Help/Workshop 365/Parts and supplier bills
Parts and supplier bills
Keep the parts on your shelf at what they cost you, and put them on the jobs they go into. Every job card then shows what it brought in and what is left after parts.
Screenshots use a fictional business and figures.
Parts, Supplier bills and What jobs made are under Back of house in the sidebar. They are shown to you, your co-owners and anybody with a Write seat on Workshop, never to a Read seat.
Add your parts
Go to Parts and press Add a part.
Fill in the Name, Part number and Where it lives, such as Rack B, shelf 2.
Fill in What it costs you, what you pay the supplier, and What you charge. The cost is what a job is worked out from.
Put How many you have now, and a number in Tell me when it drops to if you want a warning (0 means never). Add the Supplier and press Save.
Start with the parts you fit most weeks. A part at or below its warning number says Time to order, and the Running low filter lists them all.
Change the count
The number on the shelf is never typed over. Every change is recorded with a reason, so you can see later why 12 became 4.
Press Count on the part.
Put how many it goes Up or down by, such as 6 or -2, and pick Why: Stock came in, Counted the shelf, Damaged or lost or Sent back to the supplier.
Write A note for later, which is needed whenever the count goes down, and press Save the change.
Everything that has moved, in the same window, lists every change to that part, including which job each one went onto.
Put a part on a job
On the job card, find What this job made.
Pick the part from Take a part off the shelf…, put how many, and press Use it.
The part comes off the shelf count, and its cost goes on the job. If the shelf said you had none, it is still recorded, because the part is on the car, and the count shows below zero so you know to recount.
Record a supplier bill
Go to Supplier bills and press Record a bill.
Fill in the Supplier, Their invoice number, Date on the bill, Have you paid it? and GST on the bill if there is any. Press Save.
Now put the lines on it. For each line, pick What is it?:
- A part you keep on the shelf. It goes onto the shelf, and it costs a job the day somebody takes it off. It also updates what that part costs you.
- Something I do not keep in stock, bought and fitted straight away. Describe it, and pick the job under For which car?, so it costs that car.
Put How many and Cost each, and press Add this line.
A part reaches a job one way only, off the shelf or bought for it, so it is never counted twice. Delete this bill takes back off the shelf anything the bill put on it.
A supplier bill here does not touch your P&L. It is here so each job is costed at what the parts really cost. Put the bill into your accounting the way you do every other one: scan it into your P&L. That way it is counted once.
The filters are Everything, Not paid, Part paid and Paid. Export CSV downloads the bill lines shown. A supplier’s bills also appear on their contact page.
What jobs made
What jobs made lists every job you finished in a period, with what it Brought in, what its Parts cost you and what was Left. Pick Last 3 months, Last 12 months, or two dates and Show.
This is after parts, not after labour. Your mechanics’ time is in payroll, against a person rather than a car, so it is not taken off here. Everything is before GST. A job with no price on it shows as not priced rather than as a perfect job.
Questions
Where does “Brought in” come from?
From the job’s invoice once there is one, and from its quote before that, both before GST.
Can my mechanics see what a part costs?
Only with a Write seat on Workshop. A Read seat never sees Parts, Supplier bills, What jobs made, or the costs on a job card. Set seats in Settings, Team.