Fulfilling Items in ServiceTrade from your Warehouse's Inventory 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.

 

When a Job is created in ServiceTrade, a Sales Order is created in PartsManager that mirrors and tracks the items your source for Direct for Purchase Orders or items sourced in ServiceTrade from PartsManager Warehouses.

This article will walk you through sourcing and fulfilling items in ServiceTrade from your warehouses' inventory in PartsManager. If you are a technician, before you read this article, it's important to understand the following: Managing Job Items in the Mobile App.

 

Sourcing ServiceTrade Items from PartsManager Warehouses (on the ServiceTrade Web App)

If you are office staff that needs to source ServiceTrade Items from PartsManager Warehouse from the office Web App (app.servicetrade.com), follow the instructions below:

Note: Before you begin, it's best practice to check the Warehouse's Inventory of the item you want to source. If there is not enough of that item in inventory, it will cause an error.

  1. At app.servicetrade.com navigate to the relevant Job.
  2. Click to expand the Parts | Labor | Items accordion.
  3. Click the Pencil Icon.
  4. *If the item has already been added to the job, skip to the next step.
    Click the +Add Job Item button under the relevant service and select the Job Item, Service Line, and Quantity.
  5. Under the Source Column, click Select Source. This will open an Item Source Menu.
  6. Click the Source drop-down, and select Warehouse.
    PL-SelectWarehouseSource.png
  7. Click the Warehouse drop-down, and select the relevant PartsManager Warehouse.
  8. Click OK.

If there were enough inventory in the selected warehouse's stock, then the item would automatically be fulfilled from the selected warehouse. See the Example Below:

This is what the selected warehouse's stock looked like in PartsManager before sourcing ServiceTrade:
PL-SourceItemPt1.png

This is what the item looks like in ServiceTrade after being sourced to the selected PartsManager Warehouse:
PL-SourceItemOfficeSuccessPt2.png

This is what the selected warehouse's stock looks like after being sourced:
PL-SourceItemPt.3.png

 

Sourcing ServiceTrade Items from PartsManager Warehouses (on the ServiceTrade Mobile App)

If you are a Technician that needs to source ServiceTrade Items from PartsManager Warehouse from the ServiceTrade Moblie App, follow the instructions below:

Note: Before you begin,  please review this article Managing Job Items in the Mobile App. It's also best practice to check the Warehouse's Inventory of the item you want to source. If there is not enough of that item in inventory in PartsManager, it will cause an error.

  1. On the ServiceTrade Mobile App, navigate to the relevant Job Appointment.
  2. Tap the Job Items tile.
  3. *If the item has already been added to the job, skip to the next step.
    Tap the + or Add Part, Labor, or Item button on the bottom right of the screen and follow the normal steps for adding items.
  4. On the Edit Job Item Menu, Tap the Item Source button.
    PL-ItemSourcePt1.png
  5. Select Warehouse.
  6. Then tap Select Warehouse.
    PL-ItemSourcePt3.png
  7. Select the relevant PartsManager Warehouse from the list.
    PL-ItemSourcePt4.png
  8. Tap Save.


PL-ItemSourceMobilePt5.png

If there were enough inventory in the selected warehouse's stock, then the item would automatically be fulfilled from the selected warehouse.

 

What happens if there is insufficient stock in the selected Warehouse's Inventory?

If you source a quantity of an item to a warehouse that doesn't have enough of that item in stock ServiceTrade will create a Reference # error on the source section of that line item that will read "Inventory Error: Max Qty 0 in [selected Warehouse name]".

ServiceTrade will also generate a comment on the Job that explains exactly when and why the error occurred. This comment will be 'Only visible to your company' and locked. This comment will be the ServiceTrade user the PartsManager middleware uses to connect to ServiceTrade. In most cases, the user is [yourcompanyname].pl, and the name in the comment will generally be PartsManager Support.

In the example below, we have none of this 'MINI-PLEAT 14x20x2' item left in stock in our 'Main Warehouse':
PL-ItemSourceErrorPt1.png

After we attempted to source this item from our Main Warehouse's inventory, ServiceTrade creates a Reference # source that shows the error "Inventory Error: Max Qty 0 in Main Warehouse." Meaning there wasn't enough in stock in that warehouse to fulfill the item.
PL-ItemSourceErrorPt2.png

ServiceTrade also generated a comment on the Job that explains exactly when and why the error occurred. This comment will be 'Only visible to your company' and locked.Error

 

How do I fix an 'Inventory Error: Max Qty 0" error?

To fix this error, you will need to restock the warehouse's inventory in PartsManager, then edit the source on the existing item to that warehouse again.

The video below will walk you through fixing this error:

 

 

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