Skip to content

Parts and Materials — User Manual

This guide covers everything you need to know about managing parts, materials, fuel, vendors, purchase orders, and invoices in AXITRAQ. Whether you are tracking spare parts for a fleet of assets or managing fuel across multiple sites, this manual will walk you through each feature step by step.

Table of Contents

  1. Getting Started
  2. Browsing the Parts Register
  3. Adding a New Part or Material
  4. Editing an Item
  5. Inventory and Stock Management
  6. Parts Consumption
  7. Low Stock Alerts
  8. Vendors and Suppliers
  9. Fuel Management
  10. Purchase Orders
  11. Invoices and Invoice OCR
  12. Cost Tracking
  13. Labels and QR Codes
  14. Mobile App Integration
  15. Locate Map Integration
  16. Frequently Asked Questions

1. Getting Started

The Parts and Materials module is accessible from the main navigation under Manage > Parts & Materials. You will need the Manage Assets permission to access this area.

The page is organised into six tabs:

Tab Purpose
Items Master register of all parts, materials, and fuel items
Inventory Location-based stock matrix showing quantities at every site
Invoices Company-wide view of purchase invoices and credit notes
Item Builder Define assemblies from component parts and manage build orders
Stock Alerts Items that have fallen below their reorder levels
Purchase Orders Track and manage purchase orders issued by your team

At the top of the page, three summary cards show your Total Items, Low Stock count, and total Stock Value across all active items.

2. Browsing the Parts Register

Viewing Items

The Items tab displays a sortable table, 50 items per page. Use Previous / Next at the bottom of the table (or the page indicator) to browse large catalogues. Filters and search reset you to page 1.

Search matches every word you type, in any order, against item code, name, category, and sub-category. For example, 150mm SOC or 150 FLG will find an item named Connector DI NC SOC/FLG 150mm even though those words are not next to each other.

Column Description
Item Code Your internal part number (clickable link to edit page)
Name Item name or description
Type Part, Material, Both, or Fuel (colour-coded badge)
Category Grouping category (e.g. Filters, Hydraulic, Plumbing)
Sub Category Optional sub-grouping under the category (e.g. PVC Fitting, Brass Fittings). Blank when none.
Stock Current quantity on hand across all locations
Reorder At The minimum stock level before an alert is triggered
Unit Cost Cost price per unit
Total Stock quantity multiplied by unit cost
Vendor Preferred vendor name (clickable link to vendor page)
Assets Number of assets this part is assigned to
Photo Small list thumbnail of the item's primary photo (if set)
Assign A right-facing arrow (➚) that opens the quick-assign popover (see below)
Link Link this item with the same part from another vendor (see below)

Category and Sub Category can be changed directly in the list (dropdowns) without opening the item — your search and page position are kept.

Items that are below their reorder level are highlighted with a red background and display a LOW badge next to the stock quantity.

Assigning Stock to an Asset or Location

You can quickly move a quantity of any item onto an asset (such as vehicle LV27) or a location, straight from the list — no need to open the item.

  1. Click the Assign arrow (➚) in the item's row. A small panel opens to the left of the icon.
  2. The panel shows the item's code, name, thumbnail and current on hand, plus the pool the stock is assigned from and how much is available.
  3. Use the search box to find an asset or location. Each result shows how many of this item are already assigned there ("here: N").
  4. Click the asset or location to select it, enter a quantity, then click Assign.

Assigning moves real stock — it relocates the quantity from the item's stock pool to the chosen destination. Your total on-hand does not change (assigning 5 to a ute simply records that 5 are now on that ute). Every move is written to the item's stock ledger and is visible on the Inventory tab and on the asset's Stock tab.

The Assign action requires Parts & Materials → Edit permission. Users without it see a dash instead of the arrow.

Searching and Filtering

Use the filter bar above the table to narrow results:

  1. Search — Type an item code, name, category, or sub-category to search across those fields.
  2. Type — Filter by item type: All Types, Parts, Materials, Both, or Fuel.
  3. Status — Filter by status: All, Active, Out of Stock, or Discontinued.
  4. Low Stock Only — Tick this checkbox to show only items at or below their reorder level.
  5. Click Filter to apply your selections.

Click a column header (including Category or Sub Category) to sort the list by that column.

To clear all filters, remove your search text, reset the dropdowns to "All", and click Filter again.

Linking the Same Part from Different Vendors

If you buy the same physical part from several suppliers, each purchase may have arrived as a separate item code. You can link these records so the system treats them as one part — without merging or deleting anything. Each item keeps its own code, vendor, stock and purchase history.

To link items:

  1. On the Parts & Materials list, click the link icon (🔗) on the right of the row you want to use as the main item. This starts Link mode and shows an action bar under the filter row.
  2. Scroll the list and click each other item that is the same physical part. Selected rows are highlighted and the counter updates.
  3. Click Complete Link. (Use Cancel to exit without linking.)

