Parts on repair orders

When a repair order needs parts from your parts inventory, add them from the catalog. MotoDealerHQ reserves the stock at the RO's rooftop straight away, orders what is missing, and shows Waiting on Parts on the RO until it arrives. When the technician uses a part, its real cost is recorded, so your gross profit is right.

Before you start #

• Your parts must be in the parts catalog. See parts inventory.
• You need service.parts.manage (Service Advisor, Parts Employee, Parts Manager, Service Manager, General Manager, Tenant Owner).

Add a part from the catalog #

1. Open the RO and scroll to Parts from inventory.
2. Open Add a part from the catalog.
3. Enter the Part number. Add the Manufacturer only if two manufacturers share the number.
4. Enter the Quantity. Leave Price each empty to use the catalog list price.
5. Choose what happens If not enough stock: Backorder the rest, Special-order the rest, or Do not add unless in stock.
6. Choose Approved (reserve now), or Recommended (reserve after approval) for parts the customer still has to approve.
7. Select Add and reserve.

If the number you typed was replaced by a newer part number, the line uses the current part and notes that it replaces a superseded number. A part with a core charge stores the core charge on the line.

(open full size)

1. Parts status of the RO: No parts, Waiting on Parts, Parts reserved or Parts used.
2. Waiting: units on backorder or special order.
3. Add a part from the catalog.
4. Record an outside purchase.

While parts are on order #

• The RO's status changes to Waiting on parts while any approved part is waiting, and goes back to its earlier status when everything is in.
• Waiting units are filled automatically, oldest first, when stock arrives at the rooftop (a purchase order receipt, a positive adjustment or a transfer in). A special order is filled only from its own purchase order line.
• The customer's RO link and the status lookup show that the job is waiting on parts.

Use, release and return parts #

• Use on job: takes the reserved units off the shelf and records their cost (the rooftop's average cost).
• Release: puts reserved units back into available stock, for example if the plan changed. Declining or removing a line releases its stock too. A part already used must be returned first.
• Reserve: reserves a line again after it was released, with the same choice for missing stock.
• Customer return: enter the quantity the customer brought back. The units go back on the shelf at the cost they left at, and the customer is billed for fewer units.

When you close the RO, every part still held for approved work is used automatically. The RO cannot be closed while approved parts are still on order.

Outside purchases #

Sometimes you buy a part at a store down the road to finish a job.

1. Open Record an outside purchase.
2. Enter the catalog part number, quantity, what you Paid each, the Price to charge each, where it was Bought at and the receipt number.
3. Select Record and use. The part is used on the job at what you paid. It does not change the rooftop's average cost.

Manual part lines #

The Parts section also has Add a part for a quick line that is not linked to the catalog (part number, description, quantity, price, source and stock status). Manual lines do not reserve or use stock. Use catalog parts whenever you can.

Tips #

• Add parts as Recommended while the estimate is with the customer. They are reserved once approved.
• The Waiting on parts report shows ROs waiting now and the parts that delayed jobs.
• Parts staff see every reservation under Parts inventory › Reservations.

Permissions #

Limitations #