Parts estimates help techs prepare for jobs, but actual usage often differs from estimates. Ordering exactly what’s estimated wastes parts when jobs need less, or causes delays when jobs need more. Estimated vs actual quantity in Antero tracks both values separately, so you plan conservatively while recording reality.
Why track both estimated and actual?
When scheduling maintenance, supervisors estimate parts requirements based on history or manufacturer specs. A pump rebuild might need “probably 2 seals and 4 bolts.” That estimate helps the storeroom stage parts before the job. But during the actual rebuild, the tech discovers one seal is reusable and needs only 3 bolts. Recording actual usage separately from estimates lets inventory reflect reality instead of guesses, while estimates still guide initial planning.
Set estimated quantity on work orders
When adding parts to a work order in Antero, you’ll see two fields: Estimated Quantity and Actual Quantity. Before the work starts, enter the Estimated Quantity—your best guess of how many units the job will require. Leave Actual Quantity blank or zero until the work is complete. The estimated quantity appears on the work order for techs to reference but does NOT adjust inventory. It’s planning information only.
Estimated quantities from work templates
If parts are pre-assigned on work templates (covered in previous blog posts), their estimated quantities auto-populate when work orders generate from that template. A monthly filter change template might include “Estimated: 2 filters.” Every work order created from that template starts with 2 filters in the estimated column. Techs see the estimate, grab the parts, and complete the work. This pre-population saves time by eliminating manual entry for routine PM jobs.
Record actual quantity when closing work orders
After completing the work, the tech returns to the work order and enters the Actual Quantity used. If they estimated 2 filters but only replaced 1, they enter 1 in the actual field. If they needed 3 instead of 2, they enter 3. This actual value is what matters for inventory. When the work order moves to review or history (depending on your workflow), Antero subtracts the actual quantity from inventory, not the estimated quantity.
Only actual quantity adjusts inventory
Estimated vs actual quantity protects inventory accuracy. Imagine a work order estimates 5 parts but the tech actually uses 3. If Antero removed 5 from inventory, you’d show 2 fewer parts than you actually have, leading to false reorder triggers or stockout alarms. By waiting until actual quantity is recorded and the work order moves to review, Antero ensures inventory only reflects parts truly consumed, not parts someone thought they’d need.
Compare estimates to actuals over time
After completing dozens of work orders, compare estimated vs actual quantities to refine future estimates. If pump rebuild work orders consistently estimate 2 seals but use 3, update the work template to estimate 3. Antero reporting can show this variance, helping you improve estimation accuracy. Better estimates mean less scrambling for surprise parts and fewer unused parts staged unnecessarily.
Partial usage scenarios
Sometimes work orders are opened but not completed—maybe a part isn’t available, or the job gets postponed. Because estimated vs actual quantity are separate, the work order can remain open with an estimate but no actual usage logged. Inventory stays accurate. If the job is cancelled entirely, delete the work order without ever entering actual quantity, and inventory never changes. This separation prevents ghost adjustments from abandoned work.
Techs use estimates as checklists
For complex jobs with 10+ parts, the estimated quantity list becomes a parts checklist. Before starting, techs review the list, gather everything, and lay it out. After finishing, they count what was used and enter actual quantities. This workflow reduces mid-job trips to the storeroom (“I need one more bolt”) and ensures all required parts are on hand before starting.
Estimated quantities don’t block work orders
Even if a part’s inventory is below the estimated quantity, Antero still lets you create and assign the work order. The estimate serves as a warning: “This job might need 5 units but you only have 3 in stock.” Supervisors see the discrepancy and can order more parts before scheduling the work. But if they decide to proceed anyway (maybe they’ll use fewer), Antero doesn’t prevent it. Only actual usage triggers inventory checks and errors.
Why this separation matters
Maintenance is full of uncertainty. Estimates are educated guesses. Actuals are facts. Estimated vs actual quantity honors both: estimates guide planning and logistics, actuals drive inventory accuracy and cost tracking. By keeping them separate, Antero supports real-world workflows where plans change but data must stay accurate.
Next Steps: Track parts usage accurately in Antero work orders →
