Parts and stock
Ordering parts for a job, reorder rules and supplier bills
When an approved part is not in stock, Order Parts buys the shortage from the part's vendor for that job card. The job card waits on the supplier until the delivery is received. Reorder rules buy for each branch and van by themselves, and the supplier's bill is made from the purchase order.
PlansFrom Scale
The problem it solves
- A car sits in the bay for days because nobody ordered the part the customer approved.
- The advisor cannot tell the customer when the car will be ready, because nobody knows the order is late.
- Fast-moving parts run out because reordering depends on someone remembering.
How it works
- 01
The customer approves a part that is short. On the job card, click Order Parts.
- 02
The shortage is bought from the part's usual vendor into the branch's warehouse. In the app the advisor can pick the vendor, with each vendor's price and lead time.
- 03
The job card goes on hold, waiting on the supplier. The hold counts in the Waiting Time report.
- 04
When the delivery comes, receive it in Garage > Parts > Buying > Receipts. Once all of it is received, the hold ends by itself; issue the parts to the job card.
- 05
The supplier's bill is made from the purchase order as usual.
- 06
For stock parts, set reorder rules (minimum and maximum) per branch or van. When a part falls below its minimum, it is bought for that branch by itself.
Everything it does
Order Parts for a job
- Buys only what is short on the approved part lines
- From the part's vendor on the product; in the app, choose among its vendors with price and lead time, or a recent vendor
- Special Orders button at the top of the job card opens its orders and their state
- Approved part lines show how many are on order
Hold while waiting
- The job card is on hold, waiting on the supplier
- The hold ends when the whole delivery is received
- Waiting days show on the job card and in the Waiting Time report
Reorder rules
- Minimum and maximum per part, per branch or per van, under Garage > Parts > Buying > Reorder Rules (managers)
- Purchases are made for the branch below the minimum
- Refill Van brings a van up to its own rules from the store
Purchases and bills
- Garage > Parts > Buying > Purchases: requests for quotation and purchase orders
- Garage > Parts > Buying > Receipts: incoming deliveries
- The supplier bill is made from the purchase order and posts to the books
Who uses it
Where you use it
- Web: the job card's Order Parts and Special Orders buttons; Garage > Parts > Buying > Purchases, Receipts, Reorder Rules
- The SmartMy Garage app: Order Parts with the vendor sheet and the special orders' state on the job card. Built and in testing, not in the app stores yet.
- Not without signal: Order Parts needs signal, on purpose, for live stock and prices
What you control
Settings
- Per product: its vendors, prices and lead times
- Reorder rules per part and per branch or van
FAQ
Questions, answered.
Does the customer know the car is waiting for a part?
The job card is on hold, waiting on the supplier, and the customer's job page shows its status in plain words. The hold ends by itself when the parts are received.
Can the advisor choose the supplier?
Yes, in the app: Order Parts shows each vendor of the short parts with price and lead time. On the web the order goes to the part's usual vendor, and can be changed on the purchase order.
Do reorder rules work per van?
Yes. A van has its own rules, and Refill Van fills it from the branch store up to them.
Is this in Growth?
No. Growth records parts used without stock or purchasing. Order Parts, reorder rules and supplier bills start in Scale.
Related
Related features.
Parts stock per branch and service van, with lots and serialsFrom Scale
Each branch keeps its own parts stock, and each service van carries its own. Issuing a part to a job card takes it out of the store or the van. A return puts it back at the same value. Counter sales leave the branch stock too. Lots and serial numbers are scanned, and vans are refilled to their rules.
On hold by who it waits on, the customer's own parts and waiting timeEvery plan
Put a job card on hold with why and who it waits on: the customer, a supplier, the insurer or your own side. Holds for the customer's own parts, special orders and insurance claims start and end by themselves. The Waiting Time report shows where the days go.
Parts and consumables per job card by scan, with shop suppliesFrom Growth
Record what was really fitted on each vehicle: every part and consumable, how many, who took it, for which task and at what cost. Scan a barcode to issue or return, and bill parts through their approved estimate line. Add one shop supplies fee instead of billing rags and cleaner one by one.
Supplier warranty claims for failed partsFrom Scale
When a part you fitted fails within the supplier's warranty, claim it back from the rework job card. The supplier, the original purchase and the part's value are found from its serial number or purchase date. Send the part back, then record a credit note, a replacement or a rejection.
Parts and cars moved between branchesEnterprise only
A branch short of a part asks another branch for it. The supplying branch approves and ships, and the asking branch receives, with lots and serials. The job card waits until the parts arrive. A car can also go to another branch's workshop, such as the group's body shop, with the work charged back.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.