Tracking Special Order Parts - non-inventoried

With the 1.10 Release of RepairQ, tracking special order parts has gotten much easier, if you do not wish to inventory them. It often makes sense to use a “catch-all” item for special order parts. However, this can make cost and supplier tracking for special orders more cumbersome. The new ticket item override feature makes tracking the appropriate cost and supplier for special order parts much easier. If you would like to inventory your special order parts, and bring them in on purchase orders, with more tracking ability, check out this article on Tracking Special Order Parts.

 

Cost Override

Administrators can enable cost overrides with a new catalog item setting. This will allow Shift Leads, Inventory Managers, and Managers to update the cost of an item directly from the ticket. This includes both inventoried and non-inventoried items.  This opens the door for you to track your special order parts using a simplified process with a non-inventoried catalog item while still tracking variable COGS, which was previously not possible.  In the past it was necessary to use an inventoried catalog item in order to track variable COGS.

 

Supplier Override

Administrators can enable supplier overrides with a new catalog item setting. This will allow Shift Leads, Inventory Managers, and Managers to update the supplier for an item directly from the ticket. For those of you wanting to track special order items without keeping inventory records, you’ll be able to track the supplier for non-inventoried items on the ticket.

 

Here is how to enable and use the "Cost Override" and "Supplier Override" options.

  1. Setup a Special Order Part item in your catalog. Navigate to your catalog, and click "Add Catalog Item".
  2. Select "Part - Phone" as the item type, unless you have changed your item types around. Select "N/A" as the Manufacturer.
  3. Create a new SKU for this item. We suggest using SOP to make it easy to add it to tickets. Give it a name. We suggest keeping it simple, "Special Order Part". Add any additional Search Keys if you want. Do not mark it as Repairable or Inventoried.
  4. Keep Cost and Price blank, as you will be modifying them as you go. Keep default quantity at 1. Make sure you have "Active", "Allow Cost Override", AND "Allow Supplier Override" checked.
  5. If you do not already have a Miscellaneous or Variable Labor SKU/catalog item to bundle your Special Order Parts with, we recommend setting one of those up as well. Create a new catalog item. Place it under your "Service - Override" item type. Set your manufacturer as "Internal Labor". Make the SKU something simple, like MISCLAB. Name it "Miscellaneous Labor", or "Variable Labor", or something along those lines.
  6. Keep everything else blank except default quantity, and set that at 1. Make sure it is "Active" and you can keep "Allow Cost Override" blank for this one. Then save it.
  7. Open a new repair ticket. Attach a customer and repair device. Add in your "Miscellaneous Labor" service bundle.
  8. Bundle/attach the "Special Order Part" (SOP) item to it.
  9. Click on the small asterisk (*) icon on the right side of the SOP ticket item to edit the cost and supplier.
  10. Enter the cost and supplier for the item and click "Save". 
  11. Notate in the "Note" section what specific part it is. You will also notice your taxes will have been applied appropriately, as well as your cost of goods.
  12. Continue working on your ticket as usual.
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