Stock · Beginner
Create a Material or Spare Part
Learn to create a material or spare part in ManWinWin Desktop's Master Articles, using a mechanical seal as an example. Select its structured code and enter its movement unit, unit cost and description.
Accurate material and spare part registration is fundamental for efficient inventory management within any CMMS. This process ensures that the right components are available when needed, directly impacting maintenance effectiveness and cost control. Properly defining each item in ManWinWin Desktop is the first step towards optimized stock levels and streamlined operations.
Where it's available and step by step
Step by step in ManWinWin Desktop
- 1
Select the Materials module and open the Materials - Master Articles view.
- 2
Select Stock Item Coding Standard and click New to open a new material record.
- 3
In the header and Identification tab, select the Structured Item Code, using the “…” button to consult the existing Stock Item Coding Standard.
- 4
Select or edit the material's movement Unit to match the unit in which its quantities will be recorded.
- 5
Enter the Unit Cost for the selected movement unit.
- 6
Fill in the Description with a clear material identification, such as “Mechanical Seal”.
- 7
Optionally add a picture to help identify the material.
- 8
Review the code, unit, unit cost and description, then click OK to save.
Theory and technical background
The Importance of Accurate Material Masters
In maintenance management, a well-defined master list of materials and spare parts is crucial. Each item should have a unique identifier, clear description, and relevant attributes to prevent errors, reduce duplicate stock, and ensure traceability. Accurate material masters are foundational for efficient purchasing, precise work order planning, and reliable inventory valuation, directly supporting the principles of asset management outlined in ISO 55000 by optimizing resource utilization and minimizing operational risks.
Structured Item Coding Standards
Adopting a structured item coding standard is a best practice for CMMS inventory. This standard provides a logical and systematic way to classify materials, facilitating search, analysis, and data consistency. Codes often reflect characteristics like material type, function, or supplier. Following standards like ISO 14224 for data collection improves data quality for reliability analysis. A well-designed coding system helps identify critical spares, manage obsolescence, and support accurate cost allocation for maintenance activities.
Unit of Measure and Cost Control
Correctly assigning the unit of measure (e.g., 'each', 'meter', 'liter') and unit cost for each material is vital for precise inventory control and financial accuracy. The unit of measure dictates how quantities are tracked and consumed, while the unit cost impacts inventory valuation, work order costs, and budget adherence. Inaccurate units or costs can lead to significant discrepancies in stock levels, misinformed purchasing decisions, and unreliable maintenance KPIs such as MTTR and availability, ultimately affecting asset performance management.
Best practices
- Always use your organization's established Stock Item Coding Standard for consistency.
- Ensure the 'Unit' matches how the item is typically bought, stored, and consumed.
- Provide a clear, concise 'Description' that immediately identifies the part, including key specifications.
- Attach a visual aid (picture) for complex or visually similar parts to aid identification.
Frequently asked questions
Why is a structured item code important for spare parts?
A structured code helps categorize parts logically, preventing duplicates, improving search efficiency, and ensuring data consistency across the CMMS, which is vital for effective inventory management and analysis.
What is a 'movement unit' and why does it matter?
The movement unit defines how a material's quantity is measured and recorded in inventory transactions. It ensures accurate stock levels, correct costing, and proper consumption tracking for maintenance tasks.
Can I add a picture to any spare part in ManWinWin?
Yes, adding a picture is a highly recommended practice. It significantly aids in visual identification, reduces picking errors, and helps technicians quickly locate the correct part from stock.
Need help with this topic?
Sign in with your company's ManWinWin API and user to request technical support followed by the ManWinWin team.
Back to Winston Help Center
Ask Winston or explore other lessons.