Consolidated Parts Ordering Overview

Consolidated parts ordering lets multi-location dealerships combine location-level purchase orders for the same vendor into one master purchase order. Each location's parts remain listed on the consolidated order with a Location value so the system can track demand, receipt, and cost by location.

Use consolidated parts ordering when several locations order from the same vendor and you want one larger purchase order instead of many small ones. The feature works best for short-line vendors and parts that are not covered by automated stock replenishment or vendor-managed programs.

Topics in this section are:

See also:

When to Use Consolidated Parts Ordering

Consolidated parts ordering is designed for multi-location dealerships that want to pool demand across locations and place one vendor purchase order. A central parts coordinator can gather requirements from each location, link pending location-level stock orders, and release one consolidated order to the vendor.

The consolidated order acts as an umbrella purchase order. When the order is released and later received, IntelliDealer distributes parts and costs back to the linked location-level orders.

Consolidated parts ordering is most effective when:

  • Each location creates stock orders for the same vendor but the individual orders are too small to qualify for freight breaks or volume pricing.

  • A central location orders for satellite locations that do not place vendor orders directly.

  • You run a regular ordering cycle (for example, weekly or monthly) for short-line or aftermarket vendors.

  • You want to combine location demand for quarterly or annual vendor programs.

Benefits

Consolidated parts ordering provides the most value for short-line vendors and non-managed inventory. Mainline OEM parts that already use automated stock order suggestions or integrated ordering may see less benefit.

Benefit Description
Reduced shipping costs Larger, less frequent shipments lower per-unit freight cost and help meet vendor free-freight thresholds.
Volume purchase discounts Combined quantities may qualify for bulk pricing or tiered discounts that individual location orders would not reach.
Fewer rush orders A scheduled consolidation cycle captures location needs in a regular combined order, reducing one-off emergency orders.
Improved stock availability Slow-moving parts that do not trigger a reorder at a single location can be replenished when company-wide demand exists.
Administrative efficiency One purchase order is created and managed instead of separate location orders for the same vendor.
Simplified accounting The vendor sends one invoice for the consolidated order. IntelliDealer still allocates costs to each location's inventory.

Ideal Scenarios

Scenario How consolidated ordering helps
Several locations each need a few parts from a small vendor. Combine all parts into one order so the vendor receives a larger purchase order and shipping is consolidated.
One location serves as a central warehouse for satellite locations. The central location uses a consolidated order to buy for all locations, then distributes stock. See Centralized Inventory Management for Parts.
Monthly replenishment for a specialty or attachment line. Pending needs from all locations are linked to one consolidated purchase order on a fixed schedule.
A vendor offers free freight above a dollar threshold no single location reaches. Consolidated ordering combines location demand so the dealership meets the vendor minimum.
Quarterly or annual vendor stock programs. Location forecasts are merged into one consolidated purchase order to capture program rebates or special terms.

When Not to Use Consolidated Parts Ordering

Consolidated parts ordering is not intended for every parts purchase. Do not use it when:

  • The purchase order is not a stock type order or is not in changeable status. Only stock type orders in changeable status can be linked. See Link Order.

  • You need to combine emergency or customer-specific orders. Use Group Orders or Pending Special/Allocation Orders for special allocation workflows instead.

  • The vendor is John Deere and you expect electronic transmission from the consolidated order. The Transmit indicator on the Consolidated Parts Order screen is not used for John Deere consolidated orders. Submit the order through John Deere's ordering process or use location-level transmission as required. See Consolidated Parts Order.

  • The mainline OEM already provides automated nightly stock orders or integrated ordering that meets your needs without consolidation.

Workflow Overview

A typical consolidated parts ordering workflow is:

  1. At each location, create a stock order for the vendor and leave it in changeable status. Do not release the location-level order yet. See Creating a Parts Order.

  2. Navigate to Product Support > Parts > Parts Ordering and click Create consolidated parts order. Enter the Vendor and Due Date, then click Save. See Creating a Consolidated Parts Order.

