The Parts tab is your central dashboard for managing all materials required for a specific job. It tracks the entire lifecycle of a part, from the initial request by a technician through the ordering process, to final installation.
Using this tab ensures that your inventory costs are accurately tracked against the job, allowing you to monitor expected supplier costs and finalize actual expenses once parts are fitted.
This article details the parts tab for accounts without stock control.
The parts dashboard
The screen is divided into several sub-tabs, each representing a different stage in the parts workflow (e.g. Requested, On Order, Available).
Dashboard tools
These tools are available across the status lists to help you organise and find data:
Search: Use the standard text search to find specific items by name.
Filters: Drill down into the data using filters for Date, Industry, Part Category, and Subcategory.
Customisation: You can reorder columns and sort by any header to organize the data how you prefer.
Grouping: Drag column headers (e.g., Status or Supplier) to the top bar to group the list by that attribute. This allows you to quickly see, for example, all parts ordered from a specific supplier.
If a column allows grouping, the header will display the
icon.
Capacity: The list view supports up to 100 parts per page, making it easier to manage large projects.
The "All parts" overview
The All parts tab is the master overview. It lists every single part associated with the job regardless of its current status, providing a complete audit trail.
Source Indicators: Icons next to each part indicate where it was added from (Web app, iOS, or Android), helping you identify if a part was requested by the office or a technician on site.
Inline details: Critical information, such as supplier details, is displayed directly in the inline grid for quick reference.
Read-only view: While you can view all items here, actionable workflows (like fulfilling or ordering) must be taken from the specific status tabs (like Requested or Available).
Requesting parts
The Requested tab lists materials that have been identified as necessary for the job but have not yet been sourced. Parts appear in this list from three primary sources:
Technicians: Requested via the mobile app while on site (e.g., they identify a fault but don't have the spare part on their van).
Opportunities: If a job is created from a won quote, all selected parts are automatically added here.
Manual entry: Office staff can manually build the materials list using the steps below.
Adding a part manually
Navigate to the Requested tab and click Add new part.
Click the Part name field and search your database to find the item. (Tip: If the item isn't in your database, click Create new part beneath the field to build a new record).
Review the auto-filled Unit cost, Markup, and Tax. You can manually adjust these figures for this specific job if required.
Enter the required Quantity.
Choose the initial Status for the part:
Requested: Use this if the part needs to be ordered or sourced. It will be added to the "Requested" list for processing.
Installed: Use this if the technician has already used the part and informed the office later. This skips the ordering process and immediately adds the cost to the job.
Click Save to add the part to the job.
Adding parts from the catalogue
If you prefer a visual browsing experience or want to select multiple parts across categories at once, you can utilize the parts catalogue.
Navigate to the Requested tab.
Click the dropdown arrow on the Add new part button and select Add parts from catalogue.
The Categories side panel will open. Browse for your items by clicking on the visual category cards, or use the Search bar at the top of the panel to look for specific parts or codes.
If you click into a main category, you can click through any available sub-categories to narrow down your list.
Once you locate the items you need, use the purple + (plus) and - (minus) buttons next to the part to adjust your desired quantity. The basket at the bottom of the panel will dynamically update to display your running cost total and item count.
Click Save to confirm your selections and add all chosen materials to the job.
Fulfilling requested parts
Office staff must review the Requested list to fulfill the requirements, deciding whether to order the part from a supplier or simply mark it as generally available for the technician to use.
In the Requested tab, select the checkbox next to the part(s) you want to action. You can select multiple items at once.
Click Fulfill selected parts at the top of the list to open the fulfillment side panel.
The fulfillment side panel
The fulfillment process uses a two-step panel. All selected parts start in the Requires fulfilling list. You must choose a fulfillment method for each item to move it to the Ready to fulfill list.
For each part, choose one of the following methods:
Order remaining from supplier: Select this to raise a purchase order (PO). You will be taken to the PO screen to complete the details.
Fulfill from general: Select this to allocate items already in your inventory that do not need purchasing to proceed. The part will move directly to the "Available" status.
Leave remaining on request: Defers fulfillment, leaving the item in the "Requested" list for later.
Partial fulfillment
If you only have partial inventory (e.g., you need 5 items but only have 2 in your inventory), the system allows you to split the fulfillment method. You can fulfill 2 from general availability, and choose "Order remaining from supplier" for the other 3.
This splits the record: 2 parts will move to the "Available" stage, and 3 will move to "On order" (where a PO will be required).
Confirming fulfillment
Once you have selected an option for a part, it moves to the Ready to fulfill tab. Review your choices, then click the final Fulfill button to complete the process.
Warning: Options are not saved if you close the side panel before clicking Fulfill.
Managing the parts lifecycle
As parts are fulfilled, ordered, and used, they move through the remaining sub-tabs on the dashboard.
On order
This tab displays parts that have been added to a PO but have not yet been received.
From here, you can click View to see the PO details, or click Edit to adjust the Sale price only.
To move parts from "On order" to "Available", use the parts operational list to check the parts in. The purchase order should also be completed and the supplier invoice created (this is actioned directly on the purchase order).
Available
This tab lists parts that are physically in your inventory or have been received and are ready to install.
From here, you can edit both the Cost price and Sale price.
Once parts are ready, select them and click Mark as installed to confirm the technician has fitted the part. This moves the part to the Installed tab, officially adding the cost to the job's profitability and deducting it from your stock valuation.
Installed
This tab lists items that have been physically fitted at the property.
Manual updates: While technicians typically mark parts as installed via the mobile app, office staff can do this manually from the Available tab.
Reversing an installation: If a part was marked installed in error, select it in the Installed tab, click Back to available, select the quantity to move, and click confirm.
Canceling, returning, and deleting parts
If plans change, you must manage unwanted parts carefully to keep your job costs accurate.
Canceling parts
Canceling acts as a recycle bin for parts that were requested but ultimately not needed. It preserves the audit trail showing the part was considered but rejected. Once a part is cancelled, its status cannot be changed.
From Requested or On order: Select the part and click Mark as cancelled.
From Available: Select the part and click Mark as cancelled. This option is only available if the part was fulfilled from general availability (not ordered from a supplier).
Note: Canceling an ordered part deletes the PO in Commusoft, but you must still contact your supplier manually to cancel the physical delivery.
Returning parts
The Returned tab tracks items sent back to the supplier. Use this to track parts that were faulty, over-ordered, or otherwise not needed and require a supplier credit. Once a part is returned, its status cannot be changed.
Action: Select an item in the Available tab and click Mark as returned.
This option is only available if the part was ordered from a supplier.
Important: Marking a part as returned does not automatically contact the supplier. You must manually return the physical item and ensure any necessary credit notes are raised against the original invoice.
Deleting parts
Clicking Delete permanently removes the item from the system. Use this only if the part was added in error, as no audit trail will be kept. You will be prompted to type delete into a confirmation box before the action completes.
Read more about the job record and the job tabs.
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