Request parts and track the storekeeper's response

Parts Requests coordinates what technicians need and what the storekeeper has supplied. A request is not the same as a received purchase or an invoice line.

Request parts as a technician

1. Open My Work → My Dashboard and use Request Parts for the relevant work.
2. Select each product and enter Qty. Use Add part for additional items.
3. Add useful notes, including the job context where needed.
4. Use Submit Request.
5. Follow the request through My Work → Parts Requests.

Handle the request as a storekeeper

1. Open Inventory → Parts Requests and find the request.
2. Check the job, requested quantities and available stock.
3. Use Approve only when available stock covers the request.
4. Use Mark Ordered when purchasing is needed, or Reject with the appropriate explanation when the request should not proceed.
5. Use Mark Issued when you actually hand over the parts.
6. Have the technician acknowledge receipt through their request screen where available.

Approval can be blocked by insufficient available stock even when a product appears in the catalogue. Check the available figure, not only the product's name or its last purchased quantity.

What happens next

The request records its progress and issue details. Staff still need to ensure the job contains the correct parts and quantities for stock and billing. Do not add the same physical part twice just because it appears in both a request and a job.

Troubleshooting

A rejected request needs a new request if the parts are still required. If stock is short, receive the actual delivery before trying to approve again. Changing the request to Ordered does not create or receive a purchase order by itself.

Related articles

• Suppliers and purchase orders
• Replenish parts for a job