Creating and Managing Sales Orders in PartsManager

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

Sales Orders in PartsManager, formerly known as PartsLedger, represent the Jobs and their sourced items in your ServiceTrade account. They track the Parts and items you source to Purchase Orders or Warehouses on Jobs.

This article will walk you through creating and managing Sales Orders in PartsManager.

 

 

 

Video Walkthrough

Creating a Sales Order

Sales Orders should NOT be created in PartsManager. Though there is a button on the Sales Order page to create a Sales Order, this should never be used. A Sales Order created from PartsManager willnot be linked to a ServiceTrade Job and provide no value.

Screenshot_2023-03-29_at_1.02.13_PM.png

A Sales Order will automatically be created in PartsManager, when a Job is created in ServiceTrade.

The Sales Order status will be 'Order.'

Read the following article to learn how to Create Jobs in ServiceTrade.

 

Managing a Sales Order

Almost everything on a Sales Order will be automated as you create and receive items on Purchase Orders with Direct Purchase for Sales Order enabled, add items to the Job that are sourced to a Warehouse, remove items from the job, or mark a Job complete in ServiceTrade.

  • Read the following article to learn about Adding Purchase Order Items to ServiceTrade Job Items.
    Screenshot-2023-03-29-at-2-08-52-PM.png
    • When you select the Sales Order for an item on a Purchase Order using 'Direct Purchase for Sales Order,' those items will automatically appear on the Sales Order as unfulfilled. They will be fulfilled on the Sales Order when received on the Purchase Order.
  • A tech or an office user can add a part to a Job in ServiceTrade, and then source the part to a PartsManager Warehouse.
    Screenshot-2023-03-29-at-1-52-57-PM.png
    • This will automatically add the part to the associated Sales Order and fulfill it from the selected Warehouse.
  • Deleting the item from the ServiceTrade Job will automatically unfullfill that Item on the associated Sales Order. It's important to note that the line item won't be removed, but the quantity will be '0.'
  • Marking the Job complete in ServiceTrade will automatically change the status of the associated Sales Order to 'Complete'.
    • You should not mark the Sales Order complete in PartsManager.
      Screenshot_2023-03-29_at_1.49.22_PM.png
    • Clicking the 'Uncomplete' button on the Sales Order will change the status back to 'Fulfilled', but will not change the ServiceTrade Job.
      Screenshot_2023-03-29_at_1.51.16_PM.png

 

Sales Order Status

Sales Order Status Definition
Order Will have this status when it was first created and no items on the Sales Order have been fulfilled.

Partially Fulfilled

Will have this status when a partial quantity of items on the Sales Order has not been fulfilled.

Fulfilled

Will have this status when all items on the Sales Order have been fulfilled.
Complete Will have this status when the associated ServiceTrade Job has been marked complete.

 

Unfulfilling Items on a Sales Order

Unfulfilling Items on a Sales Order (ServiceTrade Job)

 

Returning and Voiding Received Items on a Purchase Order

Returns and Voiding Received Items on a Purchase Order

 

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