5. Parts on a job
The Parts tab tracks every part a job needs: held for it, picked off the shelf and fitted. Order what’s short from here; the stock leaves at hand-over.
Who this is for: technicians, service advisers, and whoever orders and pulls parts.
Where to find it
On the job, the Parts tab. The heading Parts Required carries the job's parts pill (Parts missing, Parts partial or Parts ready) and, when something has nothing behind it, an amber "n to order".
What the columns mean
| Column | What it counts |
|---|---|
| Req | How many the job needs |
| Alloc | How many are held in stock for this job. On a job with a sales order this comes live from the order. |
| Picked | How many have been taken off the shelf |
| Installed | How many are fitted to the car |
Each part also has a status: To order, Partial, Ready or Installed. If your role can see costs, a Cost column and the job's Material total show too.
Step by step
- Bring the parts in. A job made from a sales order already has them. If the order changes, press ⚡ From SO to bring it up to date. It keeps the picked and installed counts.
- Add a part by hand if it isn't on the order: + Add Part, then the Part name, SKU and Qty, and Add.
- Order what's short. Press + Order Parts, choose the Supplier and press Create PO. BuildTrack makes a purchase order linked to the job and opens it so you can approve and send it. It orders only what's really short: not what's already fitted, picked or held from stock, and not what's already on an open PO for this job. If nothing is short, it says so and makes no PO.
- Pull them. On desktop, More › Pick list (on a phone, the ⋯ menu) opens a printable list with the bins. Print / PDF prints it.
- Fit them. Type the numbers in Picked and Installed as you go. On a phone, Fitted ✓ on a part fills both in one tap.
A part that's short holds the job up. Put the job on hold as Waiting on parts (lesson 6) so everyone can see why.
When the stock actually leaves
Not when you pick it, and not when you type Installed. Picking and installing are records of where the part is.
The stock leaves when you Hand over or Close the job, from the job's invoice (lesson 9). So raise the invoice before you hand over. A job closed with no invoice leaves its parts on the shelf, and the Orders desk asks someone to tidy it up with Job done: record the parts out.
What happens by itself
- When stock arrives for the job's sales order, it's held for that order and Alloc goes up.
- The parts pill on the board card changes as the parts arrive.
- The Dispatch board's For the workshop view lists the parts for upcoming bookings, so they can be pulled before the day.
Where it ends
Every part reads Installed. The stock comes off when the car goes home.
Lesson 5 of 10 in Workshop jobs, start to finish. Previous: 4. Doing the work: tasks and services. Next: 6. Holds and outside work.