Stores and locations
Main stores, site stores and bins, each belonging to the right part of the organisation.
Supply chain & inventory
The right spare part, in the right place, before the job starts
Manage your stores, spare parts, tools and purchasing in the same place as your assets and maintenance. Planners see what is available, shortages are ordered in time, and every part used is costed to its asset.
Capabilities
Stores and purchasing built around maintenance
The missing spare part is usually what holds up the repair. Mintema connects your stores to the work, so planners know what they have before they schedule.
Spare parts catalogue
Parts, consumables and tools with part numbers, barcodes and critical spare flags.
Reorder on time
Set minimum and reorder levels per store. Shortages turn into purchase requests.
Purchasing, start to finish
Requests, orders, deliveries and invoices, each approved by the right people.
Pay for what arrived
Invoices are checked against what was ordered and what was delivered.
Tools on loan
Know who has each tool, for which job, and when it came back.
See it live
Follow a spare part from shortage to installed
A pump seal runs low while a repair needs it. Click a step, or let it play.
Step 1 of 5
Shortage spotted
Mechanical seals drop below their reorder level in the main store.
- In stock
- 8
- Reserved
- 6 for open jobs
- Order quantity
- 20
Result
- Shortages listed automatically
- Critical spares highlighted
Step 2 of 5
Purchase request approved
A request for 20 seals goes to the stores manager. Small amounts can be approved automatically.
- Approval
- By amount and type
- Linked to
- The repair that needs it
- Number
- Automatic
Result
- Clear approval trail
- No unauthorised buying
Step 3 of 5
Ordered from the supplier
The order goes to the preferred supplier at the agreed price. Planners can see it is on the way.
- Supplier
- Preferred, with price list
- Delivery
- 14 days
- Visibility
- On order per store
Result
- Agreed prices used
- Planners know what is coming
Step 4 of 5
Delivered and invoiced
The seals arrive and are added to stock. The invoice matches the order and the delivery.
- Stock
- Updated on delivery
- Invoice
- Checked automatically
- Value
- Updated
Result
- No paying for missing items
- Accurate stock value
Step 5 of 5
Issued to the repair
Two seals are issued to the repair of pump P-07. The cost lands on the pump.
- Issued to
- Work order, pump P-07
- Cost
- Recorded on the pump
- Returns
- Credited back
Result
- True cost per asset
- Full traceability
Example with sample data.
How it works
How stock stays under control
- 01
Set up your stores
Add stores, locations, parts, suppliers and price lists.
- 02
Record every movement
Receipts, issues, transfers and counts are recorded and approved. Stock is never edited by hand.
- 03
Buy with approval
Requests become orders, deliveries add stock, and invoices are checked before payment.
- 04
Serve the work
Work orders reserve parts, issue them, return what was not used and borrow tools.
Deep dive
Why stores belong next to the assets
Plan what you can do
Know what is available before you schedule
When a job is planned, the parts it needs are reserved. If they are not in stock, the job can wait until they arrive, instead of a crew arriving without them.
- Parts reserved for jobs
- On-order and in-transit visible
- No start without parts, if you choose
Availability · Main store
Mechanical seal 45 mmIn stock 38 · reserved 632 free
Bearing 6312In stock 4 · reserved 40 free
Impeller 250On order 2Ordered
Gasket set DN150In stock 120120 free
Finance can sign off
A stock record your auditors trust
Every quantity change is recorded and nothing is overwritten. Mistakes are corrected with a new entry, so the history always adds up.
- Complete movement history
- Accurate stock value
- Price differences recorded
Cost of a part
Order410.00DeliveryIn stockInvoice412.50UsedPump P-07
No overpaying
Pay only for what arrived, at the agreed price
Supplier invoices are checked against the order and the delivery. Services bought for a job are charged straight to it.
- Order, delivery and invoice compared
- Price tolerance per line
- Services charged to the job
Purchasing documents
Purchase requestPurchase orderDeliverySupplier invoiceApproval by amountAutomatic approval for small amounts
Business value
What connected stores are worth
Stock is cash on a shelf. Too much ties up money; too little stops the repair. Mintema helps you get the balance right.
Less money tied up
Reorder levels and real usage reduce overstock without risking critical spares.
Less waiting for parts
Planners see availability before they schedule, and shortages are ordered early.
No leakage
Recorded movements, invoice checks and tool tracking close the usual gaps.
True cost per asset
Every part used is recorded on the asset it went into.
How it usually works
With Mintema
01Stock
A spreadsheet per store.
One live record for every store.
02Purchasing
Emails and invoices paid on trust.
Approved orders and checked invoices.
03Parts for jobs
Found missing on site.
Reserved when the job is planned.
04Tools
Nobody knows who has them.
Every loan recorded.
FAQ
Stores and purchasing, answered
Have a question that is specific to your organisation? A solution engineer will answer it against your own assets, processes and data.
It covers the stores, spare parts and purchasing your maintenance teams use. Finance can keep its ERP and work alongside it.
Only in stores you explicitly allow. Everywhere else it is prevented.
Yes. Each type of document has its own approval chain, with automatic approval for small amounts if you want it.
They reserve parts, issue them, return what was not used and borrow tools, all recorded against the job.
SEE IT WITH YOUR SPARES
Your stores,
Your stores,
connected to the work.
Bring a list of your critical spares. We will set up a store, reorder rules and a repair that uses them during the call.