Linking an item that is already in a group merges the groups together.

Once linked:

  • Linked rows show a small link badge with the number of items in the group. Hovering shows the other item codes and the group's combined stock.
  • The Unit Cost column shows the latest purchase price across the group (marked GRP).
  • Consumption automatically draws from the oldest stock first across the group (see How Consumption Draws Down Stock).

One item in each group is the primary. The primary sets the group's reorder level and stock-alert settings, and the group raises a single low-stock alert against it (see Low Stock Alerts).

To review or change a group, click the link badge to open the group (or use the Linked Items list on the item's Vendors tab). From there you can:

  • Make primary — set a different item as the group's primary (the reorder/alert anchor).
  • Unlink — remove an item from the group. Removing items until only one remains dissolves the group.

3. Adding a New Part or Material

To add a new item to your parts register:

  1. Navigate to Manage > Parts & Materials.
  2. On the Items tab, click the + Add Item button in the top-right corner.
  3. Fill in the item details on the form that appears.

Item Fields

The add/edit form is organised in a three-column grid with the following fields:

Field Required Description
Item Code No Your internal part number or SKU (e.g. FIL-OIL-320, CLI263/20gry). Must be unique.
Item Name Yes A clear, descriptive name for the item.
Category No Managed grouping (e.g. Filters, Hydraulic, Plumbing, Safety). Use + Add / Manage to add, rename, or remove categories. Choose — None — to leave blank. Client markup defaults still apply at the category level only.
Sub Category No Optional sub-grouping under the selected category (e.g. Plumbing → PVC Fitting or Brass Fittings). Use + Add / Manage to maintain the list for the current category. Choose — None — to leave blank. Changing category clears the sub-category.
Item Type No Choose from Part (spare/replacement), Material (consumable), Both, or Fuel. Defaults to Both.
Unit No Unit of measure. Options include Each, Box, Pack, Set, Metre, Kg, Litre, and more. Available units are controlled by your company settings.
Reorder Level No The stock quantity at which a low-stock alert is triggered. Set to 0 to disable alerts for this item.
Cost Price No Your purchase cost per unit in dollars.
Sell Price No Your selling or charge-out price per unit.
Transfer Markup (%) No Fuel items only. Percentage added to the last cost when transferring fuel between assets.
Status No Active, Out of Stock, or Discontinued. Defaults to Active.
Vendor / Supplier No Select a vendor from your vendor register, or leave blank.
Asset Assignment No Multi-select picker to assign this part to specific assets. Use the search box to find assets by code, name, or category.
Description No A longer description of the item.
Notes No Internal notes visible only to managers.
  1. Click Create Item to save.

After saving, the item appears in your parts register and you can continue to set up inventory locations, upload documents, and link additional vendors.

4. Editing an Item

To edit an existing item:

  1. From the Items tab, click the Item Code link in the table.
  2. The edit page opens with multiple tabs:

Details Tab

Contains the same fields described in Adding a New Part, pre-populated with the item's current values. Make your changes and click Update Item.

A QR code for the item is displayed on this tab if the item has been saved.

Vendors Tab

Shows all vendors linked to this item with part-specific details:

  • Vendor name, contact information, and vendor-specific part number
  • Cost price from that vendor, lead time in days, and preferred vendor flag
  • Supplier Item Codes — map your internal item code to each supplier's own part number. This is used by the Invoice OCR system to automatically match scanned invoice line items to the correct part.

To add a vendor, select from your vendor register or enter details manually, then fill in the vendor part number, cost, and lead time.

Inventory Tab

Manage stock across multiple storage locations. See Inventory and Stock Management for full details.

Documents Tab

Part documents are stored in the shared Manuals & Documents hub and linked to this part. The same SDS or manual can be associated with many parts from Manage → Manuals & Documents.

Upload and manage files related to this item:

  1. Click Upload Document.
  2. Enter a title, select a document type, and optionally add a description.
  3. Choose your file. Supported formats: PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, GIF, TXT, CSV (max 10 MB).
  4. Set the App Access level to control who can view the document in the mobile app: None, Operators, Managers, or All Employees.
  5. Click Upload.

Documents are stored securely in encrypted cloud storage.

Photos Tab

View and manage photos associated with this item.

Uploading Photos

You can upload photos directly from the web interface:

  1. On the Photos tab, drag and drop an image file into the upload area, or click to browse.
  2. Supported formats: JPG, PNG, WebP (max 20 MB).
  3. A progress bar shows the upload status.
  4. The photo appears in the gallery after upload.

Photos can also be captured via the AXITRAQ mobile app. Web-uploaded photos do not include GPS or location data.

Setting a Primary Photo

The primary photo is used as the item's thumbnail in the parts list and in catalogues.

