Build the parts catalogue

Typing "Ryco Z411 oil filter, 14.20" onto a job for the four hundredth time is not a good use of anyone's morning. Parts and Inventory, under Workshop in the sidebar, holds it once.

The catalogue is free.

Adding a part

• Name and description
• Unit, such as each, litre or metre
• Default cost, what you pay
• Default markup, as a percentage
• Fixed sale price, optional. Set one and it is used on quotes and invoices exactly as typed. Leave it blank and the price comes from cost plus markup
• Prices include GST, so the number you typed is the number you meant
• SKU, category and supplier, which all feed the search box
• Notes

The list search matches name, description, SKU, category and supplier, so "Ryco" or "Repco" both find things.

Using it on a job

Pull the part onto the job and the pricing comes with it. Change the quantity or the price on that job if the day calls for it; the catalogue is a default, not a rule.

Stock levels

The Stock page is where the numbers that drive reordering live. Per part:

• On hand, updated when you count
• Minimum, the level at which you want to reorder
• Maximum, the level you want to get back to
• Supplier email
• Cost and sale price, editable in the same row

Saving an on-hand figure records when you last counted, so a stale stocktake is visible rather than assumed.

Low stock

The Low stock page lists every part at or under its minimum, lowest first, and shows how many to order to get back to your maximum. It also flags the parts that are low and have no supplier email, which are the ones nothing automatic can help with.

Ordering automatically

With a minimum, an on-hand figure and a supplier email, a purchase order goes out on its own. See automatic parts purchase orders.

Getting started without a stocktake

Do not try to build the whole catalogue at once. Add the twenty parts that go on most job cards: oil, the filters you actually stock, brake pads, brake fluid, coolant, wiper blades, batteries. Leave stock levels blank until you have done a count. A part with a cost and a markup and no stock figures still saves you the typing.

Also here

Parts can be imported from a spreadsheet and exported to CSV from the same section.