Inventory

The inventory tracking system is designed to help you manage and monitor the status, lifecycle, and requirements of your maintenance warehouse items. It enables efficient tracking of stock levels, predicts future needs, and facilitates seamless communication and work organization with your engineering team.

The system displays all part numbers in your catalog, and you can add the numbers available in your stock. These serial numbers can be linked to a specific company base, work order, or aircraft. This functionality allows you to track the location and status of each serial number, ensuring complete visibility and control over your inventory.

The inventory list

The inventory list shows one row per part:

Column	What it shows
Part Number	The part number
Name of part	The part’s name
Manufacturer	Manufacturer and model
ATA Chapter	The ATA chapter set on the part
Certification	The release document the part comes with: EASA Form 1, FAA 8130-3, Certificate of Conformity… (see Certification)
Units (entered / purchased)	Every unit you have recorded for the part
Units fitted or installed	Units whose status is Installed (fitted to an aircraft)
Units of available stock	Units whose status is Available: the stock you can still issue from stores. Shown in red when it reaches 0
Notes	Your notes on the part

Units in other statuses (Ordered, Received, Removed, Overhauled, Retired…) count towards Units (entered / purchased) only. Click any column header to sort by it.

Inventory list with ATA chapter, certification and unit counts — The inventory list

Stock counts

When you fit a unit to an aircraft, open the part, click the unit and pick the Aircraft: a unit that was Available becomes Installed automatically (you can also set the status yourself). Add the Installation Date and save. The unit moves from Units of available stock to Units fitted or installed, so the list always shows how much stock is left.

Edit Unit with the aircraft, installation date and a Certificate of Conformity — Installing a unit on an aircraft

The part page shows the same counts above its units, and each installed unit shows its aircraft and installation date.

Units card with one unit installed and one available — Units of a part after one was installed

Adding several identical units

Parts you hold in numbers without individual serial numbers — spark plugs, oil filters, seals — don’t need to be entered one by one. On the part page click Add Unit, choose Multiple units, type the Quantity and fill in the details they share (batch number, release document, supplier, base…). Flylogs adds that many units to stock in one go, and the stock counts go up by the same number.

Add Unit with Multiple units selected and a quantity of 12 — Adding 12 identical units

Each unit is still kept on its own, so you can fit them to aircraft one at a time and the counts stay exact. On the part page identical units are folded into one line (“12 identical units”); click it to see them and open any one of them. Adding them shows as a single line in the Change History. Choose Single unit for a part with a serial number.

Units card with 12 identical units grouped and expanded — Identical units on the part page

Life of a unit

When a unit has a Life Limit (Hours) or Life Limit (Cycles), the part page shows how much of it is used and how much is left, as text and as a bar:

Green while less than 75 % of the limit is used
Amber from 75 %
Red from 90 %, and when the limit is exceeded (the text then says by how much)

Units with hours life bars, one amber and one green — Hours used and left, on an installed unit and on a spare

Tyres with cycles life bars in red — Cycles close to the limit show in red

Life is counted from the aircraft’s own hours and landings, so you never type them in by hand:

When a unit is installed (you pick the aircraft), Flylogs records the aircraft’s hours and cycles at installation. If you set a past Installation Date, it takes the aircraft’s figures at the end of that day.
While the unit is installed, the hours and cycles the aircraft flies count towards the unit’s life.
When the unit is removed (you clear the aircraft, or change the status from Installed), the time it flew on that aircraft is added to its Hours used before and Cycles used before, so it keeps counting if it is refitted later, on the same aircraft or another one.

For a used or overhauled part, enter the life it had already used in Hours used before and Cycles used before when you add it. If the aircraft figures at installation need correcting, edit the unit and change Aircraft hours at installation or Aircraft cycles at installation. Units that were installed before life tracking existed show a note until you enter them.

Installed parts on the aircraft page

The aircraft page has an Installed parts card listing every unit installed on that aircraft, with:

the part, its part number, the unit’s serial number and the ATA chapter
its release document (the unit’s certificate type and number, or the part’s certification when the unit has none)
its installation date
its life left in hours and cycles, with the same colour-coded bars as the part page
its expiration, if it has one: amber within 30 days, red once expired

Parts that need attention come first: expired, or with red or amber life, then the rest by ATA chapter. Click a part to open it. The card is shown to users who can see maintenance, on plans that include it, and only when the aircraft has installed parts.

Installed parts card on the aircraft page with life bars and an expiration warning — Installed parts on the aircraft page

Change history

The Change History on the part page lists everything that happened to the part and to each of its units, newest first: units added, edited, installed, removed and deleted, with who did it and when. Installations and removals also show the aircraft and its hours and cycles at that moment. A deleted unit keeps its history, under its serial number.

Certification

Each part records the Certification it comes with: EASA Form 1, FAA 8130-3, JAA Form 1, TCCA Form 24-0078, ANAC SEGVOO 003, Certificate of Conformity (common for parts bought from distributors rather than the manufacturer) or Other. Set it with Edit on the part page. It is shown in the list, and you can filter the list by it.

Each unit also keeps its own release document, with the certificate number and date, because units of the same part can come from different sources. When you add a unit, its certificate type starts as the part’s certification.

The part’s Status (Approved, Pending, Quarantined, Rejected, Expired…) is still kept on the part page and in the part form, and you can filter the list by it.

Searching

The search box above the list finds parts by part number, name, manufacturer, model, ATA chapter, certification or notes, and by the serial, batch, lot or certificate number of any of their units. Use Filters to narrow the list by category, status or certification.

Where parts are kept

Every unit has a Base: the place where it is stored. Use it to record where your stock is, and the units of the same part can sit at different bases. The stock schedule export has a Stock location column that lists the available units per base, for example Main base (3). For the exact shelf or box within a base, use the part’s Notes, which are shown in the list.

Suppliers

Open Aircraft → Suppliers, or the Suppliers button on the inventory list, to manage the companies you buy parts from. For each supplier you can record the contact person, email, phone, website, address, VAT number, your own account number with them and free notes. Suppliers added here appear in the supplier list of every part and unit.

Click New supplier to add one, or the pencil to edit it. You can also add a supplier without leaving a part or unit form: New supplier next to the supplier list opens the same form and selects the supplier once it is saved. Each supplier name can only exist once, regardless of capitals or spacing. On a part page, click the supplier’s name — the part’s or a unit’s — to open its details; managers and mechanics can edit them there.

Edit supplier form with contact person, account number, email, phone and notes — Supplier details

Duplicates. Suppliers listed more than once are marked Duplicate. Click the bin on the one you want to remove and choose the supplier to keep: all its parts and units move to it, and any details the kept supplier is missing (email, phone, account number…) are copied over — the kept supplier’s own details are never overwritten. A supplier that no part or unit uses is simply deleted.

Merge a duplicate supplier into the one you keep — Merging a duplicate supplier

Managers and mechanics can add, edit and merge suppliers; auditors can see the list.

Exporting the stock schedule

To share your stock with the maintenance team or other members who don’t use Flylogs, click Export on the inventory list and choose Excel (.xlsx) or PDF. The file contains the parts currently shown — the same search, filters and sort order — with the list’s columns plus Stock location and Supplier, and the total units, units installed and units in stock.

Export menu with Excel and PDF on the inventory list — Exporting the inventory

Stock schedule PDF with part counts, stock location and supplier — The stock schedule as PDF

The Excel file has a filter on every column, so the team can sort and filter it further.

Part details

For each inventory item, you can see all details, as well as provider information and available serials in your warehouse.