Parts & Purchase Orders
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📦 Parts keeps your parts catalog and what you have in stock where. With purchase orders, it also orders from your suppliers and receives what arrives. Parts and purchase orders are on Pro Standard and up.
The catalog
The Catalog tab lists your parts: part number, description, maker, what each sells for, and how many are on hand, reserved and available. Search by part number, description, maker or barcode; Show retired includes parts you no longer use.
+ Add part takes a description, part number, OEM or aftermarket, supplier, unit cost, markup % or sell price, barcode / UPC, what it fits (makes and models), whether it's taxable, and whether it's active. Costs follow your organization's cost setting (see Admin & Settings).
- Import CSV adds or updates parts from a spreadsheet, with the columns part_number, description, manufacturer, sourcing (oem or aftermarket), supplier, unit_cost, sell_price, markup_percent, taxable (yes/no), barcode, compatible_with and active. Check shows what it will do before you import.
- Export CSV downloads the catalog.
- Print labels makes a sheet of barcode labels (Avery 5160) for parts without a barcode of their own; Print label on a part prints just its own. Choose how many copies of each, and how many labels on the first sheet are already used.
Stock
Locations are where you keep stock: the yard, a van, a dock box. One is the default, and parts on jobs are reserved and used from there. Admins and Managers manage locations.
The Stock tab shows each part at each location: on hand, reserved for open jobs, available, and incoming on sent purchase orders. On a part's page, Staff and up can:
- Receive stock into a location, with an optional cost and note (supplier invoice, PO…);
- Count it, setting what's on hand to what you counted;
- Transfer it between locations (add a second location first);
- set a Reorder point: when on hand plus incoming drops below it, the part shows on Low stock, with a suggested order.
Every change is in the part's History, with who made it and the work order or purchase order it was for.
Parts on work orders
A work order line can come + From catalog. Its part is reserved while the job is open, and taken from stock when the job is completed (only what wasn't already used on the job). Stock can go below zero, so a job is never held up by the count.
Scanning
Anywhere there's a Scan or type a barcode / part number box, you can use:
- a barcode scanner that types into the box (most USB and Bluetooth scanners do);
- your camera: tap 📷 Camera and hold the barcode inside the box;
- or type the code.
A code that isn't in your catalog can be linked to a part (it becomes that part's barcode) or start a New part.
- Count tab: choose the location, then scan each part; each scan adds one. Parts you don't count are left as they are.
- Receiving an order: scan what arrived, and each scan adds one to its line.
- My Jobs: Use a part takes a scanned part from stock and puts it on the job, even without signal (see My Jobs).
Suppliers
The Suppliers tab keeps who you buy from: name, contact, the email orders go to, phone, your account number and payment terms. Admins and Managers manage suppliers.
Purchase orders
The Orders tab lists your purchase orders (PO-1001, PO-1002…), with their supplier, status, when they're needed by and total. Show received and cancelled includes closed ones.
Starting one
- + New order: choose the supplier and where it ships to, an optional Needed by date, and the lines: parts from the catalog (with the supplier's part number) or + Free-text line for anything else, like freight.
- Start an order on Low stock fills in what's running low, with the supplier picked by name.
- Order missing parts on a work order fills in the job's catalog parts that aren't in stock or already on order, and links the order to the job.
Anyone from Staff up can start an order. Staff can't send it: Ask to approve tells your Admins and Managers, with an optional note.
Sending
Send to supplier (or Approve and send, Admins and Managers) emails the order as a PDF to the supplier, from your organization's name, with replies coming to you. Send again re-sends it, and PDF downloads it. Purchase orders go out under the same limits as customer email (see Customer Email & Texts).
Receiving
Receive takes in what arrived: enter how many of each line came (or Fill in everything outstanding), which location it goes into, and an optional note such as the packing slip number. Receiving more than was ordered asks you to confirm it (Receive anyway). Free-text lines are counted as received but don't touch stock.
When an order is fully received, its jobs that were waiting in Awaiting Parts, with no other order still coming for them, go back to Scheduled, and each job's assigned tech is told the parts are in.
Cancel order (Admins and Managers) stops what hasn't arrived from counting as incoming; what was received stays in stock. Staff can discard a draft they started.
A work order lists its Parts orders and their status.
Bills in QuickBooks
If your organization uses QuickBooks Online, each receipt becomes a bill in QuickBooks for what arrived, at the order's costs, ready for your bookkeeper to pay:
- the supplier becomes a vendor in QuickBooks (the vendor with the same name if you have one, or a new one);
- the first receipt's bill is numbered like the order (PO-1001), the next PO-1001-2, and so on;
- the lines go to one expense account, picked the first time: your first Cost of Goods Sold account, or else an expense account for supplies, parts or materials.
The order's QuickBooks section (Admins and Managers) lists its bills with Open in QuickBooks. A bill QuickBooks didn't take says why and has Send again.