Part requests

A part request is how anyone in the shop says "we need this part". It lands on the To order list for whoever orders parts, and everyone can see where it is until it arrives. Requests can be for a repair, for a customer who wants to buy a part, or for the shop's own shelves.

Everyone at the store can request parts and work on part requests.

Request a part for a repair

1. Open the service order and go to the Part requests tab.
2. Select Request a part.
3. Enter the Part, and the Qty if it's more than one.
4. Add what you Quoted the customer, the Vendor if you know it, and a Note such as the colour or part number.
5. Select Request part.

The repair goes on hold as Part Requested and a note goes on it. When the part arrives, the repair goes back to Pending, ready for the bench.

Request a part from the list

1. Go to Part requests and select Part request.
2. Under For, choose A customer and find them, or The shelves (stock).
3. For a customer, pick which of their devices it's for, or Not one of these.
4. Fill in the part, quantity, what you quoted and the vendor if you know them.
5. Select Request part.

The list

The tabs are All open, To order, On order, On hold, Arrived, Stock, Mine and Closed. You can narrow any tab by vendor or search by part, customer or order number. A request waiting to be ordered for more than 3 days shows as overdue.

The To order tab groups requests by vendor, with a link to the vendor's website when you've saved one, so you can place one order per vendor.

Statuses

• To order: asked for, not ordered yet.
• Ordered and Shipped: on its way.
• Delayed, Back-ordered or Awaiting device: on hold.
• Arrived: it's here.
• Completed or Cancelled: closed.

Order and receive

Owners and managers order parts through purchase orders. On a request, select Order now, or tick several on the list and select Add to a purchase order…, then choose the vendor. See Purchase orders. When the delivery comes in, select Receive on and the purchase order number to mark its parts arrived.

For a request that isn't on a purchase order, select It arrived when it comes in, and Mark completed once it's been used or picked up. To set any other status, open the More actions menu and select Change status….

Keep track of a request

A request's page shows a progress bar and a line saying where it's at, such as "Ordered from your vendor. Waiting for it to ship."

• Vendor: select Edit to record who it's ordered from, the order number and the tracking number.
• Details: the part, what it fits, the quantity and what was quoted, and who it's Assigned to.
• Pricing: what the vendor charges and what the customer pays, line by line, with Create invoice for a part a customer is buying.
• Notes and History: the team's notes and every change.

Select Pin to keep it on your home page and workday, or Flag to make it stand out on the list.

Tell the customer

When a customer's part arrives, select Tell and their name, or Notify customer at the top, to text or email them or log a call.