Taking a part from the shelf through receiving

Parts is the live shelf: one row per stocked part, with its identifiers, bin, vendor, count and selling price. Purchase orders explain what is on the way. Delivery records explain what actually arrived and why the count and cost on file changed.

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   Step 1: Put the part on the shelf

   Open Parts, expand + New part, and enter the SKU, description and the details the shop knows. Choose Add part. A new row begins the stock history; use that row's Adjust control when the physical count needs a reasoned correction.

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   Step 2: Set the selling rule

   Follow Edit the bands from the Pricing matrix panel. Under What this shop prices with, choose a named Shop default or keep the shop bands underneath it. Each band says the cost ceiling and markup percentage; save with Save shop bands or the named matrix's own save button.

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   Step 3: Start the order

   Open Parts › Purchase orders and choose New purchase order. Select a vendor if it is known and press Start PO. A draft may begin without one, but it cannot be marked ordered until a vendor is chosen.

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   Step 4: Build and place the draft

   Under Add a line, select a stocked part or describe an unstocked line, then enter quantity and unit cost and press Add line. Use Save draft to correct a line. When the document matches what the vendor should receive, press Mark ordered.

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   Step 5: Receive what is in the box

   On each ordered line, enter Quantity received and either its Vendor invoice or Packing slip. If cost visibility is on, enter a changed invoiced unit cost and any vendor tax shown on that bill. Press Receive for that line.

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   Step 6: Read what remains

   The line says complete or shows the quantity outstanding. The order's own badge moves through Ordered, Partly received and Received. Its Deliveries card keeps each receipt, who recorded it, its date, references and lines.

What receiving changes

Receiving a stocked line increases the on-hand count and writes the vendor's invoiced unit cost to that part. If no new invoiced cost is entered, the ordered cost is used. Future customer pricing runs from that cost through the applicable pricing matrix unless the part already has a selling price of its own. The purchase order keeps its original quoted cost, so the Ordered and Invoiced figures can show the difference. Vendor tax appears in Landed cost when it was recorded.

A fully received line still keeps its Receive form. That is deliberate: a late back-order, an over-shipment and a correction are all later facts. Receiving more than ordered is reported as more than ordered, not rejected. A negative correction cannot take back more than the shop previously received.

When receiving is refused

A draft has not been sent to a vendor, so its lines stay under Edit with Save draft instead of offering a receive form. Choose a vendor, press Mark ordered, then record the delivery. A canceled order says canceled and takes no new receipt. If neither reference is entered, Torqix says that a receipt needs a vendor invoice or packing slip number; copy either number from the paperwork and submit the line again.

Taking an order back

Two controls undo purchasing work, and which one you want depends on how far the order has gone. While it is still a draft, Remove draft line beside a line takes that line off the order and leaves the rest of it alone; if the line was drafted from a repair order, the car's part stays on the ticket and simply stops pointing at this order. Cancel purchase order is the whole document, and it is its own card at the bottom of the order.

Cancelling stops the quantities that have not arrived and nothing else. Anything already received stays received and stays in stock — a delivery is something that physically happened, and the Deliveries history keeps it. The order then reads Canceled, its receive forms are gone, and a later attempt to record a delivery against it is refused by name. The card says which of the three cases you are in before you press it: a draft closes and changes no stock, an ordered order stops every quantity that has not arrived, and a partly received one stops only the remainder.

Cancelling is also how you free a car's part. A part line on a repair order cannot be removed while the order that bought it is live — Torqix names the order and asks you to deal with it first — and cancelling is what releases it. The card is not drawn once an order is fully received, and cancelling one is refused: everything on it has arrived, so there is nothing left to stop. Send those parts back through Parts › Vendor returns instead.