Use this guide to create a Local Parts Order when a part is required immediately and needs to be ordered from a supplier straight away.
A Local Order creates both the customer or workshop requirement and the supplier order at the same time, making it the fastest route from identifying a requirement to receiving and supplying the part.
Why This Matters
Local Orders are designed for urgent requirements.
Unlike Stock and VOR Orders, which rely on later supplier ordering processes, a Local Order immediately creates the purchase order required to obtain the part.
This creates a direct relationship between:
The customer or workshop job requiring the part.
The supplier providing the part.
Because of this one-to-one relationship, the Goods In process is simpler and the system can automatically offer to allocate the part when it arrives.
Using a Local Order correctly helps:
Reduce delays.
Ensure urgent repairs can proceed quickly.
Maintain visibility of outstanding parts.
Track customer deposits.
Simplify the receiving process.
When to Use This Process
Use a Local Order when:
The part is required urgently.
The supplier needs to be contacted immediately.
The part is not being added to a future stock order.
The part is not being added to a future VOR order.
The part number is known.
Typical examples include:
A vehicle occupying a workshop bay waiting for a part.
A retail customer requiring a part as soon as possible.
A same-day supplier delivery.
An emergency repair requirement.
When Not to Use This Process
Do not use a Local Order when:
The part should be included in a daily VOR order.
The part should be included in a stock replenishment order.
The part number is unknown.
The requirement is not urgent.
In these situations, use the appropriate Stock, VOR, or Special Order process instead.
Before You Start
Before creating a Local Order, ensure you have:
The correct part number.
The supplier details.
The customer account or workshop job number.
Any deposit amount required from the customer.
Confirmation that the part should be ordered immediately.
How Local Orders Work
When a Local Order is created, the system creates two linked records:
Customer or Workshop Order
This records:
Who requires the part.
The quantity required.
The associated customer or workshop job.
Any deposit taken.
Supplier Order
This records:
Which supplier will provide the part.
The quantity being purchased.
The supplier responsible for delivery.
Because both records are created together, the system maintains a direct link between the requirement and the purchase.
This relationship becomes important later during Goods In.
When the part arrives, the system already knows where the part needs to go.
Creating a Local Parts Order
Step 1: Open the Parts Ordering Screen
Navigate to the parts ordering area.
Begin creating a new parts order.
Step 2: Enter the Part Number
Enter the required part number.
The system retrieves the part information and any associated supplier details.
Check:
The part number is correct.
The description matches the required item.
The supplier is correct.
Step 3: Select the Supplier
If the supplier is not automatically populated, select the appropriate supplier.
The supplier selected here becomes the supplier used on the purchase order.
Always verify the supplier before continuing.
Step 4: Select the Order Category
Locate the Order Category field.
Select:
Local Order
This step is critical.
Selecting Local Order instructs the system to immediately create the supplier order.
If another category is selected, the workflow changes significantly.
Step 5: Enter a Deposit (If Required)
If the order is being raised for a retail customer, enter the deposit amount if applicable.
Deposits help:
Confirm customer commitment.
Reduce the risk of uncollected special-order items.
Provide visibility of customer payments.
Workshop jobs generally do not require deposits.
Always follow your organisation's deposit policy.
Step 6: Link the Order
Link the order to the correct requirement.
This may be:
A retail customer.
An account customer.
A workshop job.
Verify:
Customer name.
Job number.
Vehicle details where applicable.
Incorrect allocation may result in the part being supplied to the wrong requirement later.
Step 7: Review the Order
Before confirming the order, check:
Part number.
Quantity.
Supplier.
Order category.
Customer or job allocation.
Deposit information.
Taking a few moments to verify the information reduces the need for corrections later.
Step 8: Confirm the Order
Confirm the order.
The system creates:
The customer or workshop order.
The supplier order.
The order now appears within the Orders List and is ready to be fulfilled by the supplier.
What Happens Next?
After the order is created:
The supplier receives the order.
The supplier delivers the part.
The part is processed through Goods In.
The system offers to book the part out immediately.
The part is supplied to the customer or workshop job.
This is one of the main advantages of Local Orders.
Because the supplier order and customer requirement are directly linked, there is no need to manually allocate stock after receipt.
Example Workflow
A technician identifies that a vehicle requires a replacement sensor.
The part number is known.
The vehicle cannot be completed until the sensor arrives.
The parts advisor:
Creates a Local Order.
Selects the supplier.
Links the order to the workshop job.
Confirms the order.
The supplier delivers the sensor later that day.
During Goods In:
The order is selected.
The delivery note is entered.
The order is completed.
The system prompts the user to book the part out.
The sensor is allocated directly to the workshop job.
The repair can now continue.
Common Mistakes
Selecting the Wrong Order Category
Selecting Stock or VOR Order instead of Local Order changes the workflow.
The supplier order will not be created immediately.
Always verify the order category before confirming.
Using Local Orders for Planned Stock Requirements
Local Orders should only be used when immediate supplier ordering is required.
Routine stock replenishment should follow the Stock Order process.
Incorrect Customer or Job Allocation
Always verify the customer or workshop job before confirming the order.
Incorrect allocation may result in delays when the part arrives.
Failing to Record Deposits
Where deposits are required, ensure they are recorded during order creation.
This provides visibility of customer commitments and payments.
Troubleshooting
The Part Does Not Appear in Goods In
Check:
The supplier order was successfully created.
The correct supplier has been selected.
The order has not already been received.
The Order Does Not Appear Against the Workshop Job
Check:
The correct job number was selected.
The order was confirmed successfully.
The order was not linked to a customer account instead.
The Supplier Is Incorrect
If the wrong supplier has been selected, follow your organisation's process for amending or cancelling supplier orders before proceeding.
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