When carrying out a service or repair, you’re probably going to be using parts such as oil or fan belts etc. A great feature of the works order module lets you log the parts used against an item so you can keep track and potentially invoice your customer.

To add a part to a Works Order Item, click the Action dropdown against an item and choose Add Part

This will open the below form for you to fill out. Simply search for a Product or a Serialised/Bulk Item, followed by a Quantity, Date and any notes you want to make. Note: Only sales items can be used as parts. If you add a Product as a part then you will later need to allocate an item within that product, which could be either Serialised or Bulk.

For any labour charges then search for the sale item “Labour” which is a special non-stock sale item for you to use. Note: “Labour” is the default name, but you can rename this to be whatever you want, or even delete it.

If you have added a Product above then you may want to check the availability to help make the right choice when allocating an item. Click the Action dropdown and choose the Availability option, which will take you to the Availability screen and show your schedule for that Product.

As above, if you have added a Product then the next step is to allocate which item you are going to use as a part. Click the Action dropdown on the part and then choose Allocate. This will then take you to the allocation screen below.

Simply enter how many you want to allocate right now and then click Ok to complete the allocation. The form will tell you how many are left to allocate and you won’t be able to enter a number larger than the quantity on the order. There is also a count of how many of that item are currently available which is helpful as a quick overview of your stock level.
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Note: you can also choose to stop any unavailable items from appearing in the results by setting Exclude Unavailable to Yes. Setting Product Group to Yes will show all items within the same product group as the item, which allows you to pick a related item from that product group.

Once you’ve added a part to a Works Order Item then you can either Delete or Revert it. Deleting will remove the part entirely from the order, whereas reverting will cancel the allocation and keep the part on the Works Order as a Product.

To delete, click the Action dropdown, choose Delete and click again to confirm – this will remove the part from the order

Similarly, to revert the allocation, do the same but click Revert instead. The key difference is that the part will still be on the order, but with a Status of Reserved and be ready for allocating again.

Note: Revert also acts as an Undo button to revert the item back to its previous status, providing no Maintenance Types have been set for it on this Works Order.

Any parts that have been added to the Works Order Item will be used (marked as Sold) automatically when the item has been returned. Our next guide, Completing a Works Order, will explain this part of the process.

Note: if you no longer need to use a certain part then you should delete it or adjust the quantity through the Edit link on the Action dropdown for that part.