8. Fitting orders: parts for the workshop

Who this is for: workshop staff, service advisers, and whoever orders and pulls parts.

Two ways in

• Service & Repair quote: accepted (in a business set to By quote type with Workshop on), it becomes a workshop job within a few minutes, or when you press Make the order, with a sales order behind it. The order holds the parts and takes any deposit, the quote's labour becomes the job's tasks, and the job raises its invoice from the order.
• Accessories & Build quote (parts we fit): accepted, it becomes a sales order, which holds the parts. When the parts are allocated, the order's readiness strip says "ready to book into the workshop". Press Create job, fill in the Job Title, Bay / Hoist, Scheduled Start and Estimated Hours, then press Create Job →.

Step by step

1. Get the parts. Short lines go on a purchase order (lesson 3), or use + Order Parts on the job's Parts tab. If a booking is less than three days away and parts aren't ordered, or a supplier's date lands on or after the booking, the order is flagged Parts late for booking. Its deadline is the booking itself.
2. Book it in. On the job, set Scheduled Start. The job becomes Booked, and Booking Confirmation offers to send the customer their booking.
3. Pull the parts. The Dispatch board's For the workshop view lists the parts for each booking, soonest first. Pull them to the bay before the day.
4. Fit it. On the job: Start work, then Mark ready when it's done.
5. Tell the customer. Notify customer — ready sends "Your vehicle is ready" (by email or SMS).
6. Hand it over and close it. Raise the invoice from the job with Raise invoice and approve it first. Press Hand over when they collect, then Close job. This is the step that takes the parts out of stock, from the job's approved invoice. (Handed over before the invoice was approved? Close job takes them out instead.)

Hand over from the job, not the invoice. Marking a job's invoice "Delivered" on the invoice page doesn't take the parts out of stock.

What you'll see on the Orders desk

Fitting orders never run on the courier cutoff. Once booked, they're the workshop's move and leave "Needs us".

The last one: "Job done: record the parts out"

If a job was closed but its parts were never recorded as gone, the desk asks you to tidy up. Press Record parts out… and say what happened. Then choose Take the stock now, or Leave stock as it is if the job already used them from stock.

Where it ends

Handed over, closed and the parts recorded: the order drops off the desk.