How do I order parts for a workshop job?

Summary

This article explains how to deal with ordering parts for a workshop job.

Go to " Workshop Workshop Diary".

Either search for a job using <Ctrl+F1> and click [Edit], or click [Add] to Create a new job.

Follow this article to the Availability Check section.

Items which require ordering will be highlighted red. The quantity to order is displayed in the "Backorder" column.

To use the detailed ordering screen press <Ctrl+F2>. See Detailed Ordering below for further instructions.

If you wish to override the system and force it to book an item out of stock you may use the [<] button. Please be aware this may result in the stock level going into a negative quantity so only use this option if you have checked your stock and orders carefully.
Click [Done]. Items in green will be booked out of stock and classed as work in progress. Those not available will be placed on a purchase order with the job number and customer name as reference. See Processing a Purchase Order.

If you wish to select the suppliers to order from, generate unique orders or add to existing orders press <Ctrl+F2>.

The supplier for whom you are creating an order is highlighted at the top of the screen. The system will work out the preferred supplier for each item and process them one supplier at a time.
Those to be ordered from the supplier shown at the top of the screen will be tagged.
To order additional items from this supplier, click [Tag] or press <F3> on an item. To deselect an item click [Untag] or press <F4> on an item.
The buttons on the right of the screen let you check suppliers, current orders and statistics for each item.
If there is an existing unprocessed order, dated today, the system will default to adding to the 'Open' order, else it will create a 'New' order.
- To force the system to create a new order use the drop down by "Order to use" and select 'New'.
If you wish to print a summary of the order, click [Print tagged] else click [Order].
Repeat the steps for the next supplier and continue until you have ordered all required items.
You may click [Cancel] to exit without ordering the remaining items although you will be prompted to be sure. Once complete click <Esc>.

If you leave the detailed order screen without processing all items the system will auto create an order for you as you exit the Availability screen.

Review the parts list. Any parts on order will be shown in a different colour, as indicated by the "Key" to the right of the list.
If any parts need adjusting, press <Down Arrow> to the relevant line.
Press <F5> or [Edit] to edit that part.
Press <F10> or [Remove] to delete the part from the Workshop job. If this is an ordered part, the sales and purchase orders will be removed, provided nothing has been done with them yet. If the purchase order has been printed or received, then it will not be removed automatically since the item is going to turn up unless you cancel it.

To check items on order for this job, go to " Purchase Ordering Customer Order Enquiry".
Type the word "Job" or the job number and press <Enter>.
Select the correct item from the list of possibilities shown.
A list of items on order for the job and their current status will be shown. You can also see from which supplier each item has been ordered.
Press <Esc> to exit from here.

Once your parts have arrived, proceed to the job's [Invoice] tab.
Select the [Availability] button.
You will now see a listing of which of your ordered items can be booked to the job, and which remain on backorder.
You may override the recommended quantity allocations if necessary and you are sure the parts are available.
Press [Done] and [Accept].
If you accepted the results, any backordered items shown as available by the Availability screen will now be booked to the job.