Demand arrives on its own
Life limits in CAMO open requisitions here without duplicates; the buyer starts from a list, not from an email.
Aviation parts inventory and supply chain software The part you ordered is the part that landed in stock.
AerSynx Supply is aviation parts inventory and supply chain software for procurement, stores and parts sales teams, covering part requests, stock, orders, part traceability and AOG, loan and exchange processes.
RFQs, quotes, sales, repair and exchange orders, stock and Form 1 / 8130-3 certificates in one chain for aviation parts trading and procurement.
For the buyer, the stores keeper, the trader and the logistics coordinator who share one stock and one partner list.
Trace one part from request to shelf.
- 7 key modules
- one part master, company-owned stock
- approval chain by amount
FROM EMAIL TO ERP, WITHOUT RE-TYPING
Your customer emails. AerSynx does the work. Your team checks and approves.
The request already exists, in an email. Typing the same information again into the ERP is not work, it is lost time. Asking a person to compare it by eye against stock the system already holds is stranger still. AerSynx removes both steps before anything else: the email comes in, AerSynx reads it, opens the RFQ and matches it to your inventory. What is left for your team is to check and approve.
- 01Your customer emailsA request for quote, written the way your customers always write it.
- 02AerSynx picks it upThe email reaches AerSynx on its own from your mailbox. Nobody forwards, copies or pastes.
- 03AI reads and records itPart numbers, quantities and the customer are read and written into a customer RFQ.
- 04Matched to your inventoryEach line is matched against your parts catalogue and the stock you already hold.
- 05Your team approvesAn employee checks the draft and approves it. Nothing is written, quoted or sent without that approval.
- Procurement runs the same way: supplier RFQs and purchase orders go out from the system, and supplier replies are recorded into the quote pool without re-typing.
- Supplier RFQs and customer quotations leave from the sender's own mailbox, so the conversation stays in your domain.
- AI does the reading and the typing; the decision stays with a person. Nothing is quoted, ordered or sent by AI on its own.
- AOG, Critical or Routine priority on RFQs, requisitions, purchase and repair orders; AOG customer and supplier RFQs have their own cards on the supply dashboard. AOG is a priority, not a separate order type.
WHAT CHANGES FOR YOU
One chain from RFQ to invoice
Supplier RFQs go out from the buyer's own mailbox, quotes land in a pool, the award becomes the PO, receiving checks the certificate, the stock unit is born owned by a company.
Cores, tools and sanctions handled
Exchange cores are tracked as obligations with due dates and penalties; tools carry calibration state; every partner is screened nightly against four lists.
SIGNATURE WORKFLOW
One part, request to shelf, with its paper.
Every stage is a record that points at the one before it. Nothing is re-keyed.
- 01CAMO demand
LLP HPT Disk 1 · 1,250 FC leftthreshold crossed on ESN 894112 - 02Requisition
REQ-2026-0088opened by a life limit, deduped - 03Supplier RFQ
SRFQ-0142 · 3 vendorssent from the buyer's mailbox - 04Quote pool
SQ-0417 · $142,500evaluated side by side - 05Award → PO
PO-HLL-2026-0231chain: buyer → manager → CFO - 06Receiving
GRN-2026-0402 · Form 1 ✓certificate checked on receipt - 07Stock unit
SU-00931 · owner Hazar Leasing Ltdreserved for TC-AXB
Core ObligationsExchange and loan cores are obligations with a due date from the partner's own terms, aging buckets, penalties suggested when overdue and billed only by a person, and automatic credit notes when the core returns. One engine, both directions.
ToolsA tool is not a part. Its own catalogue, a permanent tag, calibration inherited from the definition, loans with due dates. Out of calibration is flagged when the tool is checked out.
IN THE FIRST SESSION
From your spreadsheets to one part master
- 01Bring the part master and partner listThe part master as an Excel workbook, up to 10,000 rows, and business partners as an Excel workbook from the import template.
