The parts setting allows you to import, add, edit, configure, archive parts, and download your parts list.
Managing your parts database in Commusoft is key to ensuring accurate job costing, consistent pricing, and streamlined invoicing. A well-maintained parts list saves administration time by allowing you to quickly add frequently used items to jobs, proposals, and contracts, ensuring your pricing is always consistent and profitable.
How to access the parts setting
➡️ Go to your Profile icon → Choose Settings → Locate Parts and stock in the Categories menu → Click View next to Parts
This screen displays a complete list of all the parts currently in your database. From here, you can see each part's name, manufacturer number, cost, and markup at a glance.
The Actions column on the right allows you to configure supplier prices, edit part details, or delete individual parts. You can use the search bar or the category filter to find specific items.
How to add a new part
From the Parts page, you can add items to your database one by one.
Click Add new part.
Fill in the part details:
Industry: Choose the relevant industry for the part.
Category & subcategory: Select the appropriate category and sub-category.
Part name: Give the part a clear, recognisable name.
Image: (Optional) Click to upload an image of the part.
Type: Select whether the item is a 'Part' or an 'Appliance'.
Manufacturer part number: Enter the manufacturer's unique code or SKU.
Cost: Enter how much the part costs you to purchase.
Mark up (%): Enter the markup percentage to calculate the selling price from the cost.
VAT: Select the appropriate tax rate.
Default install time: (Optional) Set a standard installation time for this part.
Default labour cost rate: (Optional) If applicable, enter the cost of labour to install the part.
Default labour sale rate: (Optional) If applicable, select the labour rate to charge for installing the part.
Click Save.
To add or edit dropdown options, you'll need to configure them in their respective settings first. Learn more about setting up your industries, categegories, sub-categories and labour rates.
Managing parts
Once parts are in your database, you can manage them individually from the Actions column in the parts list.
How to configure supplier prices
You can store specific product codes and prices for different suppliers, also known as a vendor, for a single part. This is useful if you source the same item from multiple places.
From the parts list, click Configure next to the relevant part.
On the supplier prices page, click into the table to add a new row.
Search for a supplier by typing at least the first two characters of their name and select them from the list.
Enter the supplier product code (this supplier's unique code for the part).
Enter the supplier price (the price you pay this supplier).
The details save automatically. You can add multiple suppliers by repeating these steps.
To remove a supplier price, click Delete in the Actions column for that row.
If you have many prices to add from the same supplier, you can import them all at once from a spreadsheet. Learn more about importing supplier prices.
How to edit a part
Once a part has been created, you can easily amend its core details, such as its name, cost, or markup.
From the parts list, click Edit next to the relevant part.
Make the required changes in the side panel.
Click Save.
How to archive or delete a part
When you no longer need a part, you can either archive it or delete it.
Archive: If a part has been used, it cannot be deleted. This protects your historical data. Archiving removes the part from selection lists for future work.
Delete: If a part has not been used on any job, invoice, or estimate, you can permanently delete it.
To archive a part:
From the parts list, click Delete next to the relevant part.
Type ARCHIVE in the confirmation box.
Click Archive.
To delete a part:
From the parts list, click Delete next to the relevant part.
Type DELETE in the confirmation box.
Click Delete.
Parts cannot be archived or deleted if they have an active status 'Requested', 'On order', or 'Available'. To archive or delete these parts, you must first update their status to 'Installed', 'Cancelled', or 'Returned'.
How to use advanced options (bulk import and archive)
From the main parts page, you can access several tools to manage your parts database in bulk.
Click Advanced options at the bottom of the parts list.
The page will expand to show options for importing, mass archiving, and bulk updating supplier prices.
These advanced tools are powerful and affect many parts at once. The Using advanced options to bulk manage parts article details how to import your parts, add/update supplier prices using CSV spreadsheets, and how to use the mass archive tool.
Common questions
💭 Why can't I delete a part? To ensure data integrity for past jobs and invoices, parts that have been used cannot be permanently deleted. Archiving them removes them from view for future work but preserves historical records.
💭 How does markup work and how do I enter it? Markup is the percentage added to your cost price to determine your selling price. For example, a £10 part with a 150% markup will have a selling price of £25 (£10 cost + £15 markup). Simply enter the percentage number (e.g., 150) into the 'Mark up (%)' field.
💭 When would I use a markup below 100%? A markup below 100% is very common. A 100% markup doubles the cost (a £10 part sells for £20), while a 50% markup adds half the cost (a £10 part sells for £15). You would use this for standard profit margins or to remain competitive on higher-cost items.
💭 Can I add supplier details to a part? Yes, you can link a part to multiple suppliers and store their specific part numbers and prices using the 'Configure' option.
Example use cases
💡 Standard Service Component An engineer regularly uses a specific boiler gasket for annual services. The office staff adds it as a part with the supplier's part number, a cost price of £5.00, and a markup of 150%. This ensures it's priced correctly (at £12.50) every time it's added to a job.
💡 Pricing Based on Markup A company sells copper pipes, and the cost fluctuates. They add '15mm Copper Pipe (1m)' to their parts list with a cost price and a 120% markup. This way, whenever they update the cost price from their supplier, the selling price adjusts automatically to protect their profit margin.
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