  3. Click Link Order and select the location-level purchase orders to attach. See Linking Purchase Orders onto a Consolidated Parts Order.

  4. Review the combined parts list. The same part number can appear more than once when each line has a different Location.

  5. Click Release to change the consolidated order status to On Order and release all linked location-level orders.

  6. Transmit or send the order to the vendor. For integrated vendors, click Transmit on the Consolidated Parts Order screen after release. For other vendors, print or email the purchase order. See OEM Transmit Support and Parts Order Printing Options.

  7. When parts arrive, receipt each location's portion. The system creates a pending order receipt for each location when the consolidated order is released or updated. See Receiving Parts Off of a Consolidated Parts Order.

Note:  If parts arrive at one location but belong to another, you can receipt each location's pending order receipt separately so inventory updates at the correct location.

Setup and Configuration

Configure these items before you rely on consolidated parts ordering across locations:

  • Shared vendor records. All locations must use the same vendor number for a supplier. If each location has a separate vendor record for the same supplier, the system treats them as different vendors and you cannot link their orders. Use one vendor profile across locations.

  • Security. Users need the Access Consolidated Parts Order security switch on security 821 to see the Create consolidated parts order link. Users who link orders from other locations also need access to those locations' purchase orders. See 821 - Product Support - Parts Ordering.

  • Consolidated order number format. Set Consolidated Parts Order 1st Digit on the System Settings: Division screen so consolidated order numbers use a distinct first character from regular parts orders. See also Maintenance Tables.

  • Central inventory. When one location orders for satellite locations, configure central inventory and OFC settings so outlying locations do not create separate vendor orders for parts the central location should buy. See Centralized Inventory Management for Parts and OFC Reclass Best Practices.

  • Location process. Establish a schedule for locations to add parts to pending stock orders before consolidation. Use Pending Special/Allocation Orders and stock order workflows so required parts are on a changeable order before the consolidator links them.

OEM Transmit Support

After a consolidated order is released, a Transmit button may appear for integrated vendors. Consolidated orders must be submitted under a single dealer number and address where the interface requires it.

Vendor / interface Consolidated order transmit
CNH (CSPS) Supported. Click Transmit on the Consolidated Parts Order screen after release. See CSPS Parts Order Header.
Claas Supported. See Claas Parts Ordering: Consolidated Orders.
BRP Supported. See BRP Parts Ordering: Consolidated Orders.
Komatsu NPS Supported. See Komatsu NPS Parts Ordering Walkthrough.
AGCO, Stihl, Bombardier Supported through the vendor parts ordering screens when opened from a released consolidated order.
John Deere Not supported for electronic transmit from a consolidated order. Use manual submission or location-level ordering as required by John Deere.
Non-integrated vendors Print or email the consolidated purchase order. See Parts Order Printing Options.

Common Issues and Fixes

Issue Likely cause Description
Cannot link location purchase orders Locations use different vendor numbers for the same supplier Use one shared vendor record across all locations.
Link Order screen is empty User lacks access to other locations or required security switches Grant access to all relevant locations and enable Access Consolidated Parts Order on security 821.
Parts never arrive from vendor Consolidated order was linked but not released Click Release after linking orders. Verify order status changes to On Order.
Order cannot be linked Linked order is not stock type or is not changeable Create or use stock type orders in changeable status. See Link Order.
Vendor did not receive an integrated OEM order Assumed electronic transmit works for all OEMs Verify vendor support in OEM Transmit Support. John Deere consolidated orders are not transmitted electronically from IntelliDealer.
Satellite locations still create separate vendor orders Central inventory or OFC settings are not aligned Review central inventory configuration and OFC settings. See Centralized Inventory Management for Parts.
Required parts missing from consolidated order Locations did not add parts to pending stock orders Establish a location process to add needed parts to changeable stock orders before the consolidation deadline.

Data Source: PURORD

Security: 821 - Product Support - Parts Ordering

Revision: 2026.08