Buying parts in Gearflow

#The flow

Every parts purchase in Gearflow lives on a parts request. The request holds the parts, the unit they are for, the vendors you asked, their quotes, the orders, the receipt and the invoice.

1. Request. A mechanic or a buyer creates a request: the unit, the parts and when they are needed. Requests also arrive from tickets, texts, emails and calls. See Parts requests.
2. Source. A buyer checks the shelves, then asks vendors for quotes or orders from one vendor now. See Sourcing, quotes and purchase orders.
3. Approve. An order over a person's purchasing limit goes to an approver first, on accounts that set approvals. See Order approvals.
4. Order. The PO goes to the vendor. The vendor confirms, ships or marks the parts ready for pickup. See Orders, receiving and paying.
5. Receive. The parts arrive and somebody marks them received, with a photo of the delivery ticket.
6. Pay. The vendor's invoice is matched to the order, line by line, and paid. See Invoices, returns and credits.

Each line can carry a cost code, a work code and a job, so the spend lands where your accounting needs it. See Cost codes, work codes and jobs.

#Around the flow

• Inventory: stock by location, minimum and maximum levels, automatic reorders, counts and imports.
• Materials and tools: requests for bulk materials and for serial-tracked tools, on accounts that use them.
• Vendors: your own vendor list and the contacts who get your RFQs and POs.

#Who sees Parts

The Parts menu shows on accounts where Gearflow has turned on parts. Inside it, what a person can do follows their role: people who can fulfill parts requests source them, send POs, receive and work invoices. Other people create requests and follow them.

Parts Hub Pro. Some accounts still buy parts in Parts Hub Pro, Gearflow's separate parts app. Its pages are listed under Parts Hub Pro in the menu. The screens on this page are inside Gearflow itself.