- 02Every row is checkedPart master rows with a duplicate or archived P/N, or an unknown part kind, are skipped and returned in an error workbook. Partner rows are classed as ready, update, possible duplicate or invalid.
- 03You decide the duplicatesThe partner import is staged and cannot be committed while a possible duplicate has no decision. From then on, a received part that needs a certificate stays in quarantine until the certificate is verified.
CONNECTS TO
KEY MODULES
Inventory
Serial and batch traceability, certificates on receipt, quarantine, stock movements, requisitions, replenishment suggestions and intercompany transfers, on one part master shared by the whole organisation. Every stock unit is owned by a company, never by the tenant as a whole, so 'whose asset is it' is answered on the unit itself.
- serial & batch
- company-owned units
- intercompany transfers
Company-owned stock, traceability
- serial & batch
- company-owned units
- intercompany transfers
Procurement
Supplier RFQs sent from the buyer's own mailbox, a quote pool where answers land, evaluations, purchase orders and repair orders with an approval chain by amount that walks the title hierarchy. The award becomes the PO; the PO becomes the receiving expectation.
- buyer's own mailbox
- quote pool
- approval chain by amount
ALL MODULES IN SUPPLY
| Module | Primary job | Signals |
|---|---|---|
| Inventory | Company-owned stock, traceability | serial & batchcompany-owned units |
| Sales & Quotation | RFQ to sales order | AI email intake, reviewedexplicit grant to quote |
| Procurement | Supplier RFQ to purchase order | buyer's own mailboxquote pool |
| Logistics | Shipments, customs, RMA | hourly carrier synccustoms & RMA |
| Core Obligations | Exchange and loan core control | due from partner termspenalty needs a person |
| Vendor Billing and Payables | Vendor invoices and payments | tied to the ordercredit & debit notes |
| Tools | Tool catalogue and calibration | tool ≠ partcalibration inherited |
Inventory
Serial and batch traceability, certificates on receipt, quarantine, stock movements, requisitions, replenishment suggestions and intercompany transfers, on one part master shared by the whole organisation. Every stock unit is owned by a company, never by the tenant as a whole, so 'whose asset is it' is answered on the unit itself.
Sales & Quotation
Customer RFQs, including intake from plain email structured by AI and written only after a person reviews it, quotations, sales orders and invoices. Sending a quotation commits a price to the outside world and therefore requires an explicit grant, not just an amount limit.
Procurement
Supplier RFQs sent from the buyer's own mailbox, a quote pool where answers land, evaluations, purchase orders and repair orders with an approval chain by amount that walks the title hierarchy. The award becomes the PO; the PO becomes the receiving expectation.
Logistics
Handoffs, picking, inbound and outbound shipments with carrier tracking synced every hour, customs entries and RMA. A delivered exchange shipment opens the customer's core obligation on its own.
Core Obligations
Exchange and loan cores tracked as obligations with a due date from the partner's own return terms, aging buckets, penalties suggested when a core is overdue and billed only when a person decides, and automatic credit notes when the core comes back. One engine serves the buying and the selling side; only the direction differs.
Vendor Billing and Payables
Vendor invoices, credit and debit notes, returns, payments, balances and due-date tracking, tied to the order that created the obligation. The money side of a purchase is a record, not a spreadsheet next to it.
Tools
A tool is not a part: it has its own catalogue, physical items with a permanent tag, calibration and inspection state inherited from the definition, loans with due dates and a daily report. A tool checked out past its calibration or inspection date is flagged on the loan record; tools enter the system only through an order, like everything else.
REPAIR ORDERS
Repair orders that measure every shop against its first promise.
A repair starts like a purchase: a request, a repair RFQ to approved shops, a side-by-side comparison that shows each shop's own repair record, and an award that opens the repair order. AOG work and agreement shops can go straight to a repair order.
- The first plan is locked: the winning shop's turnaround and price cannot be edited afterwards.
- Every extension is recorded with the old date, the new date and the reason; extending a promise does not erase the delay.
