Parts Board & Statuses

Overview

The Parts Board gives you a Kanban-style view of every part on a repair order, grouped by its current status. It lets you track parts through the full procurement lifecycle — from pending through ordering, receiving, installing, and handling returns. You can update statuses individually or in bulk, filter by status or assigned tech, and see a summary of counts and costs at a glance.

Part Statuses

Every part on a job has a status that reflects where it is in the procurement workflow:

Status Transitions

Parts follow a controlled workflow. You can only move a part to certain statuses depending on its current status:

The system enforces these transitions automatically — the status selector will only show valid options.

Parts Board View

Access the parts board from within any job:

1. Open a job.
2. Click the "Parts Board" tab.
3. Parts are displayed in columns grouped by status, Kanban-style.
4. Each card shows the part number, description, quantity, vendor, and assigned tech.

Update Part Status

To change the status of a single part:

1. Find the part on the board or in the line items view.
2. Click the status dropdown on the part card.
3. Select the new status from the allowed transitions.
4. If you select "Ordered" and draft purchase orders already exist for that vendor, a dialog appears letting you choose which PO to place the part on — or create a new one. See the Purchase Orders guide for details.
5. The part moves to its new column immediately.

Bulk Status Update

Need to move multiple parts at once (e.g. mark several parts as Received when a shipment arrives)?

1. Select multiple parts using the checkboxes on each card.
2. A bulk action bar appears showing how many parts are selected.
3. Choose the target status — only statuses that are valid for all selected parts will be available.
4. Click "Update Status" to move them all at once.

You can select up to 50 parts in a single bulk operation.

Filter & Assign

Use the filter controls at the top of the parts board to narrow down what you see:

• Filter by Status — Show only parts in specific statuses (e.g. only Ordered and Backordered).
• Filter by Assigned Tech — Show only parts assigned to a specific technician.

You can also assign a vendor to parts directly from the board, helping you track which vendor each part is sourced from.

Parts Summary

The parts summary panel shows at-a-glance metrics for the job:

• Status Counts — How many parts are in each status.
• Total Count — Total number of parts on the job.
• Total Cost — Combined cost of all parts.
• All Parts Fulfilled — A quick indicator showing whether every part has reached Installed or Fulfilled from Stock status.

Return a Part

When a part needs to be sent back to the vendor:

1. Move the part to "Returned" status using the status dropdown.
2. A dialog appears asking if you'd like to reorder a replacement part.
3. If you choose to reorder, a new part is automatically created in Pending status with the same details (part number, description, etc.).
4. The original part remains in Returned status as a record.

Credit Lines on Invoices

When a part is returned, you can set a negative quantity on it to create a credit line on invoices. This automatically reduces the invoice total by the value of the returned part.

1. A part must be in "Returned" status.
2. Set the return quantity (a negative number representing the credit amount).
3. When an invoice is generated, the returned part appears as a negative line item — effectively crediting the customer.

This is useful when a customer has already been invoiced for a part that was later returned. Instead of voiding and re-creating the entire invoice, the credit line adjusts the balance on the next invoice.

Status History

Every status change is recorded. You can view the full history for any part:

1. Click on a part to open its detail view.
2. The status history shows each transition — previous status, new status, when it changed, and who made the change.

This provides a complete audit trail for parts procurement.

Vendors

The parts board integrates with vendor management. You can assign vendors to parts to track where each part was sourced from.

• Assign Vendor — Select a vendor for any part from the vendor dropdown on the part card or in the line items detail view.
• Cost Export — View a breakdown of parts grouped by vendor, showing total cost per vendor. This is useful for reconciling vendor invoices.
• QuickBooks Integration — Vendors can be linked to QBO vendors for seamless expense tracking.