Parts inventory

The parts inventory is your catalog of parts and accessories with live stock at every rooftop. It feeds repair orders and the web store: when a technician uses a part or a shopper buys one, the stock here changes. Every change is written to a stock ledger, so you can always see why a number is what it is.

Before you start #

• Parts inventory comes with the service plan feature (Pro and Enterprise). See plans and trials.
• You need parts.view to see the catalog. Other tasks need more keys; see Permissions below.

Find your way around #

Open Service & parts › Parts inventory.

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1. + New part, Import CSV / price list and Export CSV.
2. Tabs: Catalog, Lookup & quote, Purchase orders, Special orders, Reservations, Returns, Cores, Vendors, Reports and Settings.
3. Search by part number, description or brand, and filter by manufacturer, category and active parts.
4. Available = on hand minus what is reserved for repair orders and web orders. Stock totals cover your rooftops.

Add or import parts #

One part at a time

1. Select + New part.
2. Enter the part number, manufacturer / brand, description, category and unit of measure.
3. Enter the list price, default cost and any core charge. Choose a default vendor.
4. If the part replaces an older number, fill in Superseded by on the old part with the new part number.
5. Add fitment notes, set Taxable and Active, and save.

From a CSV file or price list

1. Select Import CSV / price list.
2. Choose a CSV file (up to 4 MB and 5,000 rows) or paste the rows.
3. Choose the Mode: Add new parts and update existing ones, or Price list: update existing parts only.
4. Select Preview (dry run). Each row shows whether it will be created, updated, unchanged, skipped or has an error, with the old and new value of every change.
5. Select Apply import to save everything in one go.

Recognized columns include part_number (or sku), manufacturer (or brand), description, category, uom, list_price (or msrp), cost, taxable, core_charge, superseded_by, fitment_notes and active. Empty cells keep the current value.

A part's page #

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1. Edit and Quote.
2. Details: list price, cost, core charge, category, unit and vendor, plus fitment and supersession.
3. Stock by rooftop: bin, on hand, reserved, available, on order, reorder point and average cost.
4. Adjust or count: add or remove stock with a reason, or record a shelf count.
5. Bin and reorder levels per rooftop, and Transfer between rooftops.

Further down, Open reservations lists which repair orders or web orders hold the part, and the Stock ledger lists every movement.

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1. Movement: receive, adjust, transfer, reserve, use, return and more.
2. On hand after: the running balance.

Order and receive parts #

1. Open Purchase orders. Choose the vendor and the rooftop to deliver to, and select Start purchase order.
2. Add parts and quantities (cost defaults to the part's default cost). Special orders waiting to be ordered for that rooftop can be added with one click.
3. Select Mark as sent after you have sent the order to the vendor yourself. The parts now count as on order.
4. When the delivery arrives, select Receive, enter what came in (set a line to 0 to leave it on order) and save. Received parts fill waiting special orders first, then backorders for repair orders, oldest first.
5. Record a vendor backorder on a line with a quantity and expected date. Cancel order takes whatever is still outstanding off order.

The receiving screen is built for a phone or tablet at the back door.

Special orders, returns and cores #

• Special orders: a part ordered for one customer or job, with an optional deposit note. It moves from requested to ordered (added to a purchase order), received and completed.
• Reservations: parts held for repair orders and web orders. Use or release them here, or record an outside purchase. See parts on repair orders.
• Returns: return parts to a vendor with a reason and RMA number; mark them shipped and record the credit.
• Cores: a core is owed whenever a part with a core charge is used on a job. Mark it Returned to vendor, then Credited.

Lookup, reports and settings #

• Lookup & quote: check availability at every rooftop, alternatives and supersession, fitment and a price with tax and core charge. It is a quote only; nothing is reserved or sold.
• Reports: Low stock (parts below their reorder point, with a suggested order quantity), Inventory valuation at cost by rooftop and category, waiting on parts, and a catalog and stock CSV.
• Settings: allow negative stock per rooftop (off by default), and the status of OEM catalog feeds.

Tips #

• Set bins and reorder points on your fast movers first; the low-stock report becomes your daily order list.
• Use Record count after a shelf count instead of working out the difference yourself.
• Keep supersessions in the catalog. Repair orders and the web store follow them to the current part.

Permissions #

Limitations #