- Each line has a timeline of first plan against actual, and shows where the days went: shop, us or the forwarder.
- The unit comes back under the same tag and the same S/N; a different S/N stops the receipt and offers an exchange instead.
- Parts that need a certificate return with an EASA Form 1 or FAA 8130-3 and stay in quarantine until quality releases them.
- Repair performance per shop: on time against the first and the last promise, median turnaround, slip, extensions per line, price against the first quote and BER rate. Medians, not averages; missing data is shown as missing, never estimated.
EXCHANGE ORDERS AND THE CORE CLOCK
One exchange order for buying, selling and repair-to-exchange.
An exchange order has its own number and list, in three directions: purchase, sales and from repair, when a shop offers a different serviceable unit instead of repairing yours. A core clock on every line shows the due date, the late fee per period and what happens if the core is BER.
- Pricing: One-to-one, Flat with excluded materials listed by P/N, or Exchange + repair.
- Sequence: Unit first or Core first. Repair-to-exchange is always Core first, because the core is already at the shop.
- Core clock: due date, grace period, estimated late fee per period, and conversion to an outright purchase if the core never goes back.
- The supplier's core decision, Accepted or BER, is recorded with its promised date; BER makes the core charge payable.
- Late fee, core charge and excluded-material invoices are linked to the exchange line; AOG fee, overtime and expedite are recorded as separate extra charges.
- Sales side: an overdue customer core is flagged every day, and no late fee or core charge is billed until a person decides to bill or waive it.
LOAN ORDERS
Loaned parts and tools on their own order, with the clock running.
A loan order covers parts and tools you lend out or borrow in, with a number of its own and a separate path from exchange. The return is inspected, and one invoice at the end bills the days actually used.
- Out or in, part or tool, on one loan order.
- Daily rate with minimum days or a fixed fee, plus a daily late fee after the due date.
- Return inspection: a damaged unit adds the repair cost, a BER unit is billed at its declared value.
- Convert to sale when the borrower keeps the unit; the days already used are billed.
- A borrowed unit sits on your shelf as someone else's property: not sellable and not in your stock valuation.
- The same S/N must come back; a different one is stopped and handled as an exchange. Overdue loans are flagged daily.
TEARDOWN AND PART-OUT
Teardown jobs from the warehouse to the shop to receiving.
A teardown job ships the unit to the shop through logistics, follows it through disassembly, brings the shop's parts list into receiving and spreads the cost over the harvested parts. The unit leaves stock only when logistics hands it to the forwarder.
- Stages with promised and actual dates: Planned, Shipment requested, Picked, In transit, At shop, Inducted, Disassembly, List received, List approved, Closed.
- The shop's parts list is imported with a template; approving it sends the parts to receiving and allocates the teardown cost across them.
- Activity keeps every note from the shop, stage change, shipment step and file upload on one timeline; Files holds reports, photos, quotes and invoices.
- Link a teardown to an existing project or create the project from it; one project can hold several teardowns, for example two engines from one aircraft.
PROJECTS AND PART-OUT TRACKING
A part-out project that tracks cost basis against sales recovery.
Projects bring the orders, repairs, sales and files of one piece of work into one place, so cost and recovery are tracked where the work happens. A Teardown / Part-out project follows nine phases from Acquisition to Close-out and shows when the investment pays back.
- Nine phases: Acquisition, Shipping, Induction, Disassembly, Parts list, Receiving, Repair, Selling, Close-out, with dates filled from the teardown, receiving, repair and sales records.
- Recovery chart: cumulative sales against the cost basis, with an estimated break-even date at the current sales pace.
- Harvest ranks the parts by value and marks the few that carry 80% of it, so selling starts in the right place.
- Needs attention lists late parts lists, repairs over their turnaround, late shipments and parts aging in stock.
- Purchase, repair and sales order lines link to a project; BER and outright losses from repairs are written to the project as cost.
- Project types: Teardown / Part-out, General, Inventory lot / Consignment measured by recovery, and Engine / APU shop visit measured by spend against budget and turnaround.