  1. In the photo gallery, find the photo you want to set as primary.
  2. Click Set as Primary.
  3. The primary photo displays a gold star badge and appears first in the gallery.

If no primary photo is set, the system uses the most recently uploaded photo as the default.

Deleting Photos

Click the delete button on any photo card to remove it. If the deleted photo was the primary, the next available photo becomes the default.

QR Code Tab

The QR Code tab provides dedicated QR code management for the item, consolidating all QR functionality into a single interface.

QR Code Preview

If the item already has a QR code, a large preview is displayed alongside the item details:

  • Part Code and QR Identifier
  • Scan URL — the full URL encoded in the QR code
  • Item Name, Item Code, and Category

Generating a QR Code

If the item does not yet have a QR code:

  1. Click Generate QR Code.
  2. A unique QR code is created and displayed immediately.

If the item does not have a part code, one is automatically assigned (e.g. PT-0001).

Downloading the QR Code

Click Download QR (PNG) to save a high-resolution 600px PNG image of the QR code.

Printing Labels

  1. Select a Label Template from the dropdown.
  2. Set the Quantity of labels to print.
  3. Click Preview Label to see the rendered label with real item data.
  4. Click Print Label to open the print dialog.

Regenerating a QR Code

Click Regenerate QR to create a new QR code. The old code will no longer scan to this item.

The QR tab is directly accessible via the #qr URL hash (e.g. /base/manage/parts/edit/?id=3#qr).

Fuel Data Tab (Fuel Items Only)

Visible only when the item type is set to Fuel. Shows:

  • Purchase Register — individual fuel purchases with cost, volume, and linked receipts.
  • Asset Distribution — which assets currently hold this fuel.
  • Cost Trend — a visualisation of cost changes over time.

5. Inventory and Stock Management

AXITRAQ supports location-based inventory tracking. Each item can have stock stored at multiple locations, and each location can be tracked independently with its own quantity, value, and GPS coordinates.

Viewing the Inventory Matrix

Click the Inventory tab on the Parts and Materials page. At the top you will see Stock by Department and Stock by Location summary cards. Click a location name to drill into every part stocked there (a chip above the matrix shows the active location filter — click × to clear it).

The matrix below is a scrollable table (sticky headers) of every item-location combination with the following columns:

Column Description
Item Code Links to the item's inventory section
Item Name Name of the part or material
Location Named storage location (e.g. "Main Warehouse", "Site Office")
Type Location type: Office, Warehouse, Asset, Operator, or Other
Qty Quantity on hand at that location
Unit Unit of measure
Unit Cost Cost per unit
Value Quantity multiplied by unit cost
Last Counted Date the stock was last physically counted

Summary cards above the table show Total Qty and Total Value across all locations.

Filtering Inventory

  • Search — search by item code, item name, or location name.
  • Location Type — filter by Office, Warehouse, Asset, Operator, or Other.
  • Click Filter to apply.

Adding Inventory Locations

Inventory locations are managed on the item's edit page:

  1. Open the item (click its Item Code from the Items tab).
  2. Switch to the Inventory tab.
  3. Under Add Inventory Location, choose a Location Type:
  4. Warehouse / Site Location — pick from your Locations catalogue (Manage → Locations)
  5. Office / Depot — company offices
  6. Stored with Asset / With Operator — stock held on an asset or with a person
  7. Field / Site or Other — type a free-text Location Name
  8. Use Select Location (when a catalogue applies), or type Location Name.
  9. Enter the quantity on hand and optionally set GPS coordinates.
  10. Click Save.

GPS Location Tracking

Each inventory location can have GPS coordinates attached:

  • Use the interactive map picker to drop a pin at the exact location.
  • Alternatively, type an address and use the geocoding feature to look up coordinates automatically.
  • Choose a map icon for the location.
  • Inventory locations with GPS coordinates appear on the Locate map as diamond-shaped pins.

Receiving Stock

When new stock arrives, update the quantity at the relevant location:

  1. Open the item and go to the Inventory tab.
  2. Find the location and update the quantity (this records a stock-take in the ledger).
  3. Save to record the new stock level.

Stock is also received automatically when you confirm an invoice (see Invoices and Invoice OCR): each confirmed line adds the purchased quantity into your inventory.

Stock Movement Ledger

AXITRAQ keeps a complete, perpetual ledger of every stock movement. On an item's Inventory tab, the Stock Movement Ledger panel shows the most recent movements with:

Column Description
When Date of the movement
Type opening, receive, consume, transfer in/out, adjust, or stocktake
Qty The change (positive = into stock, negative = out)
Balance On-hand at that location immediately after the movement
Location Where the movement occurred
Reference The source (e.g. an invoice, a timesheet, an import, a stock-take)

Every movement — whether from an invoice, a job, a timesheet, the mobile app, a stock-take, or a bulk import — appears here, giving you a full in/out audit trail per item.

