Purchasing Parts for Inventory

Owned by Lamont Eddins
Last updated: Aug 29, 2024
5 min read

Inventory Parts Purchasing allows for the purchase of parts within the catalog or parts that can be added to the catalog. This is useful when parts at inventory locations are running low and/or new parts are required for inventory.  You have the ability to order parts with an automatic approval based on NTE amount. A work order is generated and immediately goes to the supplier to be filled and processed. It also includes a time saving factor because you are eliminating additional steps for ordering parts and quicker to receive parts for inventory locations. There is an alignment when using Restocking Options and Schedule under Inventory Administration, from there, it generates a Purchase Transfer Orders automatically. 


Creating a Parts Purchasing list

A Parts Purchasing list is required to make a Purchasing Transfer Order. This is where you assemble an abundance of parts that can be purchased for immediate or future use. Using the Parts Purchasing Upload template to add part information which then gets populated into Inventory Manager under the Purchasing Tab in Parts Catalog. Once the list has been uploaded, you can download the list at any time. You can expand your list by using a new template and add purchasing parts. When using the template, the columns required to have a successful upload are:

  1. Catalog Supplier ID (Provider ID)
  2. Catalog ID (Reference Catalog ID, if needed)
  3. Supplier Number
  4. Price (Currency Type)
  5. Category
  6. Trade
  7. Description
  8. Unit of Measure (each, feet, volume)
  1. The template input is case sensitive.
  2. Catalog Supplier ID, Catalog ID, Supplier ID, Manufacturer Parts Number, and Price must be in numbers font on the spreadsheet.
  3. Category and Trade must match what is listed in WO Properties.


Adding Supplier as a Provider in Service Automation 

Your supplier for purchasing parts must be added and assigned as a provider in the Location & Provider module. 


⦿ How to Create a Parts Purchasing List
  1. Inventory → Parts Catalog.
  2. Click the Purchasing tab to enter the Purchasing landing page.
    Parts Catalog - Purchasing Tab 
  3. Click the Download link to open the list.
  4. Click the Parts Purchasing Upload Template link to download the spreadsheet.
    Downloading Template

  5. Input all the information onto the template and save the file.

    The Catalog and Catalog Supplier ID column must be numbers only. 


  6. Click the Upload link to open the modal.
    Uploading Template
  7. Add the template into the box and click the Done link to add the list. 
  8. A successful upload message appears confirming the upload. 
⦿ How to Download Inventory Parts Purchasing Catalog Template
  1. Click the Download link to open the list. 
  2. Click the Inventory Parts Purchasing Catalog link to download the catalog. 
    Downloading Catalog
  3. A file appears in your download folder to open. 

Generating Purchasing Transfer Orders

Once the list is populated with parts, you can create a Purchase Transfer Order. The Filter By feature is available to sort and locate specific parts to order. You can search for parts that are included in the inventory and non-inventory parts as well. Filter By also includes:

  1. Inventory Part Number
  2. Manufacturer Part Number
  3. Description
  4. Supplier
  5. Brand


⦿ How to Create an Purchase Transfer Order
  1. Use the Filter By to locate parts to add into the cart. 
  2. Click the Add to Cart link to open the modal. 
    Add to Cart
  3. Use the drop-down arrow to select Transaction Type and click the Create button. 
    Select Transaction Type
  4. Use the + button to add the part amount.
    Add number of parts
  5. Use the drop-down to select parts destination and click the Add button to place the items in the cart. 

  6. Review the order then click the Submit button to send out the purchase order.

    You can make changes to the part amount and destination before submitting. 


Adding Inventory Parts to a Purchasing Transfer Order

Before a purchasing transfer order has been processed, you can add parts onto an existing one. This allows for flexibility and time saving by reducing the number processing orders and time spent waiting for parts to be delivered.


⦿ How to Add Inventory Parts to Purchase Transfer Order
  1. Use the Filter By to locate parts to add onto the order. 
  2. Click the Add To link to open the modal.
  3. Click the Radio button to select the transaction.
    Select Transaction 
  4. Click the Add button to open the modal.
  5. Use the + button to add the part amount.

    Add number of parts
  6. Click the Add button to add part to the purchase order. 

Processing Purchasing Transfer Orders

When orders are received and before being processed, they must be reviewed and approved. The NTE amount determines how much you can approve without additional support from someone with a higher NTE amount. These orders include ones that are made from the Inventory Manager and request made by your FTMs. The Filter By allows you to filter for specific orders. You can use the Filters BY with the:

  1. Status
  2. PO Number
  3. Destination
  4. Supplier


⦿ How to Process a Purchase Transfer Order from Inventory Manager
  1. Click the Transactions link to enter the landing page. 
  2. Click the Purchasing tab to review the Transfer Orders.
  3. Select a Purchase Order and click inside to view its details.
    Inside Purchase Order details
  4. Use the drop-down arrow and change the status from Open to Approved.
    Open to Approved
  5. Use the drop-down arrow and change the status from Approved to Issued.
    Approved to Issued
  6. Click the Save button to save the status change and generate the work order.
  7. A message appears with the tracking number for the work order. 
⦿ How to Process Purchase Transfer Order from FTM
  1. Click the Transactions link to enter the landing page. 
  2. Click the Purchasing tab to review the Transfer Orders.
  3. Select a Purchase Order and click inside to view its details.
  4. Use the drop-down arrow and change the status from Open to Received.
    Open to Received
  5. Click the Save button to save the status change.

Canceling a Purchasing Transfer Order

When a Purchase Transfer Order is placed and ready to be approved, there is the option of canceling the order. When doing so, the order is canceled removed from list. The filter option is available to search for and locate any canceled transactions. 

Receiving Purchasing Transfer Orders

When the orders are in an Issued status, you can update the inventory by indicating the number of Quantity Parts Received and the number of Quantity Parts Lost. For the transfer to be completed, those numbers must match the Quantity Requested, otherwise, it goes into partially received status.

Viewing Purchase Transfer Order Received in Work Order Notes

Parts Transfer Order received systems note

Once a Purchase Transfer Order is received, processed and updated under Purchasing Receiving, a system note is added onto the work order notes detailing the order’s transaction.


⦿ How to Receive a Purchase Transfer Order
  1. Click the Receiving link to enter the page.
  2. Click the Purchasing tab to review the Quantity.
  3. Select a Purchase Order and click inside to view its details.
  4. Update the Quantity Received and Quantity Lost.
    Update Quantity
  5. Click the Save button to finalize the Purchase Transfer Order.
  6. Purchasing Transfers Orders is created Automatically.

Allowing FTM to Request Parts for Purchasing 

Your internal technicians performing services at locations is allowed to submit Purchase Transfer Order request with a specific NTE amount. Technicians can place direct order request for parts that are either low or in demand. Doing so, allows for inventory to remain high when technicians can support the efforts for stocking inventory by purchasing parts. When received, a Purchase Transfer Order can be placed to satisfy the technician's request. 

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