Add Resources
Adding Resources to Work Orders
This feature allows you to record additional resources required to complete maintenance work that are not captured as Parts, Labour, or Services. Resources provide a flexible way to document tools, special equipment, or other supporting items used during a Work Order.
Resources help provide a complete picture of what is required to perform the work.
What Resources are
Resources represent non-inventory, non-labour items used during maintenance activities.
Examples of Resources include:
- Specialist tools
- Hire equipment not managed as a Service
- Test equipment
- Temporary fixtures or supports
- Any other miscellaneous resource
Resources are free-text and fully flexible, allowing teams to record information without pre-configured reference data.
How Resources work
Resources are added as line items on a Work Order.
This means:
- Each Resource is recorded directly against the Work Order
- Resources are stored for historical and audit reference
- Costs can be captured where required
- Resources do not affect inventory or procurement workflows
Resources are informational and cost-tracking items only.
Common uses for Resources
Resources on Work Orders are commonly used to:
- Record tools or equipment required for complex work
- Capture hire or usage costs not managed elsewhere
- Provide additional context for how work was completed
- Support job planning and future work estimation
- Improve work traceability and documentation
Resource line item fields
The following fields are shown when adding Resources to a Work Order. Field names match the Samurai CMMS user interface.
| Field name | Required | Description |
|---|---|---|
| Name | Yes | Free-text name of the resource, tool, or equipment used. |
| Quantity | Yes | Number of units of the resource used. |
| Cost | No | Optional cost associated with the resource. Entered manually. |
| Notes | No | Additional context or detail about how the resource was used. |
All Resource fields are entered manually and are not linked to reference tables.
Pre-requisites
Before adding Resources to a Work Order:
- Users must have permission to edit Work Orders
- No reference data or setup is required
- Resources do not need to exist elsewhere in the system
This makes Resources suitable for ad-hoc and flexible use.
Adding Resources to a Work Order
Resources are added directly from within a Work Order. To add a Resource:
- Open the Work Order
- Navigate to the Resources section
- Select + Add Resource
- Enter the Name of the resource
- Enter the Quantity required/used
- Enter a Cost if applicable
- Add Notes to provide context or additional information
- Click Save
Cost behaviour
Resource costs are recorded as entered.
This means:
- Costs are not calculated automatically
- Costs do not inherit default rates
- Resource costs are included in Work Order cost totals if configured
Resources are intended for resource planning and only contain simple cost capture, not detailed financial allocation.
Example of Resources in use
A maintenance task requires reserving the specialist lifting jig from the site store. The Work Order includes:
- Name: Engine lifting jig
- Quantity: 1
- Cost: N/A
- Notes: Required for 3 hours for the safe removal of engine assembly
This information provides future visibility into what was required to complete similar work.
Important considerations and best practices
- Use clear and consistent naming for Resources
- Record Resources that are relevant to job planning or safety
- Avoid duplicating Parts, Labour, or Services as Resources
- Use Notes to clarify unusual or one-off items
- Enter costs carefully, as they are not validated by the system
- Resources remain part of the permanent Work Order history
Resources provide a simple and flexible way to capture supporting information that would otherwise be lost, improving maintenance records and future planning.