Navigator Parts Management Guide

This help article provides a comprehensive guide to managing parts within the Navigator system, covering customer and workshop parts ordering, goods in processes, booking parts out, discounting, viewing and updating parts records, and crediting parts. The content is designed to assist users in navigating the Parts module efficiently.

Customer and Workshop Parts Ordering

This section explains how to order parts for customers and workshop jobs, including special orders and known part number orders.

Special Orders

A Special Order is used when part numbers are unknown, such as for vehicles not franchised by the dealership. It must be linked to a customer or workshop job.

1. Creating a Special Order:
   • From the Parts Point of Sale screen, click the "Special Order" button on the menu bar.
   • Link the order to a customer or job by clicking "Select" next to the relevant option. For a job, enter the job number; for a customer, follow the same process as invoicing a parts issue.
   • Select the supplier using the same method as Goods In (search by account number or name).
   • Enter a description of the order (this prints on the purchase order and aids later review).
   • To expedite, tick "Goods In Parts Now" to jump to the Goods In process. Otherwise, click "Create" to generate the order, with an option to print.
2. Viewing Outstanding Orders:
   • From the Parts Sales screen, click "Orders List" to display all unbooked customer orders.
   • Special Orders appear marked "SP," showing job details and vehicle registration but no part specifics. Notes can be added for reference.
3. Goods In for Special Orders:
   • Access the Parts Goods In screen and click "Select Order" to view outstanding purchase orders.
   • Double-click the order to retrieve it. Since Special Orders lack part details, manually enter part numbers from supplier documentation.
   • If a part isn’t in the system, add it by entering description, retail price, and purchase price, then confirm and add to Goods In.
   • Complete the Goods In by clicking "Complete," generating a document number. If linked to a job, the system prompts to book parts directly to the job, preloading them in the Parts Sales screen for confirmation.

Known Part Number Orders

When part numbers are known, the process differs slightly.

1. Creating the Order:
   • Use the Parts Point of Sale search to find the part by description or partial number.
   • If no stock is available, click "Order" and choose the order type: Stock, VOR (Vehicle Off Road), or Local Order.
   • Select the supplier, adjust the suggested deposit if needed (up to user permissions), and add the part to the order.
   • Add more parts if required, then raise an invoice to bill the deposit and assign it to a customer or job. Credit accounts or workshop jobs skip the deposit.
2. Viewing Orders:
   • Access the "Order Details" screen to see part-specific order details, including quantities ordered and outstanding.
3. Goods In Process:
   • Select the order from the purchase order list in Goods In. Parts are retrieved automatically for confirmation or editing.
   • Update supplier details and delivery note. Pricing is set from the order’s price level, but double-click a part to adjust if needed.
   • Complete the Goods In. If not issuing immediately (e.g., for stock), parts remain available for later booking.
4. Issuing Parts:
   • Return to the Parts Point of Sale screen, open "Orders List," and double-click the order to retrieve parts and credit any deposit.
   • Issue parts as usual via customer or job selection.

Goods In Process

This section covers how to book parts into stock manually or via a Navigator-generated order.

Manual Goods In

1. From Navigator’s main screen, select Parts > Goods In.
2. Choose the supplier by searching by name or entering their supplier number and tabbing.
3. Enter an invoice number or delivery note reference.
4. Select the price level (Stock Order, VOR, or Local Order).
5. Add parts by entering the part number and tabbing, or use the search function. Adjust quantity or cost price if needed, then click "Add."
6. Verify the total against supplier documentation. Click "Complete" and confirm to generate a goods in document number (write this on the invoice/delivery note). Optionally, tick "Print Goods In" to print instead of displaying the number.

Goods In with a Navigator Order

1. Open the Goods In screen and click "Select Order."
2. Choose an order from the list (shows creation date, supplier, and type). Double-click to retrieve parts and prefill the screen.
3. Confirm or select the supplier, enter the delivery note/invoice number, and check/edit parts (double-click to edit, re-add if supplied, or leave on back order if not).
4. Click "Complete" to finalize.

Booking Parts Out

This section covers booking parts to customers (new/existing, cash/credit), workshop jobs, and sales vehicles.

New and Existing Customers

1. Open Parts > Point of Sale.
2. Click "Customer" (F8) to search. Enter customer details and search:
   • Double-click an existing customer to proceed.
   • For new customers, click "New Customer," fill personal/business details (clear personal for business), set GDPR preferences, and save.
3. Add parts by entering the part number and tabbing, or search. Adjust quantity, override price (F2) if discounting, and click "Add" (F3).
4. To finalize, click "Customer" (F8), select payment method (e.g., card for personal), and confirm (print/email invoice as needed).

Credit Account Customers

1. Load parts as above.
2. Click "Customer" (F8), search for the account customer (identified by "SL" prefix and account number), and double-click to select.
3. The system defaults to Credit Account. Uncheck "Print Invoice" if not needed, and confirm. Update GDPR settings if prompted.

Workshop Jobs

1. Load parts in Point of Sale.
2. Click "Workshop" (F9) or "Job" (Shift+F4) to search by job number, customer name, or vehicle details.
3. Add parts (pricing is automatic on job costing). For "Job" entry, switch to the Invoice tab first.
4. Set Pre-Pick box number if applicable, tick/untick "Picking Note Required," and confirm.

Sales Vehicles

1. Load parts (e.g., floor mats) in Point of Sale, adjusting quantity as needed (pricing adjusts automatically).
2. Click "Sales Vehicle," enter the stock number, search, and confirm vehicle details with "OK."

Discounting Parts

1. Enter the part number and tab (not enter) to display it.
2. Click "Override" (F2), choose to apply a discount percentage, add to cost price, or set a specific sale price (VAT inclusive/exclusive).
3. Click "OK," then "Add" (F3), and complete the sale as usual.

Viewing and Updating Parts Records

1. Go to Parts > View and Update Records.
2. Enter the part number and click "Load" or use the search function.
3. Review tabs:
   • Global: Description, franchise, pricing, discount codes, superseded parts.
   • Dealer: Availability, discount permissions, suppliers, reorder category, popup note.
   • Stock: Stock levels and bin locations.
   • Sales History: Monthly sales log.
   • Audit: Activity log (double-click for documents).
4. Save changes with the "Save" button.

Creating a Part

1. Enter a new part number and click "Load." If not found, opt to create it.
2. Enter description, franchise, retail price, and discount code or manual prices. Optionally set suppliers, bin location (defaults to "NOT STOCKED"), and popup note.
3. Click "Save."

Crediting Parts

From Workshop Jobs

1. In Point of Sale, click "Job" (Shift+F4), search, and select the job.
2. Go to the "Parts on Job" tab, double-click the part, and select "Credit Line."
3. Click "Workshop" (F9) and confirm.

Over-the-Counter Sales

1. Open Point of Sale, click "Reverse Invoice," and enter the invoice number.
2. Click "Credit." Remove any parts not to be credited by double-clicking.
3. Click "Customer" (F8), set the payment method, and confirm.