Parts Ordering

Use the Parts Ordering screen to specify the vendors or locations you want to receive the selected parts from and create the necessary purchase orders for those parts.

Note:  The Parts Ordering screen only appears if the Advanced Ordering Screen switch has been activated on the Authorization List For Product Support - Parts Invoicing screen, and if there are parts on the invoice where the order quantity minus the issued quantity is greater than zero. If the switch is deactivated, the Create Purchase Order screen appears instead.

To open the Parts Ordering screen, hover over the Purchase Order link on the Parts Invoicing Details tab and select Create from the pop-up list. The Purchase Order link only appears when there is insufficient stock on hand to fill an order.

Depending on the default method selected in the Advanced Ordering Method dropdown on System Settings: Location screen, the Parts Ordering screen opens with certain fields already populated.

Fields on the Parts Ordering screen are:

Field Description
Line The line number of the selected part, as it appears on the Parts Invoicing Details tab.
Part Number/ Sourced From

The part number of the selected part and the vendor or branch location from which it is ordered.

Click the Plus icon next to the vendor name or branch location in the Sourced From field to add another vendor or branch from which to order the part.

An Order Type drop down list appears next to the Sourced From field, allowing you to select the type of order you want to place with the selected supplier. For more information about order types, see the Type Options section of the Parts Order screen help topic.
Description A brief description of the part, as it appears on the associated Parts Profile.
Ship Direct

If selected, ships the selected part to the address specified on the Ship To screen. By default, this is the shipping address listed in either the Sold To or Ship To field of the Customer - Parts Invoicing Header tab.

There can only be one direct shipping address for all parts listed on the Parts Ordering screen.
Source

The part's source of supply code. This typically represents the part's originating warehouse location.

Valid source of supply codes are configured and listed on the Source of Supply screen.
Class

The class code of the selected part. In conjunction with the Type code, the class code is used to group similar parts together.

Valid class codes are configured and listed on the Classes screen.
Type

The type code of the selected part. In conjunction with the Class code, the type code is used to group similar parts together.

Valid type codes are configured and listed on the Types screen.
ISC

The part's inventory stocking code, which is driven by the value in the PRIC field of the PARTPRC table.

This code is only used by the vendor and can only be loaded to a part through a price tape.
RET

The return code for the selected part, for the selected branch location or vendor. This code indicates whether the selected part is returnable.

New return codes are configured on the Return Codes screen, however vendor-supplied return codes are not configurable within IntelliDealer. For more information regarding a specific vendor's return codes, contact the vendor.
OFC

The order formula code for the part in the corresponding branch location, which determines the amount of parts to order on the next stock order shipment.

For more information regarding order formula codes, see the Order Formula Codes Summary.
PPK

The quantity of parts in a single package, which dictates how the system maintains inventory on this part.

For example, a vendor may only sell oil filters in cases of 12, but you can number and sell them individually from your store. When you receipt the part however, you would receipt it as a quantity of 12.

The price and cost loaded on this part should be the list price of one whole package. When the part is sold, the selling price and cost is divided by the Parts/Package to calculate the selling price and cost for a single item.
Package Quantity The minimum package quantity that the supplier sells the part in (e.g. the part could come in a package of 10).
On Order The number of parts currently on order at the selected branch location.
L12 Sales The number of parts that have been sold in the last 12 months.
Months Supply The number of months of supply for the selected part based on the current On Hand quantity of the part at the selected branch location. The calculation for the value displayed in this field is (On Hand quantity x 12) / L12 Sales.
On Hand The number of parts currently on hand at the selected branch location.
Quantity

Two values are displayed in the quantity field:

  • The quantity next to each part number represents the number of those parts required to fulfill the order quantity on the invoice.

  • The quantity next to each listed supplier represents the number of parts that are ordered from the selected branch or vendor.
Cost The cost of the part from the selected vendor or branch location.

Ordering Options that appear when ordering the selected parts from a vendor are:

Option Description
Group Group orders are used to order parts from suppliers which are grouped together with other parts ordered for the same vendor and type. Selecting the Group Order option places parts on this purchase order into an order file for the supplying vendor until it is time to order the parts from the vendor.
Separate Separate orders are used to order parts from suppliers in circumstances where there is immediate demand for a part (e.g. a machine down order). Selecting the Separate Order option causes an order to be created immediately and displays the Purchase Orders Generated screen when you click the Create Orders button.
Next Stock Order Places the parts on the next stock order for the selected vendor.

To remove a part from the screen, click the Line number of the desired part.

To view a Parts Profile, click the desired Part Number.

To select an alternate supplier from which to order a part, click the Plus icon next to the vendor or branch location listed in the Sourced From field to open the Sourced From screen.

To change the shipping address for a part, click the Ship Direct link to open the Ship To screen.

Buttons on the Parts Ordering screen are:

Button Description
Save Saves the changes made on the Parts Ordering screen.
Create Orders

Creates the required purchase order(s) for the parts listed on the screen and returns to the Parts Invoicing Details tab.

If you have selected to receive any of the parts from a vendor on a Separate order, the Purchase Orders Generated screen appears displaying the related purchase orders that were created.
Availability Opens the Parts Availability screen, allowing you to check the availability of a part, including cross-referenced and substitute part numbers.
Close Closes the Parts Ordering screen without saving any changes.

Security: 823 - Product Support - Parts Invoicing

Revision: 2026.01