Note on negative stock: AXITRAQ permits stock to go negative. This is deliberate — field crews are never blocked from recording usage just because opening counts have not been loaded yet. Negative balances simply signal an item that needs counting or receipting.

Bulk Importing Parts and Stock (CSV)

If you are setting up a new company or loading a large catalogue, use the CSV importer instead of adding items one at a time. From the Items tab, click Import CSV (available to Owners, Admins, and Managers).

There are two import types:

  1. Catalogue — creates or updates the item register. Columns: part_code, part_number, name, category, item_type, unit, cost_price, sell_price, reorder_level
  2. Opening stock — sets opening balances per location (import the catalogue first). Columns: part_code, location_name, location_type, qty, unit_cost

How to use it:

  1. Download the template for the type you want (links are on the import page).
  2. Fill it in using a spreadsheet, then save as CSV.
  3. On the import page, choose the import type and upload your file.
  4. Leave Apply unticked first to run a dry-run preview — this validates every row and shows how many items would be created/updated and any errors, without changing anything.
  5. Once the preview looks right, tick Apply and upload again to commit.

The importer is safe to re-run: catalogue rows are matched by item code (updating existing items), and opening-stock rows set the absolute on-hand for each item/location.

6. Parts Consumption

Parts can be consumed against assets and jobs to track usage, costs, and who used what.

Consuming Parts via the Web

Parts consumption is typically recorded through the Jobs module. When working on a job:

  1. Open the job from Manage > Jobs.
  2. Navigate to the Materials tab on the job.
  3. Add materials consumed by selecting the part, entering the quantity, and confirming.

The system records the employee, quantity, date, and the job the part was consumed against. This data feeds into job costing and asset cost reports.

How Consumption Draws Down Stock

When a part is consumed (via the mobile app, or as part of a timesheet entry), AXITRAQ depletes your on-hand stock automatically and records it in the ledger. It draws from locations in this order:

  1. The job-allocated location, if one was specified.
  2. The employee's assigned vehicle/van (set via their default location).
  3. The company warehouse.
  4. Any other location holding stock.

If there is not enough stock anywhere, the shortfall is taken against the most specific known location and the balance goes negative (a signal to recount or receipt) — usage is never blocked. Editing a timesheet re-balances the ledger automatically (the previous draw-down is reversed and the new quantities are applied).

Linked items (same part, different vendor): if the consumed item is part of a linked group, consumption draws across the whole group oldest-stock-first — the linked item whose stock is oldest (by its last purchase/receipt date) is used up first, then the next, and so on. The cost recorded follows the latest purchase price across the group.

Consuming Parts via the Mobile App

From the AXITRAQ mobile app:

  1. Open the relevant job or asset.
  2. Tap Add Material or Consume Part.
  3. Search for the part by name or scan its barcode/QR code.
  4. Enter the quantity consumed.
  5. Confirm to record the consumption.

The mobile app syncs this data back to the web platform in real time.

7. Low Stock Alerts

AXITRAQ automatically monitors stock levels and alerts you when items fall below their configured reorder levels.

Viewing Alerts

Click the Stock Alerts tab on the Parts and Materials page. The alert count is shown as a red badge on the tab if any items are low.

There are two types of alerts:

Direct Alerts (Low Stock)

Items where the current stock quantity is at or below the reorder level. The table shows:

Column Description
Alert "LOW STOCK" badge
Item Code Link to the item's edit page
Name Item name
Current Stock Actual quantity on hand
Reorder Level Configured minimum quantity
Shortfall How many units you need to order (reorder level minus current stock)
Actions Link to view the item's inventory

BOM Cascade Alerts

When you use the Item Builder to create assemblies, AXITRAQ checks whether you have enough component parts to build enough assemblies to meet reorder levels. If not, a cascade alert appears showing:

  • The component that is short
  • The parent assembly it belongs to
  • The quantity required vs. available
  • The shortfall

Setting Reorder Levels

  1. Open the item from the Items tab.
  2. Set the Reorder Level field to your desired minimum quantity.
  3. Save the item.

When the total stock across all locations falls to or below this number, the item appears on the Stock Alerts tab. Set the reorder level to 0 to disable alerts for a specific item.

Linked items (same part, different vendor): if the item is part of a linked group, low-stock is judged on the group's combined stock against the primary item's reorder level, and the group raises a single alert (on the list, the Stock Alerts tab, the daily alert email, and the dashboard widget). This prevents a false "low" warning on one linked item that happens to be empty while the group as a whole is well stocked.

Healthy Stock

If all items are above their reorder levels, the Stock Alerts tab displays a green check mark with the message "All stock levels are healthy."

