A parts request is the record of one need for parts: who needs them, for which unit, by when, and every quote, order and message that answers it. The Parts list holds them all.
A mechanic needs a filter for a machine that is down. Without one record, the ask lives in a text, the quotes live in three inboxes, and nobody can say where the part is. A parts request keeps all of it in one place: the parts, the unit, the vendors asked, their quotes, the purchase order, receipt and the invoice.
Who sees it. The Parts menu shows only on accounts where Gearflow has turned on parts. On an account without it, the Parts pages are not shown and a direct link goes back to the home page.
Open Parts in the main menu. The list shows one row per request. Click a row to open the request in a drawer beside the list.
Tabs. Each tab is one step of the work:
| Tab | What is in it |
|---|---|
| All | Every request you can see. |
| Inbound | New requests. Nobody has sent them to a vendor yet. |
| Submitted | Sent to one or more vendors. Gearflow waits for their quotes. |
| Quoted | A vendor answered. The buyer must decide. |
| Fulfilling | Ordered. The parts are on their way. |
| History | Fulfilled and canceled requests. |
On accounts that hold uncoded requests, a Needs coding tab holds requests that still need a work order or a cost code (see Cost codes, work codes and jobs). Inbound, Submitted, Quoted and Fulfilling show a count. The status badge on each row uses the same words as the tabs.
Columns. The row shows its status badge, the quote count ring (for example "2/3": two of three vendors answered), the priority, and the date it was created. A "Machine down" or "Accident" badge shows when the request has one.
Filters. Use the filter bar to narrow the list by Status (inside the tab), Priority, Business unit, Job, Unit, Location, Owner, Machine down and Accident. Your requests shows only the requests you are on, and Unassigned shows only requests with no owner. Choose filters adds the hidden filters (for example Department and On the request). The filters stay in place when you leave the list and come back.
Edit in the row. People who source parts can change a row's Status, Priority and Owner without opening it. Select several rows to change their status together.
Buttons beside the search box:
Open the request form from + in the top bar or from the mobile create menu. On a maintenance request, Create → Parts opens the same form with the unit and the work order number filled in, and links the new request to that maintenance request.
If the same unit (or the same job and category) already has an open request, the form shows it, so you do not ask twice.
The form saves a draft as you type ("Draft saved. You can close this form and continue later."). A mechanic who opens the camera on a phone loses nothing.
Start from a vendor's quote. People who source parts can drop a quote they already have above the form. Gearflow reads the parts and the vendor from it, and marks each value it read with a blue dot until you change it. Then pick one:
If Gearflow cannot tell who sent the quote, it asks you to pick the vendor.
The drawer is the request's page. From top to bottom:
Part lookup is where you find and settle a part. Search Parts list (your order history) or everything on your shelves. Filter your order history by Make, Model and Year. A result shows the orders it came from, and On this unit marks parts already bought for this machine. A part that came back as the wrong part for this unit carries a Wrong part warning. Pick a result to set the line's name and part number, or Add as new part.
Call with Gearflow (the phone icon on the request's thread) has Gearflow call you to talk through this request by voice.
Share status copies a link that shows the request's parts and the vendors asked, with no sign-in. Send it to a teammate who asks "where is my part?". The page is read-only. A link that no longer works says "This link no longer works", and the reader must ask for a fresh one.
Change the status to Canceled to close a request you no longer need. Pick the reason ("We no longer need the parts" or "We sourced the parts elsewhere"). When vendors are still quoting, Gearflow asks "Close the vendors still quoting?": say yes to close their quote requests and tell them. A canceled or fulfilled request moves to History; Reopen brings it back.