1. Navigate to Parts
Open the Parts List: From the side-menu, navigate to the Inventory section and select Parts.
2. Click Add Part
On the Parts List, click the +New Part button.
3. Complete Part Details
Fill in the available fields. Fields marked with an asterisk are mandatory ("Part No/Code*" and "Category*").
📝 Field Descriptions on the New Part screen
Part No/Code* – A unique product code or part number for the part you’re adding. Parts added from a supplier integration will use the supplier’s catalogue part number here.
Retail Price – Price excluding tax. If you toggle Calculate retail price based on pricing matrix, this field becomes read‑only (see Price Matrix).
Description – A clear description of the part.
Category* – Select the appropriate part category (see Setup Parts Categories).
Supplier – Choose from your supplier list (see How to Add Suppliers or relevant article).
Barcode – Enter the product barcode. This makes scanning parts in the mobile app faster.
Supplier Code – The supplier’s part number or unique code. When using supplier integrations, this is auto‑populated from the supplier’s catalogue.
Last Cost – The last purchase cost (excl. tax). Greyed out if stock exists. Updates after each order.
Average Cost – Calculated based on average purchase cost. Editable only when no stock exists.
Stocked – Tick to enable stock tracking. When selected, the fields below become available:
Unit of Measure* – The unit for stock tracking (e.g., Each, Box).
Bin Location – Where the part is stored.
Quantity on Hand – Current stock on hand (calculated from invoices, finalised orders, and adjustments).
Quantity on Job – Parts allocated to current jobs (not yet invoiced).
Quantity on Order – Parts on unfinalised purchase orders.
Notes – Internal notes for your team.
📝 Notes:
Part No/Code: Once a part has been created, you can no longer edit the Part Number / Code.
Part Categories: You can manage parts categories in Settings → System Configuration → Categories. You can add your own categories; system defaults can’t be edited or deleted. See Setup – Parts Categories.
Deleting Parts: You can delete a part only if it has never been used in any transaction. If it has history, merge it into the correct part (or archive if available). See Merge and Delete Parts.
4. Stocked parts
Tick Stocked to enable inventory tracking. The additional fields for Unit of Measure, Bin Location, and live quantities are explained in the Field Descriptions above.
5. Save the Part
Click the Save button to finalise the entry.
Now that the part is saved to your inventory, it can be seamlessly added to Jobs, Invoices, and Purchase Orders, with all details automatically populated from your inventory records.