IMPORTANT! Backing Up Your Data File

It is important to backup your data file on a regular basis. Unfortunately computers are prone to suffer problems which can result in the loss of your valuable data. Problems may include failure of a hard disk (the device in your computer that stores your data) or power failures that may result in corruption of files being used at the time of the failure.

The Data File

Parts Tracker stores all of your data in a file on your hard disk. The name of the file is PartsTrackerData4_0.

  • Note: The numbers “4_0” depend on the version of Parts Tracker.
  • Note: The filename includes an extension “.mdb” on the end which may or may not be visible depending on your Windows settings.

Typically this file found in the following folder: C:\Program Files\Parts Tracker\ but you may have re-configured Parts Tracker to store it elsewhere (e.g. on a network drive).

Previous Copies Kept By Parts Tracker

Parts Tracker automatically creates copies of your data file in a sub-folder called “Backup” within the folder where the data file resides. It does this daily as well as when certain major operations are performed: compaction, parts import, database update.

The daily copies are pruned (deleted) when older than seven days.

Back-up Your Data File

You should copy the data file and the previous copies to another storage device on a regular basis. This is important to allow you to get (most of) your data back if your computer hard-drive fails and unreadable.

You can use a 3rd party backup tool, a cloud drive, or any other mechanism you currently use to backup your personal files (e.g. copying files to an external hard drive, or a flash drive).

Cloud Backup

The Parts Tracker data file is often quite large (typical sites range from 5 to 20MB). Cloud drive synchronisation of a large file can be slow when the file is in use (i.e. when Parts Tracker is open).

To improve performance, you can limit the cloud sync to only the Backup folder and not the actual data file. The cloud will contain a backup no older than one day, but performance will be better. Check your cloud service’s settings and documentation for details on how to specify which folder gets synced to the cloud.

IMPORTANT: You should not use a cloud drive service as a way to share the data file with multiple users who might use Parts Tracker at the same time. This WILL cause data loss when users make changes at the same time – they will overwrite each other’s changes, or will only see their own changes (and if you operate like that for a long time you’ll end up with two very different sets of data).

Restoring a Previous Copy

To restore a previous backup copy of the data file, do the following:

  1. Close Parts Tracker.
  2. Move your current data file somewhere in case you change your mind later.
  3. Copy the file you want to restore from the Backup folder to the folder where the current data file resides.
  4. Rename the backup file to PartsTrackerData4_0 (since Parts Tracker expects to find a file of that name).
  5. Open Parts Tracker and check that the data is what you expect (i.e. you’ve restored the data you want).
  6. Repeat with a different backup file if necessary.
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How Stock Quantities Work

The stock quantity of a part is how many of the item you have in stock.

Each part can have two “in stock” values – one value for the quantity of “new” stock, and one value for the quantity of “second-hand” stock (aka, salvaged, ex, etc). You don’t have to use both figures – many sites just use the “new” quantity.

There are several ways in which in stock quantities will change:

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Check the Revision History for Recent Updates

Recent updates have been minor enhancements and fixes for Windows 7 compatibility. You can check the list of changes here: Revision History.

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v4.0.17 Fix Released


  • Resolved a problem with an error on startup (Windows 7, 32-bit).
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v4.0.16 Fix Released


  • Fixed a problem in the previous update that caused Parts Import to stop working.
  • Fixed a problem in the previous update that caused the reminders list on the order screen to stop working.
  • Finance summary was not being refreshed correctly when first opened (therefore showing old figures).
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v4.0.15 Minor Update Released


  • The Equipment Asset Report now includes part number and serial number.
  • Stock Sheets (accessible via the Stock Cards window) now include Used part qty.


  • Made currency fields large in various places to prevent large values being chopped off (especially in European currencies).
  • The labels for Make and Model in the Equipment Asset Report are now the correct words (were mis-labelled).
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v4.0.14 Minor Update Released


  • The Trouble Call log window now shows the Call Type buttons in two columns instead of three so that longer call type names can fit in. (Unless there are more than 32 call types, in which case it displays three columns because two columns aren’t enough.)


  • Fix error that occurred when deleting sub-tasks for multi-machine shift tasks.
  • Fixed a bug causing a blank machine list for a shift task if previous group was completed prior to due date.
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v4.0.12 Minor Update Released


  • You can now view instructions for scheduled shift tasks from within the daily task list.
  • The Parts List now allows deleting parts. To do so, select one or more rows (by clicking and/or dragging the mouse in the left margin) and press the DEL or DELETE key on your keyboard.
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v4.0.11 Minor Update Released


  • The Current Stock Report now allows selecting three modes of operation: Show both new and used parts, show only new parts, show only used parts.
  • The Daily Tasks window now supports up to 5 shifts (previously it only supported 2 even though the settings window stated that 5 were supported).


  • Stock card bin list is now sorted alphabetically.
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Minor update v4.0.9 has been released


  • The shift task list now displays a visible alert when the current shift or the current user has an assigned task due.
  • The Open Order window has been improved: larger list, more details shown, simpler filter selection, preview of multiple order items.
  • Parts Tracker will no longer revert to a blank (local) data file if the network data file is not found.


  • The Parts Usage report would not display when a used part appeared more than once on the same order. This issue is now fixed.
  • The Part Shortage report and Part Suggestions list were miscalculating the Qty to order (by not considering current orders correctly).
  • An error message is no longer displayed when changing the supplier on an order if the order contains an item with no part number.
  • An error message is no longer displayed if a task schedule’s shift is cleared.
  • Marking a completed task as uncompleted now clears ‘completed by user’.
  • Some minor cosmetic changes.
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