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
Gearbox allows you to create Purchase orders from work orders such as Services and Repairs.
2. In the Purchase Order box, click on the + (3)
3. It will list the created purchase orders below (4)