8. Vendors and Suppliers

Accessing the Vendor Register

From the Parts and Materials page, click the Vendors / Suppliers button on the Items tab. This opens the vendor management area at Manage > Parts > Vendors.

Vendor Details

Each vendor record includes:

  • Business Details — trade name, ABN, head office contact, phone, mobile, email, and website.
  • Address — head office address and branch/account location.
  • Branch Contacts — up to three branch contacts with name, phone, mobile, email, and role.
  • Account Information — account contact info, payment terms (standardised dropdown), and credit limit.
  • Payment Details — BPAY biller code and reference, plus bank details for direct deposit (bank name, BSB, account number).

Balances Tab

View accounts payable for each vendor:

  • Unpaid invoices grouped by aging period: Overdue, Current (0-30 days), Next (31-60 days), and Future (60+ days).
  • Colour-coded sections with a summary bar.
  • Use the checkboxes to Mark as Paid in bulk.
  • Invoice rows link back to the parent jobs for quick reference.

Price List Tab

View and manage pricing for all items linked to a vendor:

  • Last Buy Price with change indicators (amber highlight and percentage change).
  • Click a price to open the Price History modal showing the full audit trail of price changes.
  • Markup % and Sell Price are linked — updating one recalculates the other in real time.
  • Bulk Markup — select multiple items, enter a markup percentage, and apply it to all selected items at once.
  • Click Save All Prices to update sell prices for modified items.

Linking Parts to Vendors

Parts can be linked to vendors in two ways:

  1. From the item edit page — select a vendor in the Vendor / Supplier dropdown on the Details tab, or add vendor-specific details on the Vendors tab.
  2. Supplier Item Codes — on the Vendors tab of an item, map your internal item code to each supplier's own part number. The OCR system uses these codes to automatically match invoice line items.

9. Fuel Management

AXITRAQ includes a dedicated tracking system for fuel items. Fuel items are identified by setting the Item Type to Fuel on the item edit page.

Setting Up a Fuel Item

  1. Navigate to Manage > Parts & Materials and click + Add Item.
  2. Set the Item Type to Fuel.
  3. Set the Unit to Litre (or your preferred volume unit).
  4. Optionally set a Transfer Markup (%) — this percentage is added to the last purchase cost when fuel is transferred between assets.
  5. Save the item.

Fuel items display a fuel badge icon in the Items table.

Recording Fuel Purchases

Fuel purchases can be recorded from the mobile app:

  1. Open the AXITRAQ mobile app.
  2. Navigate to the fuel purchase function.
  3. Select the fuel item and the asset being fuelled.
  4. Enter the volume, unit cost, and total.
  5. If the asset has fuel tracking enabled, you may be prompted to enter:
  6. Odometer Reading — current km or miles reading (for vehicles with odometer tracking).
  7. Hour Meter Reading — current hours (for equipment with hour meter tracking).
  8. Full Tank — whether this fill topped up the tank completely. Full fills are used by the auto-consumption system to calculate fuel efficiency.
  9. Optionally scan the receipt — AXITRAQ's receipt OCR reads the purchase details directly from the receipt photo.
  10. Submit the purchase.

Each purchase is recorded individually, preserving the actual cost per transaction. AXITRAQ uses a Last Cost pricing method for inventory valuation.

Auto Fuel Consumption

For assets configured with the Auto Fill-to-Fill fuel tracking mode, AXITRAQ automatically calculates fuel consumption between full fills:

  1. When a full-tank fuel purchase is recorded, the system calculates the volume consumed since the last full fill.
  2. The distance or hours travelled between fills is calculated from the odometer or hour meter readings.
  3. A consumption record is created showing litres consumed, distance/hours covered, and efficiency (L/100km or L/hr).

This data feeds into the Fuel Efficiency dashboard widget and the asset's fuel history.

To enable auto fuel consumption for an asset:

  1. Open the asset and go to the Details tab.
  2. Set Fuel Tracking Mode to Auto Fill-to-Fill.
  3. Ensure the asset has an odometer or hour meter configured.
  4. Save the asset.

Fuel Transfers

Fuel can be transferred from one asset to another:

  1. In the mobile app, select Fuel Transfer.
  2. Choose the source asset and destination asset.
  3. Enter the volume to transfer.
  4. The system validates the source asset has sufficient fuel and applies the configured markup percentage.
  5. Optionally link the transfer to a job for costing purposes.

A full transfer log is maintained with complete history.

Fuel on Asset Pages

Each asset has a Fuel tab showing:

  • Current fuel holdings
  • Purchase history
  • Transfer history
  • Cost trend chart

On the asset edit page, managers can manually adjust fuel quantities if needed.

