Purchase Orders

Overview

Gearbox uses Purchase Orders to order and receive Parts into Stock. If you do not wish to use the Purchase Order component of Gearbox, the only way to add Stock is through Stock adjustments.

Purchase Orders require the Parts and Inventory module to be activated within your Gearbox subscription.

The Documents module must be active on your subscription to upload documents to Purchase Orders.

Creating a Purchase Order

1. Click on Parts (1), then select Purchase Orders (2)

Creating a Purchase Order - Admin Dashboard

2. Select Add New (3)

Creating a Purchase Order - Open Purchase Orders

3. Enter the Purchase Order Date, Supplier, Vehicle, Reference Number, and any other relevant fields (4). Then, select Save and Continue (5)

Creating a Purchase Order - New Purchase Order

4. The purchase order will now allow you to Add Items (6) to the Purchase order

Creating a Purchase Order - Purchase Order

5. Input Part Details, Quantity, Price and Invoice details (7) and select Create Purchase order item (8). You can also add additional Parts to the purchase order as separate line items

Creating a Purchase Order - Adding Parts

6. If purchase order limits have been set up, Gearbox users will receive a warning if the total inclusive cost exceeds the limit. The Gearbox Admin or Manager with permissions in the Parts module will then receive an email notification requesting their approval for the purchase order

Creating a Purchase Order - Approval Request

Creating a Purchase Order - Exceeded Purchase Order Limit Email Notification

7. If you have received a partial shipment from the purchase order and are awaiting additional items, simply click on the relevant row to receive each part within the list. Enter the necessary details indicate the quantity of items received (9), and select Update Purchase order item (10)

Creating a Purchase Order - Invoice Information

7. Alternatively, you can mark the checkbox labelled All items on this purchase order have been received (8) if all items from the purchase order have been received with the date of the items received

Creating a Purchase Order - Items Received

8. When Save and Continue is clicked, Gearbox will receive all parts on the Purchase order into Stock, indicated by the green tick

Creating a Purchase Order - Purchase Order Parts Recieved In Stock

Creating Purchase Orders from Services

Gearbox allows you to create Purchase orders from work orders such as Services and Repairs.

1. Create a Service. Once parts are added, click on More Information (1)

Creating Purchase Orders from Services - Service More Information

2. In the Purchase Order box, click on the + (3)

Creating Purchase Orders from Services - + Purchase Order

3. It will list the created purchase orders below (4)