Managing Customer and Workshop Orders

Modified on Thu, 1 May at 11:53 AM

This guide outlines how to process customer and workshop orders in the Navigator system. It covers both special orders (where part numbers are unknown) and standard orders (where part numbers are known). This is essential for managing parts ordering, receiving deliveries, and efficiently allocating stock to workshop jobs or customer collections.

1. Creating a Special Order (Unknown Part Numbers)

When to use:

Parts are needed for vehicles not franchised by the dealership.
Part numbers are unknown.

Steps:

Go to the Parts Point-of-Sale screen.
Click the Special Order button on the menu bar.
Link the order to a job or customer by clicking Select.
Choose the supplier by searching by name or account number.
Add a description for reference.
(Optional) Tick Goods in parts now if parts are being received immediately.
Click Create to complete the special order.

2. Viewing Outstanding Orders

In the Parts Sales screen, click the Orders List button.
This shows all outstanding customer orders.
Multiple customer orders may be consolidated into a single supplier order.
Special orders show as SP, but do not list part details.

3. Receiving Special Order Deliveries (Goods In)

Open the Parts Goods In screen.
Click Select Order to choose the relevant purchase order.
Double-click to retrieve the order details.
If no parts are listed, enter them manually:
- Add part number, description, retail and purchase price.
- Click Confirm to add each part to the goods in screen.
Click Complete to finish the goods in process and generate a document number.

System prompt: If linked to a job, Navigator will prompt to book parts directly to the job.

Confirm to preload the parts for the job.
Click Workshop to proceed.

4. Creating Standard Orders (Known Part Numbers)

Steps:

Search for the part using description or part number.
If out of stock, click Order.
Choose order type:
- Stock or VOR (Vehicle Off Road): Grouped into one daily supplier order.
- Local Order: Immediate one-off order.
Select the supplier.
Set or override deposit amount (based on user permissions).
Add part to the order and proceed to invoice.

Note: No deposit is charged for account customers or workshop jobs.

5. Receiving Standard Orders (Goods In)

Select the relevant purchase order from the list.
Review and edit part details if needed (e.g. pricing).
Complete the goods in process.
Parts may not be immediately issued (e.g. for stock or consolidated orders).

Bin location logic:

Stock parts: normal bin location.
Job parts: job number with prefix "J".
Customer parts: customer name.

6. Issuing Parts from a Customer Order

Return to the Parts Point-of-Sale screen.
Open the Orders List.
Double-click the relevant order.
Deposit (if taken) is credited automatically.
Issue the part as normal.

Important Tips:

Use special orders for ad hoc or unknown items.
Confirm goods in details before completing to ensure correct pricing.
Bin locations and naming conventions aid physical storage.
Deposits are managed automatically depending on the customer/job type.
Always double-check job and part links to ensure smooth allocation.