Parts, stock and ordering

The parts side of a job in one place: what you have, what is promised to other jobs, what a job needs, and what is on order. Stock levels come from your point of sale, or from your own counts if you do not run one.

The Inventory table

• Products → Inventory is a spreadsheet-style view of your catalogue: parts, accessories, apparel, whole bikes
• Alongside in stock it shows booked, the amount committed to open jobs, and available, what is left after them
• Search by name or SKU; filter by supplier, product type, your own tags, or what is on order; download the view as CSV

Your own stock: anything you keep yourself

• The Your own stock card at the bottom of Inventory takes your own items: a name, a SKU, an optional sell price, how many on hand, and a reorder at level
• With no till, this is your whole stock list: the parts you sell as well as the workshop bits. With a till, it holds what the till would never list: cable ends, ferrules, zip ties
• The sell price is what the part goes onto a quote at when you tick Chargeable. What a supplier charges you is recorded separately
• Add item adds one at a time; Template then Import CSV loads a spreadsheet
• These items show in the table above, count towards booked and available, and can go on a job
• A blank count means unknown, not zero

Stock in more than one place

• Choose + Location, name it ("Van A"), and the card gives it its own column of counts. The item list is shared
• Locations can be renamed; the first starts as Main stock
• With more than one, a location filter appears in the lookup above

Scanning barcodes

• Anywhere you would search for a part, scan it instead: a handheld scanner, your phone's camera, or type the number
• Scan on the Inventory table opens the add to a job flow; Scan on a booking's Quote tab drops the part onto the quote; Scan items in inside a goods receipt ticks off each part as it comes out of the box
• An unknown barcode can be bound to a product, existing or one you name on the spot

Put a part on a job

• From Inventory, find a part and choose Add to job with a quantity
• It shows on that job card in a parts strip under the stage control, with its supplier, a status, and an expected arrival date once on order
• Chargeable decides billing. Off (the default), the part sits on the job without charging anyone: warranty, goodwill, shop stock. On, a line is added to the job's quote at your catalogue price
• Only a draft quote is amended; a sent quote is untouched

Selling a set of parts as one line

Under Bundles on the Inventory tab, name a set of parts you sell together (a tyre, a tube and a rim strip), pick the parts, and give the set one price. On a quote it goes on as a single line.

Suppliers and purchase orders

• Record suppliers under Products → Suppliers: order email, account number, typical lead time, and terms such as a minimum order or free-freight threshold. Import a supplier list from CSV
• Record invoice on the Your own stock card keys in a supplier invoice as it lands. The cost is remembered against that supplier and shows in the Cost column, apart from your sell prices

1. 1As approved quotes need parts, they gather on the Ordering board under Front desk, bundled by supplier.
2. 2Choose Draft an order. One order can cover many jobs; set the expected date and any notes.
3. 3Send order has Velobook email it to the supplier; Draft in my email app opens it in your own mail client.
4. 4Note your own POS or accounting order number in the their order number field if you also raise it there.

When parts arrive

• Keying in a goods receipt marks a job's parts received and pings the mechanic assigned to the job
• On a full unblock the customer also gets a note that their parts are in
• When stock matching an ordered part lands in your POS, the mechanic gets a hint to receive it
• See bikes waiting on parts for how the hold-up shows on the bench