← Buying parts in Gearflow

Parts · Orders

Orders, receiving and paying

An order is one vendor's part of a parts request: what you bought from them, at what price, and whether it arrived. This page covers the order page, receiving, paying by card and logging an order someone already made.

#Why this exists

A request can need parts from two vendors and a shelf. Each vendor's order is its own record, with its own PO, its own confirmation and its own invoice. The order page answers "what did we buy, from whom, at what price, and is it here?" without a phone call.

#Order statuses

Status	What it means
Not sent yet	A draft. Nothing went to the vendor.
Waiting for Vista approval	Accounts whose POs go through Vista only: the PO waits for approval inside Vista.
Sent	The PO went to the vendor.
Confirmed	The vendor confirmed the order.
Received	The parts arrived.
Canceled	The order was canceled.

The order card also shows Ready for pickup or Shipped when the vendor marks the order so from their own quote page.

#The order page

Open an order from its card in the request's Sourcing section. The page holds:

• The lines: part, part number, quantity, unit price and total. Edit a line, Add a line, or remove one the vendor cannot supply ("Removed — vendor can't supply"). A line that fills a requested part with a different part shows Substitute.
• The totals: Shipping cost, Sales tax and Order total.
• PO number, Business unit, Job and Routing code, each with Edit.
• Supplier confirmation: drop the vendor's order confirmation, and Gearflow reads it into the order's lines the way it reads a quote. When the order changed after you placed it, the page says "This order was revised after it was placed".
• Documents: PO PDF and Order PDF, ready to print.
• Returns and credits: "Return a received part from its line above, or log a credit the vendor owes." See Invoices, returns and credits.
• Upload invoice and Review invoice → for the vendor's invoice.

When the vendor ships less. Close short on a line closes it with the quantity that came, when the vendor will not ship the rest.

Decline a quote. Decline quote turns a vendor's quote down. "Let the vendor know" adds a message; Decline and send sends it. A vendor with no contact to email is not told.

Undo a step. Reopen order, Undo received and Undo paid take a step back.

#Receive parts

Receive is the one place to mark parts received. Open it from the request footer or from Mark received on a vendor's order card.

1. Receive lists every part still to come, grouped by vendor order and by inventory pickup.
2. Tick the parts that came. Change the quantity when only some came.
3. Add the Delivery receipt with Add photo (optional): a photo of the packing slip or the signed ticket.
4. For stock parts, pick where they go (Put on the shelf at), or tick Don't stock these.
5. For a part tracked by serial number, scan or type each Serial number ("Scan with the phone camera").
6. Click Mark received.

When every ordered part is in, the request is fulfilled. If a request is marked fulfilled while parts are still to receive, Receive opens so nothing is left out.

Inventory pickups. Mark picked up takes the parts off your shelf. It waits a few seconds before it writes, and shows Undo until then: a pickup changes the stock ledger, tells the requester, and cannot be taken back after that.

On accounts connected to a maintenance system, receiving a line issues it to the request's work order in that system, with its cost and tax. A request with no work order number sends nothing to the maintenance system.

#Pay an order by card

Some orders can be paid by card. Gearflow takes the payment through a secure Stripe checkout page. What the order offers depends on who brought the vendor:

Who brought the vendor	What the order offers
Gearflow sourced the vendor	Pay & send PO: you pay Gearflow by card, and the PO goes out when the payment lands.
Your own vendor, set up to take card payments through Gearflow	Send PO, with Pay by card instead
Your own vendor, not set up for card payments	Send PO only: you pay the vendor directly.

A card payment adds a 3% Service Fee, which the checkout page shows. When you pay first, Gearflow checks the order can be sent before it takes the money, so you never pay for an order that cannot go out. Gearflow does not save your card for next time.

Net 30 terms are a Parts Hub Pro feature. These order screens do not offer terms; see Net terms for Parts Hub Pro.

#Log an order already made

A mechanic buys a hose at the counter on the way to the site and comes back with a receipt. Log order records that purchase after the fact. Nothing goes to the vendor.

Where to open it:

• On the Parts list, Log order beside the search box. It knows nothing yet, which is the common case.
• On a parts request, Log order beside Browse sourcing options. It knows the request and its parts.

Steps:

1. Drop the receipt or invoice at the top of the form. Gearflow reads it and fills the Vendor, the lines, the Sales tax, Shipping cost and the PO number. Check what it read.
2. Fill in what a receipt cannot know: the Location and the Unit ("Used on this unit", or No machine involved). Gearflow never guesses these, and they are optional.
3. Set the Order date. Keep the generated PO number or type your own. Add a Work order number (optional) and Notes (optional).
4. Tick Already received when the parts are in hand.
5. Click Log order.

A log from the Parts list makes a parts request for the order, so the order has a page; the drawer opens on it. Nobody asked for parts; the request is the record of what happened.

#Tips

• Receive in Gearflow, not on paper. A received line is what lets the invoice match the order.
• Photograph the delivery ticket at the truck. It settles a short-shipment argument in seconds.
• Log the counter buys. Spend that never reaches Gearflow is spend nobody can report on.