In brief
A spare parts list records the replaceable parts of a machine with designation, part number and quantity and serves as the basis for ordering and stockholding.
Contents
What is Spare parts list?
The spare parts list is usually supplied by the machine manufacturer as part of the technical documentation. It differs from the bill of materials: the latter describes the complete structure of a product for production, whereas the spare parts list covers only the parts that can or should be replaced during operation. It is often linked to exploded drawings in which each item bears a number.
Typical details are the item number, designation, manufacturer part number or the machine manufacturer's article number, installed quantity, assembly and often a marking as a wear part, spare part or recommended stock part. Some manufacturers add a spare parts recommendation for initial stocking or for certain operating hours. For plants with many variants, the list often relates to the specific serial number.
For maintenance, the spare parts list is the starting point for every order and for stock planning. It becomes problematic if it contains only the machine manufacturer's own numbers: it is then unclear which bought-in part, for example a standardised rolling bearing or a valve, lies behind them. A well-maintained list with the original manufacturer and type designation makes it easier to find second sources and reduces dependencies.
In practice: maintenance and procurement
When accepting new plants, a complete spare parts list with manufacturer part numbers for the bought-in parts should be contractually agreed. For existing plants, it is worth comparing the list with the nameplate data on site, as modifications and replacements have often not been recorded.
Synonyms and abbreviations: spare parts catalogue · recommended spare parts list (RSPL) · parts list · illustrated parts catalogue
Frequently asked questions
What is the difference between a bill of materials and a spare parts list?
A bill of materials describes all the components of a product with quantities and structure and is used mainly for design and production. The spare parts list contains only the parts that are replaceable during operation and is geared towards maintenance and ordering. It is therefore usually shorter and supplemented with notes on wear or stockholding.
What should a spare parts list contain?
At a minimum, the item number, designation, part number, installed quantity and assignment to the assembly. Also helpful are the original manufacturer and type designation of bought-in parts, technical data, a marking as a wear or critical part and a recommended stock quantity. A reference to a drawing or exploded view makes unambiguous assignment easier.
What should you do if the spare parts list only contains the machine manufacturer's numbers?
In that case, it is worth looking at the nameplate of the installed part, which often shows the original manufacturer and type designation. Data sheets, circuit diagrams or an enquiry to the machine manufacturer can also help. Once the original part has been identified, it can often also be procured via other sources of supply, provided it is not a special version.
Who supplies the spare parts list for a machine?
Usually, the machine manufacturer provides it as part of the documentation. Scope, format and updates, however, depend mainly on what was agreed when the plant was ordered. Anyone who wants to be on the safe side specifies these points in the requirements specification or the purchase order.