This article provides information on Tool records and how they differ from Parts.

  • Oct 9, 2025
  • Article

Title
Tools

Content
Tool records are used to represent Tools used by employees. They are different from Parts in the number of times that they can be used. When Parts are used they are considered to be consumed, while a Tool can be used over and over again. Furthermore each Tool record is unique. For example, if a plant has 10 drills they should create 10 individual Tool records for each one.
 
 
Creating New Tools
 
To create a tool use the following steps:
  1. Select Inventory.
  2. Select Tools.
  3. Select New.
  4. Enter a Tool ID. Please note that you should not create a Tool ID that matches a Part ID. This may cause confusion and result in incorrect transactions.
  5. Enter in any additional optional information.
  6. Select Save.

 

How to Fill Out a Tool Record

 

General

Tool ID: The Tool ID is the unique name of the Tool record.

Description: The Description field allows users to provide descriptive information about the Tool record.

Status: This field indicates whether the Tool is Checked In or Checked Out.

Type: This field indicates the Tool Type. Additional Tool Types can be created under Inventory> Tool Types.

Warehouse ID: This shows the Warehouse where the Tool is stored.

Stock Location: This shows the Stock Location where the Tool is stored.

Cost: This field indicates the Cost of the individual Tool. This can be used to show how much the Tool would cost to replace.

Department: This field allow users to link a specific Department to the Tool record.

Cost Center: This field allows users to link a Cost Center to the Tool record.

Serial No.: This field allows users to input the Serial Number found on the Tool.

Model: This field allows users to input the specific Model of the Tool. 

Notes: This field allows users to input any additional notes and information about the Tool.

 

 

PM

This section shows all of the PMs that this Tool record appears on. Tools can be assigned to PM records so that any Work Orders generated will indicate that they require that Tool to be completed.
 
 
WO History 
This section displays all of the Work Orders that this Tool has been added to.
 
 
History
This section displays all of the instances of this Tool being checked out to other records.
 
 
Attachments
This section displays the image attachments that have been added to this record and allows you to add additional images. 
 
 
 
Linking Tools and Assets
 
Users can link Tools and Assets together. This will link the data between the two record types when pulling reports. Normally Tools will be linked to Equipment Assets. 
 
To link an Asset with a Tool use the following steps:
  1. Select Edit on the Tool record.
  2. Under the Linked Asset section select an Asset Class and Asset ID.
  3. Select Save.
URL Name
Tools-Overview
Inventory