Inventory & warehouse

The Inventory module is the stockroom of record: every part number your shop carries, every physical unit on the shelf, and every movement in or out. This overview explains how APEX models stock and walks the Inventory screen; the rest of the section covers receiving, locations, serials, lots & scrap, cycle counting, and valuation & planning.

Roles: Inventory is open to all workspace members — browsing, receiving, counting, and scrapping do not require an owner or admin role. Cost and value figures are the exception: they show only for owners, admins, and members whose role grants View inventory cost (Team → Roles). Everyone else still browses quantities — the money is simply absent, never an error.

Part records vs. stock units

APEX separates what a part is from what you physically have:

Part record — the catalog entry for a part number: description, vendor, ATA chapter, tracking method, cost method, unit of measure, and reorder point. One catalog record per part number per vendor, created once with + New part (or brought in by a data import).
Stock units — the physical pieces on the shelf. Each stock unit carries its own location, condition code, serial or lot number, quantity, unit cost, and status. Receiving creates stock units; issuing, shipping, and scrapping remove them.

A part record with zero stock units is still a valid catalog entry — it can sit on quotes and order lines. The Inventory list opens scoped to parts that actually carry stock; searching (or paging with Load more) also surfaces zero-stock catalog entries.

Tracking methods

Each part record declares how its stock is identified. The value shows in the Track column and on the part detail header.

Value	What it means	Typical use
`SERIAL`	Every unit is a unique serial number (S/N). One stock unit = one physical piece, quantity 1.	Rotables, LRUs, anything with back-to-birth trace
`LOT`	Units are grouped by lot/batch number.	Chemicals, sealants, batch-certified hardware
`QUANTITY`	Plain counted stock — no per-unit identity.	Consumables, standard hardware

Condition codes

Every stock unit carries one of nine condition codes. These are the trade’s standard codes — APEX never translates them; the console shows them as colored pills so state reads at a glance.

Code	Name	What it means for the operator
`NE`	New	Factory new, never installed.
`NS`	New Surplus	New and unused, but sold outside the manufacturer’s original channel.
`OH`	Overhauled	Completed a full overhaul at an approved shop, with certification.
`SV`	Serviceable	Inspected and fit for service — the default condition when receiving.
`RP`	Repaired	Repaired to a serviceable state (short of full overhaul).
`IN`	Inspected / Tested	Bench-checked or functionally tested and found airworthy.
`AR`	As Removed	Pulled from an aircraft or engine, not yet evaluated. Not sellable as serviceable.
`BER`	Beyond Economic Repair	Repair would cost more than the part is worth. Not airworthy.
`SCRAP`	Scrap	Condemned and permanently withdrawn from service.

AR, BER, and SCRAP stock never counts toward Free to sell — only serviceable-condition units do. The value tied up in AR and BER units appears in the NON-SERVICEABLE figure on the Inventory screen, so unserviceable capital stays visible instead of hiding inside the total.

The stock lifecycle

Every stock movement in this diagram — receipt, issue, shipment, scrap — writes an entry to the part’s append-only movement ledger, so the trail from receipt to consumption is always reconstructable. The reservation step is the one exception: a reservation holds stock without moving it, so it shows up in Free to sell rather than in the ledger.

The Inventory screen

Open Inventory in the sidebar.

Screen: A stat strip across the top shows four figures — PART NUMBERS, INVENTORY VALUE (on-hand at average cost), BELOW REORDER, and NON-SERVICEABLE (AR + BER on hand). Below it sits the Inventory aging · on-hand heatmap, then the Part numbers table with a search box and the + New part button on its header row. Clicking any row slides a peek drawer in from the right. Without cost visibility the strip carries only PART NUMBERS and BELOW REORDER — the two value tiles are omitted.

The stat-strip labels come from the server and always render in English (PART NUMBERS, INVENTORY VALUE, BELOW REORDER, NON-SERVICEABLE), even when the console language is Spanish.

The parts table

Column	What it shows
Part #	The part number chip. It turns amber when the part is below its reorder point.
Description	Catalog description.
Vendor	The vendor on the part record.
Track	Tracking method: `SERIAL`, `LOT`, or `QUANTITY`.
ATA	ATA chapter, when classified.
On Hand	Total quantity currently on hand.
Free to sell	On hand minus open work-order reservations, as a status pill — green when stock is free, amber when fully committed, red when oversold. See valuation & planning.
Value	On-hand quantity × average unit cost. The column appears only when your role can see cost.
Reorder	OK, or LOW when on hand has fallen below the part’s reorder point.

Type in the search box to filter by part number, description, or vendor; Load more pages through a large catalog 50 rows at a time.

The aging section

The Inventory aging · on-hand heatmap groups on-hand stock by ATA chapter (rows) and by how long it has sat since receipt (columns: 0–30, 31–60, 61–90, 91–180, 181–365, and 365+ days). Darker tiles mean more units in that bucket — a dark right-hand column is slow-moving capital worth a look. Parts without an ATA chapter roll up under UNCLASSIFIED.

The row peek drawer

Clicking a row opens a drawer without leaving the list: the tracking-method pill, a Below reorder / Stock OK pill, the part’s key figures (description, vendor, ATA, on hand, free to sell, average cost, value), an inline Receive stock form (see Receiving), and an Open full → link to the part detail page.

The part detail page

Open full → (or navigating to the part) shows the complete record:

Screen: The header carries the part number, description, and tracking-method pill, over a meta row — VENDOR, ATA, UoM, COST METHOD, ON HAND, FREE TO SELL, AVG COST, ON-HAND VALUE, and REORDER PT when one is set. Below it: the Part 360 · Activity & economics bird view (stock, commitments, quoting and demand history for the part), a Media · Images & documents cell with an Upload button, a Receive stock form, then three tables — Stock units, Movement ledger, and Cost layers. Without cost visibility, the AVG COST and ON-HAND VALUE metas, the economics figures, the tables’ Unit $ columns, and the whole Cost layers section are hidden.

Each table gets its own page in this guide: stock units in Serials, lots & scrap, the ledger in Locations & transfers, and cost layers in Valuation & planning.

Creating a part

On the Inventory screen, click + New part.
In the drawer, enter the Part # (required), and optionally a Description, a Vendor, the Tracking method (QUANTITY, LOT, or SERIAL), and the ATA chapter.
Click Create part. APEX confirms and opens the new part’s detail page.

New parts default to the WEIGHTED_AVG cost method and EA (each) as the unit of measure. Reorder points are not set in this drawer — they are loaded for you by your APEX team during onboarding. See Valuation & planning.