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Requesting Out of Stock Parts

This article goes over how to request parts for an order.

Updated over 2 months ago

This article covers how to:

  • Approving Line Items

  • Request parts that are out of stock

  • Understand what happens when parts are approved, reserved, and received

Approving your line item

  • Approving a line item reserves in-stock parts for that job.

  • Partial reserves occur when you have some but not all of the quantity in stock.


Requesting Out-of-Stock Parts

To order out-of-stock parts:

  • Click "Out of Stock" from the status column of the expanded line item view.

  • The system will:

    • Suggest quantities based on what's needed.

    • Add those parts to a Purchase Order (PO) automatically.

    • If multiple open POs exist, you'll be asked to select which one to use.

Requested parts will be labeled as "Requested" within the order until they are received.


Viewing and Managing Purchase Orders

To view a purchase order linked to a requested part:

In the order, click “Requested” in the expanded line item view. This will open the purchase order associated with that part.

You can also find the purchase order by navigating to Parts > Purchase Orders. In the list, look under the Reason column to identify the purchase order tied to the original order—it will display the corresponding order ID.

Receiving Parts

Once parts arrive:

  • Go into the PO and mark items as received.

  • Reserved quantities will update accordingly.

Team members will receive a notification once all parts for the job are available, signaling it's time to schedule and create the job.

Completing the Job

After job completion:

  • Mark the order as Complete.

  • Reserved parts used on the job are now deducted from stock and reflected as Out of Stock if depleted.

You can view this on the part detail screen, which will show reserved quantities, usage, and updated availability.

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