Fuel Dashboard Widget

A company-wide Fuel Overview widget is available for your dashboard, showing:

  • All fuel items with current holdings
  • Low-stock highlighting
  • Clickable cost badges that open a cost history modal per fuel item

10. Purchase Orders

Purchase orders (POs) are created when employees use the Purchase function in the AXITRAQ mobile app. POs are managed on the Purchase Orders tab of the Parts and Materials page.

PO Numbering

Each purchase order is assigned a unique number in the format PO-YYYY-NNNNN (e.g. PO-2026-00042). Numbers auto-increment per company per year.

PO Lifecycle

Purchase orders follow this status flow:

Open → Partial → Fulfilled / Closed / Cancelled
Status Meaning
Open PO has been issued but no invoices received yet
Partial Some invoices received, but the PO is not yet fully fulfilled
Fulfilled All expected goods/invoices have been received
Closed Manually closed by a manager
Cancelled PO has been cancelled

Viewing Purchase Orders

The Purchase Orders tab shows:

  • Summary cards at the top: Total POs, Active, Closed, and Total Invoiced amount.
  • Filter bar to narrow by Job, Vendor, Status, and Date Range.
  • PO register table with columns for PO Number, Job, Vendor, Issued By, Delegated To, Issued Date, number of linked Invoices, Total Invoiced amount, Status, and Actions.

Viewing PO Details

Click a PO number to open the detail modal, which shows:

  • PO header information (number, job, vendor, dates)
  • Linked invoices
  • Chronological activity timeline showing every action with the employee name, timestamp, and amount

PO Delegation

Authorised purchasers can delegate a PO to another employee:

  1. The delegate receives the PO details via AXITRAQ internal messaging.
  2. The delegate can present the PO to the supplier, collect goods, and scan or upload the invoice.
  3. All delegation actions are tracked in the PO audit trail.

Closing a PO

To close an open or partially fulfilled PO:

  1. Find the PO in the register.
  2. Click Close in the Actions column.
  3. Confirm the closure.

Closed POs can be reopened if needed.

11. Invoices and Invoice OCR

Viewing Invoices

The Invoices tab provides a company-wide view of all purchase invoices and credit notes. The table shows:

  • Invoice number, document type (Invoice or Credit Note), vendor, job
  • Upload date, invoice date, status
  • Number of line items and total amount
  • PO number (if linked)
  • Uploader name

Filter by Job, Vendor, Status, Date Range, or search by invoice number.

Summary cards show total Invoiced, Credits, and Net amounts.

Uploading an Invoice

  1. Click the + Upload Invoice button.
  2. Choose where to Assign To:
  3. Job — bill the items to a job (select the job).
  4. Asset (Vehicle) — receive the items as stock onto a vehicle/ute (select the asset).
  5. Location (Warehouse/Site) — receive the items as stock into a warehouse or site shed (select the location).
  6. Choose the Document Type (Invoice or Credit Note).
  7. Drag and drop the file or click to select it. Supported formats include PDF and image files.
  8. Click Upload & Process.

The destination you pick here is just the default — after scanning, you can re-assign each individual line to any Job, Asset, or Location.

Reviewing and Assigning Scanned Lines

After OCR finishes, a Review & Assign step lists every scanned line. For each line you can:

  • Tick or untick it to include or skip it.
  • Adjust the quantity and unit price.
  • Match it to a part in your register (matched items are shown automatically).
  • Set its Destination — any Job, Asset (Vehicle), or Location.

Click Confirm & Receive to apply. Items assigned to a Job post as job materials; items assigned to an Asset or Location are received as stock at that exact place. Credit notes remove stock from the chosen destination instead of adding it.

OCR Processing

After upload, AXITRAQ automatically processes the document:

  1. The file is stored securely in encrypted cloud storage.
  2. AXITRAQ's OCR engine scans the document and extracts text.
  3. The Invoice Parser extracts structured data including:
  4. Vendor name and ABN
  5. Invoice number (with multi-line detection and false-positive rejection)
  6. Invoice date (prioritising Australian DD/MM/YYYY format)
  7. Line items with descriptions, quantities, unit prices, and totals
  8. The Vendor Matcher matches extracted data against your parts register:
  9. ABN exact match for vendor identification
  10. Vendor name fuzzy matching
  11. Part number exact match, then supplier item code match
  12. Unrecognised item codes are automatically created as new parts in your register

Reviewing Scanned Invoices

After OCR processing, click an invoice row to open the split-screen preview:

  • Left panel — PDF or image viewer with page navigation.
  • Right panel — editable invoice header and line items.

You can:

  • Edit descriptions, quantities, and unit prices inline. Subtotals recalculate automatically.
  • Click Save All Changes to save the header and all line items in one action.
  • Click Re-scan OCR to re-process the document if needed.

