Overview
Purchase History in UpKeep automatically tracks inventory purchases and calculates a real-time average cost for parts, improving work order accuracy and inventory cost visibility without manual updates.
Instead of relying on a static, manually entered cost, UpKeep calculates the average based on actual purchase data over time. This ensures more accurate costing and better decision-making.
This feature is ideal for maintenance managers, inventory leads, and procurement teams who want real-time cost accuracy without manual upkeep.
Prerequisites
Hierarchical Parts / Multi-Location Inventory must be enabled
Admin permissions are required to access the Purchase History tab
Feature toggle available under Settings > Inventory > General
Enable Purchase History
Navigate to Settings > Inventory > General
Toggle on Enable Purchase History
Note: This toggle only appears if Hierarchical Parts / Multi-Location Inventory is already enabled.
View Average Cost on the Parts List
Go to the Parts List
Locate the Cost (Avg) column. This displays the calculated average cost for each part
View Purchase History on a Part
Open any Part Detail page
In the Details section, locate the Cost (Avg) field
Click the Purchase History tab (admin only) to view full history
Understand the Purchase History Tab
Summary Cards
Quantity Purchased
Average Cost (All Time)
Table Columns
Created Date
Purchase Date
Vendor
Quantity
Unit Cost
Total Cost
Purchase Order (P.O.)
Avg Change
Status
Available Actions
Add Purchase History: Manually add a cost record
Reset: Set a new baseline average cost
Excludes all previous records from calculations
Records remain visible but marked as excluded
Mark Not Included: Exclude individual records from the average without deleting them
Automatic Cost on Work Orders
When adding parts to a work order, the cost will automatically populate using the average historic cost instead of the static part cost.
Purchase Order Integration
Fulfilling a Purchase Order automatically creates purchase history records
Each PO fulfillment logs a purchase record for every part line item
How the Average Cost Is Calculated
Average Cost = Total Cost of Included Records ÷ Total Quantity
Excluding or deleting records triggers automatic recalculation
Resetting establishes a new baseline and excludes prior records
Tips and Best Practices
Use Reset sparingly: Best for major vendor changes or pricing corrections
Use Mark Not Included for one-off anomalies: Ex. emergency purchases at inflated prices
Encourage consistent PO fulfillment in UpKeep: Ensures accurate and automatic cost tracking
Review the Avg Change column regularly: Helps identify cost trends and vendor pricing shifts
FAQ
Do I need a specific plan tier to use this feature?
You need Hierarchical Parts / Multi-Location Inventory enabled. Contact your CSM or account manager for eligibility.
Can non-admin users see Purchase History?
Non-admin users can view the Cost (Avg) field, but the Purchase History tab is admin-only.
What happens if I reset the average cost?
All previous records are excluded from calculations (but not deleted). The new value becomes the baseline for future calculations.
Does this affect existing work order costs?
No. Only new part additions will use the average cost. Existing work orders are not updated retroactively.
Can I manually add purchase history without a PO?
Yes. Use the Add Purchase History button in the Purchase History tab to log records manually.