Use this guide to receive parts that were ordered using the Local Order process and complete the associated customer or workshop requirement.
Local Orders are unique because the supplier order and customer or workshop order are created at the same time. This creates a direct relationship between the requirement and the incoming part, allowing the system to immediately allocate the part when it is received.
Why This Matters
Receiving parts correctly is just as important as ordering them correctly.
When a Local Order is processed through Goods In:
Stock records are updated.
Supplier deliveries are recorded.
Customer and workshop requirements can be completed.
Outstanding orders are reduced.
Workshop repairs can continue without delay.
Because Local Orders have a one-to-one relationship between the supplier order and the customer or workshop requirement, the completion process is faster than Stock or VOR Orders.
Understanding this process helps users understand why Local Orders behave differently during Goods In.
When to Use This Process
Use this process when:
Parts have been delivered against a Local Order.
The supplier order was created immediately during order creation.
The delivery is ready to be received into the system.
The part needs to be allocated to the linked customer or workshop job.
When Not to Use This Process
Do not use this process when:
Parts were ordered through a Stock Order.
Parts were ordered through a VOR Order.
The delivery contains multiple customer requirements from a consolidated supplier order.
Those orders should follow the Goods In and Complete a Stock or VOR Order process.
Before You Start
Before processing Goods In, ensure:
The supplier delivery has arrived.
The delivery note is available.
The delivered parts have been checked.
The Local Order exists in the system.
Any discrepancies have been identified.
You should also verify that the delivery matches the supplier documentation before continuing.
Understanding How Local Order Goods In Works
One of the biggest advantages of a Local Order is the direct relationship between the supplier order and the customer or workshop requirement.
During Order Creation
The system creates:
The customer or workshop order.
The supplier order.
These records are linked together immediately.
During Goods In
When the delivery is received:
The system identifies the linked requirement.
The system knows where the part needs to go.
The system can immediately offer to allocate the part.
This is why Local Orders can usually be completed in a single process.
Example Workflow
A technician identifies a failed brake sensor.
The part is required urgently.
The parts advisor:
Creates a Local Order.
Selects the supplier.
Links the order to the workshop job.
Confirms the order.
Later that day the supplier delivers the sensor.
The parts advisor:
Receives the order through Goods In.
Completes the delivery.
Books the part directly to the workshop job.
The repair can now continue.
Processing Goods In
Step 1: Open Goods In
Navigate to:
Parts > Goods In
The Goods In screen displays supplier orders awaiting receipt.
Step 2: Locate the Supplier Order
Select the supplier order being delivered.
Verify:
Supplier.
Part number.
Quantity.
Customer or workshop requirement.
This helps ensure the correct order is being processed.
Step 3: Enter the Delivery Note Number
Enter the supplier delivery note number.
Recording delivery references helps:
Track deliveries.
Investigate discrepancies.
Maintain supplier audit records.
Follow your organisation's procedures for recording delivery documentation.
Step 4: Verify Received Quantities
Review the delivered items.
Check:
Part numbers.
Descriptions.
Quantities received.
Packaging condition.
Ensure the delivery matches both:
The supplier documentation.
The original order.
Step 5: Record Additional Items (If Required)
If additional parts have been delivered with the order, record them according to your organisation's procedures.
Only add items that have genuinely been supplied.
Completing Goods In
Step 6: Complete the Goods In Process
Complete the Goods In transaction.
The system updates stock records and marks the supplier order as received.
Step 7: Confirm Completion
The system asks whether the Goods In process should be completed.
Confirm the transaction.
The delivery is now recorded within the system.
Allocating the Part
Step 8: Book the Part Out
Because the order originated as a Local Order, the system recognises the linked customer or workshop requirement.
The system prompts you to book the part out.
Select:
Yes
Why Does the System Ask This?
The supplier order and customer order were created together.
The system already knows:
Who requires the part.
Which job requires the part.
Which order should be completed.
No additional allocation process is normally required.
Step 9: Confirm the Allocation
Review the allocation details.
Verify:
Customer.
Workshop job.
Part number.
Quantity.
Confirm the allocation.
Step 10: Complete the Process
Finish the booking process.
The part is now supplied to the customer or workshop requirement.
What Happens Next?
Once the process is complete:
Stock Is Updated
The system records the received stock movement.
The Supplier Order Is Closed
The supplier order is marked as received.
The Customer Requirement Is Updated
The customer or workshop requirement is completed.
Workshop Work Can Continue
If the part was ordered for a workshop job, technicians can proceed with the repair.
Understanding Why Local Orders Are Different
Users often notice that Local Orders behave differently from Stock and VOR Orders.
This happens because:
Local Orders
Create:
One customer requirement.
One supplier order.
The relationship is direct.
Stock and VOR Orders
Create:
Multiple customer requirements.
One supplier order.
The relationship is shared.
Because Local Orders have a direct relationship, the system can automatically identify where the part belongs.
Common Mistakes
Receiving the Wrong Order
Always verify supplier details and part numbers before processing Goods In.
Ignoring Quantity Differences
If quantities differ from the delivery documentation, investigate before completing Goods In.
Booking the Part to the Wrong Requirement
Always review the allocation details before confirming.
Assuming Stock and VOR Orders Work the Same Way
Stock and VOR Orders require a separate allocation stage after Goods In.
Local Orders do not.
Troubleshooting
The Order Does Not Appear in Goods In
Check:
The supplier order was created successfully.
The correct supplier has been selected.
The order has not already been received.
The System Does Not Offer to Book the Part Out
Verify:
The order was created as a Local Order.
The order remains linked to the customer or workshop requirement.
Goods In was completed successfully.
The Workshop Cannot See the Part
Check:
The allocation was completed.
The correct workshop job was selected.
The Goods In process finished successfully.
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