Smart OCR Features

  • Negative quantities — handles trailing minus signs (e.g. 1.00-) and accounting parentheses (e.g. (4.85)).
  • Delivery references — captures docket and dispatch numbers per line item.
  • GST handling — automatically prefers Excl GST columns when both Incl and Excl GST are present.
  • Credit lines — individual line items can be marked as credits. Credit lines do not overwrite part pricing.
  • Split-job invoices — invoices that span multiple jobs appear on all relevant job pages.
  • Duplicate detection — if an invoice number already exists for the same vendor, a warning banner is displayed.
  • Learns vendor item codes — when you confirm a line to a part, AXITRAQ remembers that vendor's item code for that part (a Supplier Item Code). The next invoice from the same vendor matches that code straight to the existing part instead of creating a duplicate. You can review or remove these mappings on the item's Vendors tab.

Receiving Stock from an Invoice

When you confirm an invoice's line items, AXITRAQ receives the purchased quantities into your inventory and records a receive entry in the stock ledger for each line. Stock is received at the line's destination: the company warehouse (for Job lines), the chosen Asset (Vehicle), or the chosen Location (Warehouse/Site). Credit notes remove stock from that same destination. Re-confirming the same invoice will not double-count — each line is received only once.

Stock by Department and Location

The Inventory tab shows:

  • Stock by Department — combined stock held in every Asset (Vehicle) and Location assigned to that department (including sub-departments).
  • Stock by Location — totals per storage location/site. Click a location to filter the matrix to parts stocked there.

Assign an Asset to a department on the asset's Details tab, and a Location to a department in the Locations editor.

Price History

Every time an invoice updates a part's cost price, the change is logged to the price history. You can view the full history of price changes from the Vendor's Price List tab.

Deleting an Invoice

Deleting an invoice fully reverses all side-effects:

  • Part cost prices are reverted to their previous values.
  • Job materials quantities are subtracted.
  • Stock received by the invoice is reversed out of inventory.
  • Price history records are cleaned up.
  • A confirmation dialog shows each price change that will be reverted before you confirm.

12. Cost Tracking

AXITRAQ tracks costs at multiple levels to give you full visibility into your spending on parts and materials.

Cost Per Part

Each item has a Cost Price field representing the current unit cost. This value is updated:

  • Manually on the item edit page.
  • Automatically when invoices are processed through OCR (using the latest invoice price).

Total Stock Value

The Items table shows the Total column (stock quantity multiplied by unit cost) for each item. The summary card at the top of the page shows the combined stock value across all active items.

Job Costing

When parts are consumed against a job, the cost is recorded at the time of consumption. This feeds into the job's total materials cost, visible on the job page.

Asset Cost Reports

Parts assigned to assets contribute to the asset's total maintenance cost. The asset page aggregates all parts consumption, giving you a clear picture of the total cost of ownership.

Price History

The vendor Price List tab includes a full audit trail of price changes for each item, so you can track cost trends and identify price increases from suppliers.

Client Sell Prices and Category Markup Defaults

Cost price is what you pay; sell price is what you charge a client. AXITRAQ can fill in client sell prices automatically so a new client (with no pricing history) still gets a sensible charge-out rate the moment a part is used on one of their jobs.

How a sell price is auto-created

When a part is added to a job that has a client — whether as Job Materials (web or mobile) or as parts used on a Timesheet (mobile or web) — AXITRAQ checks the client's Price List. If the client doesn't already have a price for that part, a new row is created automatically:

  • Sell price = cost price × (1 + markup%), rounded to the cent.
  • The markup is resolved in this order:
  • Client-specific category markup (an override for this client)
  • System-wide category markup (applies to every client)
  • Company default markup (Settings → Billing & Invoicing)
  • 0% if none of the above is set
  • A note is stamped on the row, e.g. Auto-added from JOB-0001 — default Hydraulic markup 25%.

Existing client prices are never overwritten — auto-add only fills gaps. If a part has no cost price yet, the row is still created (recording the markup %) and the sell price shows 0.00 until a cost is known, so it's visible for you to adjust.

Setting category markup defaults

Use the Set Defaults button to manage markups per part category. Pick a category from the dropdown, enter a markup %, and click Apply. Use Edit to change a row or × to remove it.

  • System-wide — on the Clients list page, the Set Defaults button manages markups that apply to every client.
  • Per client — on a client's Price List tab, the Set Defaults button manages overrides just for that client. Where a system-wide value exists for the same category, it's shown as a hint (e.g. (sys 20%)) so you can see what you're overriding.

These auto-created prices feed straight into job invoicing, which already uses the client price list when calculating charge-out amounts.

13. Labels and QR Codes

AXITRAQ supports printing labels with QR codes for your parts and materials.

