Accurately managing parts statuses and stock workflows ensures traceability and efficiency in your operations. This guide provides optimal steps for managing each workflow.
Parts Status'
There are 7 status' that parts can be assigned.
Requested: Part requested for a job; source not yet decided.
On Order: Part is ordered from a supplier.
Available: Part is ready for installation.
Picked Up: Engineer has collected the part.
Installed: Part installed at job location and ready for invoicing.
Cancelled: Part no longer required or job canceled.
Returned: Part returned to stock or supplier.
Web workflows
Moving Parts to "On Order"
There are multiple ways which you can make parts "On Order". You can raise a purchase order directly against the job which puts the parts directly into "On Order" or you can request the parts first and then raise purchase orders for those parts afterwards.
Add Purchase Order to Job
➡️ Navigate to the job record
Costs tab
Click Add new purchase order
Add parts
Save.
Moving from Requested to On Order via Parts tab
Single part
➡️ Navigate to the job record
Parts tab > Requested
Click the Plus icon to the right of the part
Choose Fulfil parts
Select Order from supplier
Click Save.
Multiple parts
➡️ Navigate to the job record
Parts tab > Requested
Select all required
Choose Fulfil parts
Select "Raise PO for all parts"
Click Save and create purchase order.
Moving from Requested to On Order via Reporting
➡️ Navigate to the Reporting tab
Three lines on the left > Parts
Parts operational list
Requested
Tick the parts
Fulfil selected parts
Fullfill parts individually
Raise P.O for all parts
Fulfill all from stock room
Click Save
Moving Parts from "On Order" to "Available"
➡️ Navigate to Reporting
Three lines on the left > Parts
Parts operational list > On Order
Tick the parts.
Choose Mark as Available.
Click Save.
Choose stock location.
Moving Parts from "Available" to "Installed"
➡️ Navigate to the job record
Parts tab > Plus icon
Change part status to Installed
Click Save.
Moving Parts from "Requested" or "On Order" to "Cancelled"
➡️ Navigate to the job record
Parts tab
Select "On Order" or "Requested" parts
Change status to "Cancelled"
Click Save.
Returning Parts
Parts may need returning to stock or the supplier if they’re not required. Ensure only parts from a stock location or supplier are returned.
Mark the Parts as returned
Navigate to Job > Parts tab > Available
Select parts
Change status to Returned
Save.
Allocate the returned parts
Naviagate to Reporting > Stock control
Stock returns list > Select parts
Allocate returns
Keep in van: Return to the original location.
Stock Location: Choose another location.
Supplier: Send to stock location before returning to supplier.
Choose where the stock should be return to
To Stock:
Navigate to the Stock tab > Select parts
Mark as reached stock location.
To Supplier:
Navigate to the Supplier tab > Select parts
Inform Supplier/Mark as picked up.
Mobile app workflow
Requesting Parts from the Office on Mobile
➡️ Diary event
More (iOS) / 9 Squares (Android)
Parts > Tap the Plus button
Search
Add quantity
Tap tick.
Transferring Parts Between Locations
➡️ My Van
Tap the Plus button
Search parts
Tap part
Set quantity
Tap Add
Installing Parts Directly from Van
➡️ Diary event
Parts
Locate part
Add quantity
Tap tick.
Picking Up Parts for a Job
Engineers receive app notifications to pick up parts for scheduled jobs. Diary events should be in the future for notifications to appear.
Ordered from supplier: Delivered to office/site or collected.
No notification, as parts are already available on-site.
From stock location: Engineer notified for pickup.
Except when stock location is their van
Collecting from Supplier
➡️ Home
Tap notification
Select part
Confirm.
Collecting from Stock Location:
➡️ Home
Pick up parts banner
Scan QR code.
Part status auto updates to "Picked Up"