Parts to order

One list of every part that has been requested and not yet ordered, across all jobs, grouped by supplier.

When to use

You do the ordering for the workshop.
You want to place one call to a supplier and cover several jobs.

Office and Owner use Parts to order.

Overview

Open Parts, then To order. The page says how many parts are waiting across how many jobs. Parts are grouped by supplier, with No supplier yet last. Each row shows the job, the part, quantity, Needed by, who requested it and any note.

A supplier comes from the one suggested on the request, else the supplier of the part picked from the parts list.

Screenshot pendingParts to order grouped by supplier with tick boxes and Mark ordered buttons

Parts to order.

Key features

Mark ordered for one part, or tick several from the same supplier and select Mark ticked parts ordered.
When you mark parts ordered, enter the Supplier (needed), the Supplier reference (the order or quote number they gave you), the Expected date and the Estimated unit cost ($, excl. GST) for each part. Only the supplier is required.
Remove a request that is no longer needed. It is recorded in the job’s history.
Unlinked Xero lines. When Xero is connected, a note under a supplier says how many bill or purchase order lines from that supplier are waiting to be linked. Select it to open Supplier bills.
Job status offers. After you mark parts ordered, WSManager offers to move the job to Awaiting parts.
A button leads to Parts receiving.

How to: mark parts ordered

Open Parts, then To order.
Select Mark ordered beside one part, or tick the parts for a supplier and select Mark ticked parts ordered.
Enter the Supplier, Supplier reference, Expected date and the Estimated unit cost for each part.
Select Mark ordered.
If a banner offers to move the job to Awaiting parts, select Move.

Placing the order itself still happens by phone, email or the supplier’s portal, and purchase orders and bills are still raised in Xero. WSManager never creates or sends a purchase order.

How to: remove a request

Select Remove beside the part and confirm.

Tips & gotchas

Always enter an Expected date. The Bookings page warns about bookings made before it.
The cost you enter is an estimate. When the supplier’s bill is linked, the bill cost replaces it. See Supplier bills.
A request on a cancelled job shows a Job cancelled badge. You can remove it but not order it.
Requests on jobs that are To invoice or Complete are left off the list.