Order Parts

This document walks you placing a part on the Order List, using the Suggested Reorder function, creating the Purchase Order, and ordering the part.

Add Parts to the Order List from a Parts or Service Invoice

Add Parts to the Order List from the Master Inventory

Open the Order List

Add Parts to the Order List Directly

Add Parts Manually

Add Parts Using Suggested Reorder

Create Purchase Order(s)

Order Parts via Purchase Order 

Add Parts to the Order List from a Parts or Service Invoice

1. Open the Parts & Service module.
2. Open either a parts invoice or a service invoice.
3. Click the Order Parts button in the lower right of the invoice. This will open the Place on Order List window.

4. By default, only parts that do not have a quantity on hand will show on the Place on Order List window. You can show all parts by selecting the All Parts button in the upper left.
5. Verify that the box is checked in the Order column for the part(s) you wish to order.
6. Click the Place on Order List button to add the selected parts to the Order List.

Add Parts to the Order List from the Master Inventory

1. Open the Parts & Service module.
2. Select the Parts Master Inventory link from the menu on the left side of the window. This will open a part search screen.
3. Locate the part and open the master inventory part profile of the part you would like to order..
4. Select the Order Part button at the bottom of the part. This will open the order list where you can enter a quantity to order.

Open the Orderlist

To begin a new parts purchase order, the parts need to be on the Parts Ordering List. You can add parts that need to be ordered to this list.

1. Open the Parts & Service module
2. Under the Tools section of the menu tree on the left side of the screen, select the Order List option.

Add Parts to the Order List Directly

The Parts Ordering List will give all the part information and fields to customize the order, like quantity, packaging ratio, supplier, and comments.

Add Parts Manually

1. Click the Add Part button in the lower right of the window. This will add a new blank row to the order list. Alternatively, you can choose the Add Multiple Parts button to open a parts search window to select multiple parts to add.
2. Enter the Part Number to add the part to be ordered.
3. Enter the Quantity for the part.
4. Optionally you may change the Supplier if you wish to order from a different supplier than the default supplier for the part.

Add Parts Using Suggested Reorder

The Suggested Reorder is a way to populate all the parts in the master inventory that need re-ordering (based on the Min/Max numbers on the part's Master Inventory profile).

5. At the bottom of the Order List, select the Suggested Reorder button. This will open the Suggested Reorder window.

6. To add parts for a specific entity, you may select the Entity or Entity Number from the applicable dropdown.
7. You may use the Exclusion checkboxes to exclude parts with the obsolete box checked (Obsolete), parts with the Prompt for Cost box checked (Miscellaneous), parts with the Non Stock box checked (Non-Stock), or parts with the clearance box checked (Clearance).
8. Select the company or companies for whom you wish to order by clicking the box for them in the table.
9. Click the New Order button in the lower right of the window. This will return you to the Order List and show all of the parts.

Create Purchase Order(s)

1. After adding each part you want to order to this list, click the Create POs button. If there are parts  being ordered from multiple suppliers, the system will ask you to choose which supplier(s) you want to create a PO for.

With multiple parts being available from different vendors, the Purchase Order system will always display the cost of the part from each Price Book and alert you if you can get this part for cheaper from a different vendor.

2. Check the box for each supplier for whom you want to create purchase orders.
3. Select the OK button. This will open window with the list of new purchase orders.

4. Click over an order's row to highlight it.
5. Choose the Open button to open the purchase order.

Order Parts via Purchase Order

On the Purchase Order, the supplier’s information shows at the top of the invoice and it lists all the parts that have been ordered in relation to that supplier.

Note: This is your last point to add or subtract anything from the PO before ordering.

1. You may need to click the Edit button in the lower right of the PO to unlock the record.
2. Update the quantities to order. Clicking over a row will show detailed information about this part below the list of parts. You can add new parts by clicking the Add New Item button.
3. Once everything is set, click the Order Now button and this will order the PO.