels, suppliers, usage
Supplier Quick Reference
- What: Vendor providing parts
- Contains: Parts catalog with pricing
- Key Info: Name, email, phone, address
- Track: Parts count, lead times, value
Manufacturer Quick Reference
- What: Equipment maker
- Contains: All machines of that brand
- Key Info: Name, category, contact
- Track: Reliability, contracts, failures
📥 Bulk Import
You can use the importing feature to quickly add machines, parts, suppliers, and manufacturers in bulk using CSV files. This is especially useful when setting up a new facility or migrating from another system.
🆘 Need Help?
If you have questions about managing assets, parts, suppliers, or manufacturers, don't hesitate to reach out. You can also check the other documentation sections for related features like maintenance tickets and scheduling.
Remember: Proper asset management is the foundation of effective maintenance—keep your data accurate and up-to-date!