Technical Spare Parts Demand Automation | ARXivar

Requirement

For a client operating in the technical support sector, it was essential to reduce the time between identifying a fault and the availability of the spare part needed to restore the equipment.

The process involved manual activities including field technicians, work controllers, warehouse staff, and the purchasing department, resulting in delays, data entry errors, and difficulties in monitoring the status of requests.
The goal was to create an integrated and automated workflow enabling a fast, accurate, and fully traceable digital management of spare parts demand, directly connecting all involved departments.

Implementation

The solution developed with ARXivar Document & Workflow Platform made it possible to digitize and automate the entire spare parts management process, integrating directly with the company’s ERP database.

The process starts from the technical report completed after each intervention. Through a dedicated form, the spare part code and job number are entered; ARXivar automatically retrieves all related information, such as customer data, machine serial number, contract details, and other technical information, eliminating the need for manual data entry.

Submitting the request automatically triggers a workflow involving the Order Manager to verify material availability.

Depending on the outcome of the check, the system manages the next steps:

• Immediate availability of the spare part in stock and initiation of picking activities;
• Automated ordering from the supplier in case of unavailability;
• Automatic notifications to the departments involved regarding the status of the request;
• Preventive identification of the spare part for the customer and equipment already upon goods receipt.

Thanks to process automation and the immediate sharing of information, all involved departments can operate on up-to-date and consistent data, improving overall service efficiency.

Results

The introduction of the new process significantly improved spare parts management, increasing operational speed and service quality for customers.

Benefits achieved:

• Elimination of data entry errors thanks to direct integration with the ERP system.
• Reduced processing time for spare parts requests.
• Faster equipment restoration and reduced machine downtime.
• Full traceability of the entire procurement process.
• Automatic updates on request status without the need for manual follow-ups.
• Improved coordination between technical support, warehouse, and purchasing departments.
• Simplified logistics activities thanks to preventive spare part identification.
• Greater accuracy in planning technical interventions.