Goods In and Complete a Stock or VOR Order

Use this guide to receive parts delivered against Stock Orders or VOR Orders and complete the associated customer and workshop requirements.

Unlike Local Orders, Stock and VOR Orders often contain parts for multiple customers, vehicles, and workshop jobs. Because of this, receiving the delivery and allocating the parts are separate processes.

Why This Matters

One of the most common causes of confusion in the parts ordering process is the difference between receiving a Local Order and receiving a Stock or VOR Order.

With a Local Order:

• One customer requirement exists.

• One supplier order exists.

• The system knows exactly where the part belongs.

With a Stock or VOR Order:

• Multiple customer and workshop requirements may exist.

• One supplier order may contain many different parts.

• The system cannot always determine which part should be allocated first.

For this reason, the process is completed in two stages:

1. Goods In the supplier order.

2. Allocate parts using the Orders List.

Understanding this distinction helps prevent parts remaining in stock when they should have been allocated to waiting customers or workshop jobs.

When to Use This Process

Use this process when:

• Parts have arrived against a Stock Order.

• Parts have arrived against a VOR Order.

• Multiple customer or workshop requirements are linked to a supplier order.

• The delivery is ready to be received into stock.

When Not to Use This Process

Do not use this process when:

• Parts were ordered using a Local Order.

• The supplier order has a direct one-to-one relationship with a customer requirement.

In those situations, use the Goods In and Complete a Local Order process.

Before You Start

Before processing the delivery, ensure:

• The delivery has arrived.

• The delivery note is available.

• The supplier order exists in the system.

• Delivered parts have been checked.

• Any shortages or discrepancies have been identified.

You should also verify that the delivery belongs to the correct supplier order before proceeding.

Understanding How Stock and VOR Goods In Works

The most important thing to understand is that Stock and VOR Orders are usually consolidated supplier orders.

For example:

During the day:

At the end of the day:

A Parts Manager creates a single supplier order containing all four requirements.

When the supplier delivery arrives, the system knows:

• The parts have arrived.

• The parts belong to the supplier order.

However, the system does not automatically allocate the parts because multiple requirements are involved.

The parts must first be received into stock and then allocated through the Orders List.

Stage 1: Goods In the Supplier Order

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.

• Order reference.

• Parts expected.

• Quantities expected.

Always confirm you are processing the correct supplier order.

Step 3: Enter the Delivery Note Number

Enter the delivery note reference provided by the supplier.

Recording delivery information helps with:

• Supplier audits.

• Delivery tracking.

• Query resolution.

• Goods received verification.

Step 4: Verify Delivered Parts

Review the delivery.

Check:

• Part numbers.

• Descriptions.

• Quantities received.

• Packaging condition.

Ensure the delivery matches the supplier documentation.

Step 5: Record Additional Items (If Required)

If the supplier has delivered additional items, record them according to company procedures.

Only add items that have genuinely been supplied.

Step 6: Complete Goods In

Complete the Goods In process.

The system updates stock levels and records the delivery.

What Happens After Goods In?

At this point:

• The supplier order has been received.

• Stock levels have been updated.

• Customer and workshop requirements remain outstanding.

This is expected.

Unlike Local Orders, the system does not automatically allocate parts after Goods In.

The next stage is allocation.

Stage 2: Allocate Parts Using the Orders List

Step 7: Open the Orders List

Navigate to the Orders List.

The Orders List displays outstanding customer and workshop requirements.

Step 8: Locate Outstanding Orders

Search for:

• Workshop jobs.

• Customer orders.

• Specific part numbers.

Review the outstanding requirements awaiting fulfilment.

Step 9: Review Availability

Check:

• Quantity Ordered.

• Quantity In Stock.

If stock is available, the requirement can be completed.

This allows you to identify which orders are ready for allocation.

Step 10: Select the Order

Open the order that requires allocation.

Review:

• Customer details.

• Workshop job information.

• Required quantity.

• Available stock.

Step 11: Book the Part Out

Book the available stock against the order.

The system allocates the stock to the customer or workshop requirement.

Step 12: Confirm the Allocation

Verify:

• Correct customer.

• Correct workshop job.

• Correct part number.

• Correct quantity.

Confirm the transaction.

Step 13: Repeat for Remaining Orders

Continue until all available parts have been allocated.

Completing Workshop Requirements

Workshop requirements are typically completed immediately once stock becomes available.

The workflow is:

1. Receive stock.

2. Open the Orders List.

3. Locate the workshop requirement.

4. Allocate the part.

5. Notify the workshop if required.

The technician can then continue the repair.

Completing Customer Orders

Retail customer orders may remain outstanding until the customer collects the part.

The workflow is:

1. Receive stock.

2. Open the Orders List.

3. Search for the customer.

4. Confirm stock availability.

5. Contact the customer if required.

6. Supply the part when collected.

7. Complete the order.

Example Workflow

During the day:

• Workshop Job A requires a sensor.

• Workshop Job B requires a brake hose.

• Workshop Job C requires a mirror.

Three VOR Orders are created.

Later:

1. A Daily VOR Order is created.

2. The supplier order is submitted.

3. The supplier delivers the parts.

The parts advisor:

1. Opens Goods In.

2. Selects the supplier order.

3. Records the delivery note.

4. Receives the stock.

The parts now appear in stock.

The parts advisor then:

1. Opens the Orders List.

2. Locates each workshop job.

3. Allocates the parts.

4. Completes the requirements.

The workshop can now continue repairs.

Common Mistakes

Assuming Goods In Completes the Process

Goods In only receives the stock.

Customer and workshop requirements still need to be allocated.

Forgetting to Check the Orders List

Parts may remain sitting in stock even though customers or workshop jobs are waiting for them.

Always review outstanding orders after Goods In.

Allocating Parts to the Wrong Job

Always verify customer and workshop information before confirming allocation.

Ignoring Partial Deliveries

If only part of an order has arrived, ensure outstanding quantities remain visible and are not incorrectly completed.

Troubleshooting

The Parts Are in Stock but the Order Is Still Open

Check whether the parts have been allocated through the Orders List.

Receiving stock does not automatically complete the requirement.

The Workshop Cannot See the Part

Verify:

• Goods In was completed.

• The part has been allocated.

• The correct workshop job was selected.

The Customer Says Their Part Has Arrived but the Order Shows Outstanding

Check:

• Stock availability.

• Allocation status.

• Outstanding quantities.

• The Orders List.

The Part Cannot Be Allocated

Verify:

• Stock exists.

• Goods In has been completed.

• The correct order has been selected.

Key Difference Between Local Orders and Stock/VOR Orders

Understanding this difference is essential for successfully managing parts through the ordering and receiving process.