Purchasing Parts Directly for a ServiceTrade Job

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.

 

In PartsManager, formerly known as PartsLedger, a Sales Order is automatically created when a Job is created in ServiceTrade. The Sales Order functions as a mirror of the ServiceTrade Job it was created from. A Sales Order's External Reference Number will match the ServiceTrade Job Number it was created from.

This article will walk you through how to link a Purchase Order in PartsManager to a ServiceTrade Job (Sales Order.)

Prerequisites

  • The ServiceTrade Job, you are linking Purchase Order Job Items to, exists and is currently open.

Purchasing Parts Directly for a ServiceTrade Job

  1. Follow the steps for Creating Purchase Orders in PartsManager 
  2. Follow the steps for Adding Items to Purchase Orders in PartsManager for the parts you are ordering for a ServiceTrade Job.
  3. Toggle the Direct Purchase for Sales Order on.
    • Note: By toggling this on, you will see a new column pop-up for the Sales Order.
  4. Under the Sales Order column, select the relevant Sales Order/ServiceTrade Job that you are ordering these parts for.
    Direct_Purchase_for_Sales_Order.gif
  5. Click the blue Submit button at the bottom of the screen to create the Purchase Order.

How the Link Appears in ServiceTrade

Once your Purchase Order has been created, the Purchase Order items will now be added and linked to your ServiceTrade Job. The Source on each Job Item will list three pieces of information about your PartsManager link.

  • A Blue Box indicating the items are "Ordered but not yet received."
  • The Vendor on the Purchase Order
  • The Purchase Order Number

Screen_Shot_2022-04-26_at_3.37.42_PM.png

Issuing and Receiving Purchase Order Items Linked to ServiceTrade Job Items

Click the following link to learn about Receiving Items on a Purchase Order in PartsManager.
This section explains receiving Items on a Purchase Order that is linked to a Sales Order.

  1. If all of the item quantities and prices are correct, click the green Issue Icon on the Details Tab.
    • Note: By issuing a purchase order, you are confirming that all information and items on the purchase order are correct. If you have set up Purchase Order Emails, this action will also email the selected vendor the purchase order.
      Screen_Shot_2022-04-26_at_3.47.02_PM.png
  2. Click the Receive Purchase Order Icon in the Details Tab, in order to receive ALL the items on the Purchase Order.
    Screen_Shot_2022-04-26_at_3.47.16_PM.png

Once the items have been received on the Purchase Order, the ServiceTrade Job Items Source box will change from blue to green indicating that the Item has been received.
Screen_Shot_2022-04-26_at_3.54.05_PM.png

Note: When you receive your items on a PO, and the items are being purchased for a Sales Order, the items will be received to the inventory stock of the warehouse on the PO, then instantly removed from the stock of the warehouse, and fulfilled on the Sales Order/ServiceTrade Job.

Even if your items on your PO never physically touch a Warehouse and go straight to a Job for the work being performed, the item adjustments will be recorded in this way when using PartsManager.
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