Parts
Your parts list, with prices worked out for you. Parts are added to jobs, and parts you have to buy in are tracked from request to arrival.
When to use
- You keep the parts list and its prices.
- You are looking up a part or its price.
- You want to know how the list is kept: in WSManager, or from your Xero items.
Overview
The Parts menu has Parts list, To order (Office and Owner) and Receiving. The heading shows how many parts are waiting to be ordered.
WSManager is not a stock system. It does not track how many you have on hand. Adding a part to a job records that it was used and prices it.
Key features
The parts list
Columns: Code, Description, Category, Unit, Supplier, Cost and Markup (Office and Owner only), Sell, Status. Search by code, description or supplier part number. Filter by Category and Supplier, and show Active parts, Inactive parts or Active and inactive.
Supervisors see sell prices but never costs. Technicians reach parts only through a job.
Where the list comes from
An Owner chooses one source for the whole workshop.
| WSManager list | Xero items | |
|---|---|---|
| Edited | In WSManager, or by spreadsheet import | In Xero. WSManager reads them every 30 minutes |
| Code, description, cost, sell price | WSManager’s | Xero’s, read only, with a note to edit in Xero |
| Category, supplier, markup, active | WSManager’s | WSManager’s |
| Spreadsheet | Import and export | Export only |
Change the source on Markups. See also Xero items.
How a price is worked out
- If the part has a Fixed sell price, that is the sell price.
- Otherwise, the sell price is the cost plus a markup, rounded to the cent.
- The markup is the part’s own, else its supplier’s, else its category’s, else the default.
A part with no sell price and no cost can still be added to a job. Its line shows No price until a price is entered.
Parts you buy in
A part you buy in for a job is an ordered component. It moves from To order to Ordered to Received. Its cost comes from the best source known: the supplier bill, else the purchase order, else your estimate. Its sell price is that cost plus the ordered components markup.
How to: add a part
- On Parts, select New part. This is available when the list source is the WSManager list.
- Enter the Code, Description, Unit and optionally a category, supplier and prices.
- Select Update price to see the price these figures give without saving.
- Select Add part.
How to: change a price
- Open the part.
- Change Cost price ($, excluding GST), Fixed sell price ($, excluding GST) or Markup on cost (%).
- Select Save.
Jobs already priced keep the price they had. Use Reprice parts on a job to bring its lines up to date.
Tips & gotchas
- Prices are stored excluding GST.
- A supplier comes from the last word of a part’s code, for example
FIL 12345 BOA, when it matches a supplier on the Markups page. - Inactive parts cannot be picked on jobs. Jobs that already used them keep them.
- When Xero is the source, N items to tidy up in Xero lists items with a duplicate code, no name or no prices.