Replenish missing parts and continue the job

Use this workflow when a saved job or technician request identifies a stock shortfall. A saved backorder is not a promise that the part is on the shelf.

Confirm what is missing

1. Open the job and review the warning, product, quantity and unit.
2. Compare the product's On hand, Available and In use figures with its stock history.
3. Check whether a package already includes the item or another line has allocated it.
4. Have the technician submit Request Parts for the genuinely needed quantity.

Order and receive

1. The storekeeper reviews the request and uses Mark Ordered when procurement is needed.
2. Create the supplier purchase separately. Enter the correct pack, quantity, unit cost and tax.
3. Leave the purchase Ordered while waiting.
4. When the delivery arrives, compare it with the supplier document, set the purchase Received and save.
5. Check the resulting available quantity and unit conversion.

Issue and reconcile

1. Reopen the parts request and use Approve once stock covers it.
2. Hand over the parts and use Mark Issued.
3. Ask the technician to acknowledge receipt where available.
4. Review the original job lines and any backorder/cost indicators with the advisor. Do not add a duplicate charge for a part already present on the job.
5. Resume the work, complete it and obtain work approval before billing.

What happens next

The delivery, request and job each record a different part of the process. Receiving stock does not automatically finish the repair, settle the supplier or prove that every earlier estimated cost has been reconciled.

Troubleshooting

If approval still reports a shortfall, check received status, compatible units and other jobs using the stock. A count adjustment should only reflect a verified physical correction, not be used to manufacture availability for approval.

Related articles

• Suppliers and purchase orders
• Request and issue parts
• Understand job costs