Parts Fill Rate Report

Overview

The Parts Fill Rate Report helps you see how well parts requests are being fulfilled on work orders over a selected time period. In simple terms, it answers: when a part was needed, was it actually in stock at that moment?

You’ll get a high-level summary across all parts, along with a breakdown by Parts Group. This makes it easier to spot which categories are consistently stocked—and which ones tend to fall short.

Running the Report

Go to Reports → Parts, then select Parts Fill Rate.

A parameters window will pop up automatically. From there:

• Enter a Date From (start date of when a part was added to a Work Order)
• Enter a Date To (end date of when a part was added to a Work Order)
• Click OK to run the report

Both dates are required, and the end date can’t be earlier than the start date.

What’s Included in the Data

The report looks at work order part lines entered during your selected date range.

It does not filter by invoice status, work order type, or warehouse—everything entered in that timeframe is included.

Understanding the Columns

The report starts with an “All Parts” summary row, followed by rows for each Parts Group.

• Parts Group – The category the parts belong to. The first row is always the overall total (“All Parts”), followed by individual groups.
• Parts Requested – Total quantity of parts requested on work orders.
• Quantity on Hand – How many of those parts had on hand quantity available at the time they were added to the Work Order.
• Quantity Short– The difference between available and needed (Init QTY − QTY Needed).
  • Negative = not enough stock
  • Zero or positive = demand was met (or exceeded by available stock)
• Fill Rate %– The percentage of demand covered by available stock (Init QTY ÷ QTY Needed).
  • 1.00 = 100% (everything was available)
  • 0.80 = 80% filled
  • 0 = no initial quantity recorded

How to Interpret the Results

• Close to 1.00 (100%) → Inventory is in good shape; parts are usually available when needed.
• Below 1.00 → Stock shortages are happening. The lower the number, the more frequent the delays.
• Negative Short values → Demand exceeded supply. Larger negatives mean bigger gaps.
• Zero or positive Short values → Demand was fully covered by available stock.

Example

In this example, Filters are fully stocked, while Hydraulics has the lowest fill rate at 73%—meaning roughly one out of every four requested parts wasn’t available right away.