Parts Overview
The Parts section in Fleetrock allows for inventory management, and provides a list of all parts added by a Vendor. Before a part can be added to a repair order, it must first be added to the Vendor's inventory. Parts reporting is available in the Parts section of Analytics.
To get to the Parts section in Fleetrock, tap the Parts option on the navigation menu.
Parts Status
Parts can have the following status:
- Available - This status means that the part is currently available and can be added to a repair order.
- Archived - This status means that the part is available for historical records, but no longer available to add to new repair orders.
Managing Suppliers
When adding a part into Fleetrock, an optional Supplier can be selected. To manage suppliers, tap the Manage Suppliers option within Parts.
There are two options available: Add Supplier, and Edit Supplier:
- Add Supplier - To add a new supplier, enter in the Supplier Name and any other additional information, then tap the Add Supplier button.
- Edit Supplier - If at least one supplier has been added, the option to edit will be available. After selecting a supplier and modifying the information, tap the Update Supplier button to save. To delete a supplier, select the supplier you would like to delete then tap the Delete Supplier button. A supplier cannot be deleted if there are available parts associated with the supplier (in this case, you may want to archive the part).
After adding a supplier, it will be available to select when adding a new part. You can edit the supplier of existing part(s) by:
- Within Parts, select the part(s) that you would like to edit using the checkboxes.
- After the part(s) are selected, the Update option will become available.
- Select Supplier, then select the supplier you want to use for the update.
Managing Bins
When adding a part into Fleetrock, an optional Bin can be selected. To manage bins, tap the Manage Bins option within Parts.
There are two options available: Add Bin, and Edit Bin:
- Add Bin - To add a new bin, enter in the Bin Name and tap the Add Bin button.
- Edit Bin - If at least one bin has been added, the option to edit will be available. To edit a bin name, select the bin and enter in the new name, then tap the Update Bin button. To delete a bin, select the bin you would like to delete then tap the Delete Bin button. A bin cannot be deleted if there are available parts associated with the bin (in this case, you may want to archive the part).
After adding a bin, it will be available to select when adding a new part. You can edit the bin associated with an existing part(s) by:
- Within Parts, select the part(s) that you would like to edit using the checkboxes.
- After the part(s) are selected, the Update option will become available.
- Select Bin, then select the bin you want to use for the update.
Adding a Part
To add a part to a repair order, it must first be added to your inventory. To add a part:
- Within Parts, tap the Add Part option.
- When adding a part, there are two tabs: Single Part and Bulk Add.
- In the Single Part section:
- If a supplier has been added, you can associate the part with a specific supplier by selecting the Supplier option.
- If a bin has been added, you can associate the part with a specific bin by selecting the Bin option.
- Select the System Code to associate with the part (if selecting system code 017 - Tires, see the Adding Tires section below).
- Add a unique Part Number and Part Description. While a Part Number is optional, it can help to prevent duplicate parts in inventory.
- Set the Part Count and Part Cost. A part markup can be set in Vendor rate card settings.
- Add Warranty Conditions, if available.
- Tap the Add Part button.
- In the Bulk Add section:
- Select Supplier, Bin, and System Code options.
- Enter multiple Part Number (optional), Part Description, Part Count, Part Cost, Warranty Miles (optional), and Warranty Years (optional) values, with each unique entry on a separate line.
- Tap the Preview button to verify all the parts being added, then press the Confirm Part(s) button once confirmed. Note that duplicate part numbers are not allowed, unless they have different suppliers.
Adding Tires
- If system code 017 - Tires is selected, you will see an option for Part Type.
- Selecting Tire as the Part Type will add additional options for Tire Brand, Product Line, Tire Size, and Tire Type.
- These additional options are used to provide detailed tire analysis within analytics.
- When a tire is added in the correct format, you'll see this icon next to the tire description:
- Note that Part Description is not available when adding tires, a description is auto-generated based on the provided information.
Updating Parts/Inventory
To update a part:
- Within Parts, tap on the part that you would like to update.
- Within the part, there are two tabs: General and Inventory.
- Under the General tab, you can update the Supplier (if applicable), System Code, Part Number, Part Cost, and/or Warranty Conditions. Please note that once a part is created, the Part Description cannot be edited because repair orders link directly to the part description. If the part description is not accurate, you can delete the part (if it hasn't already been used), or archive the part.
- Tap the Update button to update, or the Delete button if you would like to delete the part. If the part is being used in a repair order, it cannot be deleted (in this case, you can use the archive option).
- Under the Inventory tab, you can add new inventory by tapping the Add Inventory button. To edit existing inventory additions, tap on the line item and adjust the Part Count and/or Part Cost. Adjusting the Part Count to 0 will remove the line item altogether. Parts that are subtracted as a result of being added to a repair order are highlighted in yellow, and cannot be edited.
- After inventory is modified, the Total Part Count and Average Part Cost will be automatically calculated and displayed. To set the Part Cost on the part to the calculated Average Cost, tap the button.
Archiving Parts
If you want to remove a part without deleting it, or if you want to remove a part that was used in a repair order (once a part is used in a repair order, it cannot be deleted), you can use the Archive option. After archiving a part, it will no longer be shown on your parts list unless you select the Archived status within Search. Also, the part will no longer be visible when adding parts during a repair order. To archive a part:
- Within Parts, select the part(s) that you would like to archive using the checkboxes.
- After the part(s) are selected, the Update option will become available.
- Select Status, then Archived.
Purchase Order Overview
Purchase orders can be created in Fleetrock to help manage inventory.
To view and/or create a purchase order, go to Parts and tap on the Purchase Orders tab.
Purchase Order Status
Purchase orders can have the following status:
- Draft - The purchase order has been created, but has not yet been set to Open. Changes are allowed while in Draft status.
- Open - Once the status is set to Open, a purchase order can no longer be edited.
- Received - When the items are received from the supplier, the status of the purchase order should be set to Received.
- Closed - After the items are received and the invoice is paid, the purchase order status should be set to Closed.
- Deleted - If a purchase order was deleted using the checkboxes within the Parts section of Fleetrock, it will be accessible via a period of time before it is permanently deleted.
Creating Purchase Orders
Vendors can create purchase orders using an existing supplier. To create a purchase order:
- Within Parts, tap on the Purchase Orders tab.
- Next, tap the Create Purchase Order option.
- Select the Vendor and/or Supplier.
- Tap the Create Purchase Order button.
After a purchase order has been created, add a line item(s):
- Tap the Add Line Item option.
- Select a Part. Only parts associated with the selected supplier can be selected and added to the purchase order.
- Next, select Quantity and Unit Price.
- Tap the Add button.
Note that all lines on the purchase order with a icon can be edited (the status of the purchase order will impact which lines are editable).
* Customers and Managers can also access these features, if the customer adds a Vendor user to their account.