Printing a Label

  1. Open the item from the Items tab.
  2. On the edit page, click Print Label.
  3. Select a Label Template from the dropdown. Templates designed for parts include dedicated placeholders such as {{PART_CODE}}, {{PART_NUMBER}}, {{PART_NAME}}, {{PART_CATEGORY}}, {{PART_DESCRIPTION}}, {{PART_COST}}, {{PART_UNIT}}, and {{VENDOR_NAME}}.
  4. Set the Quantity of labels to print.
  5. Preview the label, then print or add to your label cart for batch printing.

Label templates are managed under Manage > Labels > Editor, where you can create custom designs with specific dimensions and layouts.

14. Mobile App Integration

The AXITRAQ mobile app provides full support for parts and materials management in the field.

Available Mobile Functions

Function Description
Consume Parts Record parts usage against an asset or job
Barcode / QR Scan Scan a part's barcode or QR code to quickly find and select it
Fuel Purchase Record a fuel purchase with optional receipt scanning (OCR)
Fuel Transfer Transfer fuel between assets with markup calculation
Purchase Orders Create new POs, view delegated POs, link invoices, and close POs
Invoice Upload Photograph and upload supplier invoices for OCR processing
Photos Capture and attach photos to any part or material

Scanning Barcodes and QR Codes

  1. Open the parts consumption or search function in the mobile app.
  2. Tap the scan icon.
  3. Point your device camera at the barcode or QR code on the part label.
  4. The system identifies the part and pre-fills the selection.

This is particularly useful in the field when you need to quickly record consumption without searching by name.

Receipt Scanning

When recording a fuel purchase:

  1. Tap the receipt scan option.
  2. Photograph the receipt.
  3. AXITRAQ's receipt OCR extracts the volume, unit cost, and total from the receipt image.
  4. Review the extracted data and confirm.

15. Locate Map Integration

Parts and materials with GPS-tracked inventory locations appear on the AXITRAQ Locate map alongside your assets.

How It Works

  • Inventory locations with GPS coordinates are shown as diamond-shaped pins on the map.
  • Colour coding: amber for parts, purple for materials, teal for items classified as both.
  • These are distinct from the teardrop-shaped pins used for assets.
  • Use the layer controls on the map to toggle visibility of Assets and Parts & Materials independently.
  • A "Part Locations" counter is shown in the map stats bar.
  • The map list view includes a dedicated Parts section.

Setting Up Map Locations

To have a part appear on the Locate map:

  1. Open the item and go to the Inventory tab.
  2. Add or edit an inventory location.
  3. Set the GPS coordinates using the map picker or address geocoding.
  4. Save the location.

16. Frequently Asked Questions

Q: How do I track which parts were used on a specific asset? A: Parts consumed against an asset are recorded automatically when consumption is logged via jobs or the mobile app. View the asset's page to see all parts usage and costs.

Q: Can I import parts from a spreadsheet? A: Yes. On the Items tab, click Import CSV (Owners, Admins, and Managers). You can bulk-import your item catalogue and then your opening stock balances from CSV files, with a dry-run preview before anything is saved. See Bulk Importing Parts and Stock (CSV). The OCR invoice system also automatically creates new parts when it encounters unrecognised item codes on scanned invoices.

Q: Does uploading an invoice add the items to my stock? A: Yes — when you confirm an invoice's line items, the purchased quantities are received into your inventory and recorded in the stock ledger. Deleting the invoice reverses that receipt.

Q: Can my stock go negative? A: Yes, by design. AXITRAQ never blocks a crew member from recording usage just because opening counts have not been loaded. A negative balance is a signal to recount or receipt that item.

Q: What happens if I delete an invoice? A: All side-effects are reversed — part cost prices revert to previous values, job material quantities are subtracted, and price history records are cleaned up. A confirmation dialog shows exactly what will be reverted.

Q: How do I set up a new vendor? A: Go to Manage > Parts & Materials, click Vendors / Suppliers, and add a new vendor with their business details, contacts, and payment information.

Q: Can multiple vendors supply the same part? A: Yes. On the item's Vendors tab, you can link multiple vendors with vendor-specific part numbers, costs, and lead times. Mark one as the preferred vendor.

Q: How does the OCR system match invoice items to my parts register? A: The system first tries an exact match on part number, then checks supplier item codes for that vendor (configured on the item's Vendors tab, and learned automatically when you confirm invoice lines), and finally auto-creates new parts for any still-unrecognised codes. Because confirmed lines teach the system each vendor's codes, repeat invoices stop creating duplicate parts over time.

Q: Where are purchase orders created? A: Purchase orders are created from the AXITRAQ mobile app using the Purchase function. They appear on the Purchase Orders tab of the Parts and Materials page in the web platform.

Q: How do I know when to reorder a part? A: Set a reorder level on the item. When stock falls to or below that level, the item appears on the Stock Alerts tab with a red badge, and the Items table highlights the row.

This manual is maintained by Aditech Pty Ltd. For support, contact your AXITRAQ administrator or visit the AXITRAQ Help Centre.