- Project health (On track, At risk, Off track) from the owner's weekly update, with a reminder and an "Update missing" flag when it goes quiet.
- Milestones and a timeline of baseline against actual, and a projects list that reads as a tracking table: health, phase, recovery, net, next milestone, late items and portfolio totals.
CERTIFIED RECEIVING
Form 1 and 8130-3 checked at the door, not at the audit.
Receiving ties the EASA Form 1 or FAA 8130-3 to the record of the part it came with, and the certificate follows the stock unit from then on. A part that needs a certificate stays in quarantine until a verified certificate is on file.
- Serial-tracked parts need an S/N; a missing one sends the line to quarantine.
- Every P/N and S/N pair has one identity: a serial that is already in stock, installed elsewhere or scrapped cannot be received again.
- After a repair the old certificate no longer counts; the unit needs a fresh Form 1 or 8130-3 to leave quarantine.
- Quarantine release goes through one check for every path, so no screen can skip it.
VENDOR PERFORMANCE
A vendor scorecard built from what actually happened.
Every supplier carries a 0–100 score and an A–E grade, recalculated from its own orders, receipts, repairs and RFQ answers, with a monthly snapshot so the trend is visible. The weights can be set by the organisation.
- On-time delivery, receiving quality, repair on-time and RFQ response rate make up the score.
- Repair performance per shop sits beside it, measured against the first promise.
- Dashboard widgets for vendor on-time, repair turnaround, quote response and order value by vendor.
IN THE BACKGROUND
Still working when nobody is logged in.
- HourlyCarrier tracking synced
- Weekdays 17:00ECB exchange rates
- DailyQuotation, reservation and calibration expiry checks
- DailyCore aging, penalties and credit notes
COMMON QUESTIONS
Supply
The questions this workspace gets asked most often.
What does aviation supply chain management software cover?
Inventory, quotation, sales, procurement, logistics, core obligations, payables and tooling — on one part master shared across the organisation. The parts catalogue and the partner list are common; the orders, agreements and the stock itself are owned company by company, because the question of whose money bought the part has one answer.
How does a maintenance requirement become a purchase order?
It arrives as demand on its own. When CAMO sweeps a life limit or a hard-time threshold, the requirement opens as a requisition in Supply with the aircraft and the limit attached. From there the chain runs RFQ to quotation to order to receipt to invoice without re-keying the part number at any step.
How is purchasing authority controlled?
By amount and by title. Each action a person can take is named individually, and orders above a title's approval limit walk an approval chain up the hierarchy rather than being blocked outright — a junior buyer can start the order that a manager confirms. Authority is managed on one screen, not per module.
Can one tenant run several legal entities in the same system?
Yes, and that is the point of the company axis. Part master data and business partners are shared across the organisation, while orders, agreements, invoices and stock carry the company that owns them. A user sees only the companies they have access to, and a partial total is reported as partial rather than presented as complete.
Does AI send quotes or place orders on its own?
No. AI reads incoming customer requests and turns them into draft RFQs matched to your parts catalogue and stock, but a person approves every record before it is written, and every quotation, RFQ and order is sent by a person. Automation removes the copying; the decision stays with your team.
How are repair shops measured?
Against their first promise. The winning shop's turnaround and price are locked when the repair order is opened, every extension is recorded with its reason, and the repair performance page shows on-time against the first and the last promise, median turnaround, slip, price against the first quote and BER rate, shop by shop.
What is the difference between an exchange order and a loan order?
An exchange swaps your unserviceable unit, the core, for a serviceable one, so a core clock, a late fee per period and a BER charge apply. A loan lends or borrows a unit that must come back with the same S/N, billed by the days used. AerSynx keeps them as two orders with their own numbers, and a loan that comes back with a different S/N is handled as an exchange.
IN THE FIRST SESSION
Trace one part from request to shelf.
Bring a real requisition. We take it through RFQ, quote pool, purchase order and receiving on your own part master and show the document trail at the end.