Use this guide to create a Stock Order for parts that should be ordered as part of your normal stock replenishment process.
Stock Orders allow multiple parts requirements to be grouped into a single supplier order, helping reduce administration and improve ordering efficiency.
Why This Matters
Not every part requirement needs immediate supplier ordering.
Many organisations use scheduled stock ordering processes to:
Replenish stock levels.
Order routine workshop requirements.
Consolidate supplier purchases.
Reduce the number of individual supplier orders being raised.
When a part is marked as a Stock Order, the system records the requirement but does not immediately create a supplier order.
Instead, the requirement waits until a Stock Order is generated and submitted to the supplier.
Understanding this process helps users understand why a supplier order is not immediately visible after creating a Stock Order.
When to Use This Process
Use a Stock Order when:
The part is not required immediately.
The requirement can wait until the next stock order cycle.
The part should be included in routine supplier ordering.
The part number is known.
The organisation follows a scheduled stock ordering process.
Typical examples include:
Routine service items.
Workshop consumables.
Frequently used stock parts.
Replenishment of low stock items.
Planned workshop requirements.
When Not to Use This Process
Do not use a Stock Order when:
The vehicle is off road and requires urgent parts.
The supplier needs to be contacted immediately.
The part number is unknown.
The requirement should be processed through a Local Order.
In these situations, use:
Local Order
VOR Order
Special Order
as appropriate.
Who Should Perform This Process?
Creating Stock Orders is generally a Parts Manager responsibility.
Depending on company procedures, the process may also be completed by:
Parts Supervisors.
Senior Parts Advisors.
Authorised stock controllers.
The users creating the original requirements may not be responsible for generating the final supplier order.
Before You Start
Before creating a Stock Order, ensure:
Outstanding stock requirements exist.
The correct supplier or franchise has been identified.
Part numbers are correct.
Quantities have been reviewed.
Any company ordering schedules have been considered.
Understanding How Stock Orders Work
The Stock Order process consists of two stages.
Stage 1: Creating the Requirement
During normal operations, users create Stock Orders against customer requirements or workshop jobs.
At this stage:
The requirement is recorded.
The requirement appears within the system.
No supplier order exists yet.
The system knows the part is required but has not yet generated a purchase order.
Stage 2: Creating the Supplier Order
At an appropriate time, a Parts Manager creates a Stock Order.
The system gathers outstanding stock requirements and creates a supplier order.
This supplier order can then be submitted to the supplier.
Why Use Stock Orders?
Stock Orders offer several operational benefits.
Reduced Supplier Orders
Instead of creating multiple supplier orders throughout the day, requirements are consolidated into a smaller number of purchase orders.
Better Supplier Relationships
Consolidated ordering often improves communication and efficiency with suppliers.
Improved Stock Control
Routine stock requirements can be managed through a structured ordering process.
Better Administration
Staff spend less time creating and managing individual supplier orders.
Creating a Stock Order
Step 1: Open the Stock Order System
Navigate to the Stock Order area.
This area is used to manage supplier purchasing activity.
Step 2: Create a New Stock Order
Select the option to create a new Stock Order.
The system begins building a supplier order.
Step 3: Review Outstanding Requirements
The system displays parts that are awaiting inclusion in a Stock Order.
Review:
Part numbers.
Descriptions.
Quantities.
Supplier information.
Ensure the requirements are appropriate for stock ordering.
Step 4: Add Required Parts
Add the required parts to the Stock Order.
Depending on your system configuration, some parts may already be suggested automatically.
Review each item carefully before continuing.
Step 5: Review Quantities
Verify that quantities are correct.
Consider:
Workshop demand.
Customer requirements.
Existing stock levels.
Supplier pack quantities.
Ordering incorrect quantities may create excess stock or shortages.
Step 6: Review Supplier Information
Confirm:
Supplier.
Franchise.
Purchasing account.
Delivery arrangements.
This helps ensure the order reaches the correct supplier.
Step 7: Enter Additional Information
Depending on company procedures, enter:
Purchase order references.
Supplier references.
Delivery dates.
Internal notes.
Only complete fields relevant to your organisation's process.
Step 8: Review the Order
Before confirming, verify:
Parts included.
Quantities.
Supplier details.
Order references.
This review helps prevent ordering errors.
Step 9: Confirm the Order
Confirm the Stock Order.
The system creates the supplier order and links it to the outstanding requirements.
The order is now ready for submission to the supplier.
What Happens After Confirmation?
After the Stock Order has been confirmed:
The Supplier Receives the Order
The supplier processes the purchase order.
Parts Are Prepared for Delivery
The supplier gathers and dispatches the requested items.
Goods In Is Completed
When the delivery arrives, the supplier order is processed through Goods In.
Parts Are Added to Stock
The received parts become available within stock.
Outstanding Requirements Are Completed
Parts can be allocated to customers and workshop jobs through the Orders List.
Understanding the Difference Between Stock Orders and Local Orders
This is one of the most common areas of confusion.
Local Order
Creates:
Customer or workshop order.
Supplier order.
Both are created immediately.
Stock Order
Creates:
Customer or workshop requirement.
The supplier order is created later through the Stock Order process.
This additional stage is what allows requirements to be consolidated into larger supplier orders.
Example Workflow
During the week:
Workshop Job A requires filters.
Workshop Job B requires spark plugs.
Workshop Job C requires service consumables.
Each requirement is created as a Stock Order.
No supplier order exists yet.
At the scheduled ordering time, the Parts Manager:
Opens the Stock Order system.
Creates a new Stock Order.
Reviews outstanding requirements.
Reviews quantities.
Confirms the order.
The supplier order is created and submitted.
When the parts arrive:
Goods In is completed.
Stock is updated.
Parts are allocated to the correct customer and workshop requirements.
Common Mistakes
Expecting a Supplier Order to Exist Immediately
Stock Orders create requirements, not supplier orders.
The supplier order is created later.
Using Stock Orders for Urgent Requirements
Urgent requirements should usually be processed through Local Orders or VOR Orders.
Ordering Incorrect Quantities
Always review quantities before confirming the supplier order.
Skipping the Review Stage
Reviewing the order before confirmation helps prevent costly ordering mistakes.
Troubleshooting
Parts Are Missing From the Stock Order
Check:
The original requirement was created correctly.
The correct supplier has been selected.
The requirement has not already been included in another Stock Order.
Workshop Requirements Remain Outstanding
Verify:
The Stock Order was created.
The supplier delivered the parts.
Goods In was completed successfully.
The parts have been allocated where required.
The Supplier Order Cannot Be Found
Check whether the Stock Order was confirmed and submitted.
Creating the order does not always mean it has been sent to the supplier.
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