Adding and requesting parts

Put parts on a job from the parts list, ask the office to order a part you do not have, and record parts that are already ordered.

When to use

• You use a part on a job.
• You need the office to buy a part in.
• The office has ordered a part for a job and wants it on the job.

Everyone who can open a job can add and request parts. Technicians use the phone page. Until a job is complete or cancelled, Supervisors, Office and Owners can change its parts. A technician can change them until the work is finished.

Overview

Parts on a job come in three kinds.

• From the parts list: picked with a quantity. The price is worked out for you.
• Standard parts: added automatically when the job is created, from the job type. They carry a Standard badge.
• Ordered components: parts bought in for the job. They have a status of To order, Ordered or Received.

Key features

• Phone add-part page: two tabs, From parts list and Request a part to order.
• Prices: technicians see no prices. Supervisors see sell prices. Office and Owner also see cost, margin and the cost basis (Bill, PO or Estimate).
• Override the sell price (Office and Owner): set a price by hand. The line shows overridden and what the parts list would give now.
• Reprice parts: brings lines that are not overridden or invoiced up to today’s prices.
• Returns: Office and Owner can enter a negative quantity.
• Part status badges: To order, Ordered, Received, and Changed in Xero or a voided note when a linked Xero line changes.
• Parts on the job card: quantity, code, description and status, no prices.

How to: add a part from the parts list (phone)

1. Open the job in My jobs and select Add part.
2. Type a code or description under Find a part, then select Search.
3. Tap the part to choose it.
4. Enter the Quantity. Decimals are fine, for example 1.5 m of hose.
5. Select Add to and the job number.

How to: add a part from the job page

1. On the job page, go to Parts.
2. Type under Add a part, select Find part, then Add beside the one you want.

How to: request a part to order

1. On the phone, open Add part and choose Request a part to order. On the job page, use Request a part under Parts.
2. Enter What do you need? (or What is needed) and the Quantity.
3. Optionally enter Needed by, a note for the office, and on the job page the Suggested supplier.
4. Select Send request to office or Request part.

The request goes onto Parts to order. The office orders it, and you get a notification when it arrives. A request still marked To order can be removed by the person who made it, or by a Supervisor, Office or Owner.

You can also request a part you find in the search by selecting Request to order beside it. It is then priced as an ordered component, from the part’s cost, not the parts list price.

How to: add a part that is already ordered (Office and Owner)

1. On the job page, under Parts, select Add a part already ordered.
2. Enter the Supplier, Supplier reference, Expected date, Description, Quantity, Unit and Estimated unit cost ($, excluding GST).
3. Select Add ordered part.

How to: mark ordered or received on the job

For an ordered component, the job page has the same actions as the Parts pages: Mark ordered, Received and Part delivery. See Parts to order and Parts receiving.

Tips & gotchas

• Parts cannot be added to a job that is complete or cancelled. Ask the office if something is missing.
• A request on a cancelled job stays on Parts to order with a Job cancelled badge, so the office notices it.
• A job’s standard parts are swapped for the new type’s if you change the job type before work has started.

Related

• Parts to order
• Parts receiving
• The job page
• Job types settings