Inventory & Parts Management Policy
Policy Number: KB-POL-INV-001 | Version: 2.4 | Effective: 15 November 2024
1. Inventory Management System
All parts and inventory are tracked using the StockMate inventory system (accessible at http://stockmate.local on the Office LAN).
2. Parts Categories & Storage
| Category | Storage Location |
|---|---|
| Laptop Screens | Shelf A1-A4 (Workshop) |
| RAM Modules | Shelf B1-B2 (Locked cabinet) |
| Storage (SSD/HDD) | Shelf C1-C3 |
| Batteries | Shelf D1 (Fire-safe cabinet) |
| Keyboards & Trackpads | Shelf E1-E2 |
| Power Supplies & Chargers | Shelf F1-F2 |
| GPUs & Graphics Cards | Shelf G1 (Anti-static bins) |
| CPUs & Processors | Shelf H1 (Locked, ESD-safe) |
| Misc (Screws, Cables, etc.) | Drawer Unit (Workshop) |
3. Parts Ordering
- Check StockMate for availability before ordering
- Orders are placed by Marcus on Mondays and Thursdays
- Approved suppliers: TechSource Australia, PLE Computers, Scorptec, MSY
- No personal orders through company accounts
4. Receiving Deliveries
- Check delivery against the purchase order
- Inspect all items for damage
- Enter items into StockMate immediately
- Store items in designated locations
- Report discrepancies to Marcus within 24 hours
5. Using Parts for Repairs
- Check out parts from StockMate against the job ticket number
- Only take what you need — do not stockpile at your bench
- Return unused parts to stock and log the return
6. Cycle Counting & Audits
- Daily: Quick count of RAM and SSD cabinet
- Weekly: Full count of fast-moving categories (Friday afternoon)
- Monthly: Complete inventory audit
- Quarterly: Full stocktake with reconciliation report to Ben
7. Disposal of Faulty Components
E-Waste Notice: Electronic components must be disposed of in accordance with environmental regulations. Never place electronic waste in general rubbish bins.
- Hard drives must be physically destroyed (shredded) before disposal
- Batteries go in the designated battery recycling bin
- E-waste is collected by GreenTech Recycling monthly