Taking a part from the shelf through receiving

Parts is the live shelf: one row per stocked part, with its identifiers, bin, vendor, count and selling price. The search leads the page and finds a row by part number, SKU, description, bin or vendor name. Every row states its stock plainly as In stock, Out of stock or Reorder with the shortage; a placed purchase order adds how much is on order. The Reorder tab beside Active narrows the table to just the parts that need buying, and Retired holds the ones the shop no longer stocks. Purchase orders explain what is on the way. Delivery records explain what actually arrived and why the count and cost on file changed.

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   Step 1: Put the part on the shelf

   Open Parts, expand + New part, and enter the SKU, description and the details the shop knows. Choose Add part. A new row begins the stock history; use that row's Adjust control when the physical count needs a reasoned correction.

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   Step 2: Set the selling rule

   Follow Edit the bands from the Pricing matrix panel. Under Shop pricing, choose a named Shop default or keep the shop bands underneath it. Each band says the cost ceiling and markup percentage; save with Save shop bands or the named matrix's own save button.

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   Step 3: Start the order

   Open Parts › Purchase orders and choose New purchase order. Select a vendor if it is known and press Start PO. A draft may begin without one, but it cannot be marked ordered until a vendor is chosen.

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   Step 4: Build and place the draft

   Under Add a line, type a SKU, part number, name or bin into the finder and press Find — one match is chosen for you. Enter the quantity and press Add line; a stocked part's own description and cost are used when those boxes are left blank. For an unstocked line, describe it and type its unit cost. Use Save draft to correct a line. When the document matches what the vendor should receive, press Mark ordered.

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   Step 5: Or order one part from its repair order

   On the order's Parts & Tires tab, a part that is on no purchase order has Order in its row: choose the vendor and press Draft PO. The row then offers Place order, which marks that draft ordered without leaving the car. A draft with no vendor says Needs a vendor instead and links to the order, where the vendor is chosen.

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   Step 6: Receive what is in the box

   The order's Receive a delivery card lists every line with what is still owed already filled in. Empty any line that did not come, change a quantity that came short, and enter the Invoice # or Packing slip # once for the whole delivery. If cost visibility is on, enter a changed invoiced unit cost and any vendor tax shown on the bill beside its line. Press Receive once; everything on that slip lands as one delivery.

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   Step 7: Read what remains

   The line says complete or shows the quantity outstanding. The order's own badge moves through Ordered, Partly received and Received. Its Deliveries card keeps each receipt, who recorded it, its date, references and lines.

What receiving changes

Receiving a stocked line increases the on-hand count and writes the vendor's invoiced unit cost to that part. If no new invoiced cost is entered, the ordered cost is used. Future customer pricing runs from that cost through the applicable pricing matrix unless the part already has a selling price of its own. The purchase order keeps its original quoted cost, so the Ordered and Invoiced figures can show the difference. Vendor tax appears in Landed cost when it was recorded.

A back-order needs nothing special: leave the order partly received and, when the rest turns up, its quantity is already waiting in the Receive a delivery card. A fully received line stays in that card with an empty box. That is deliberate: a late back-order, an over-shipment and a correction (a minus quantity) are all later facts. Receiving more than ordered is reported as more than ordered, not rejected. A negative correction cannot take back more than the shop previously received.

When receiving is refused

A draft has not been sent to a vendor, so its lines stay under Edit with Save draft instead of offering a receive form. Choose a vendor, press Mark ordered, then record the delivery. A canceled order says canceled and takes no new receipt. If neither reference is entered, Torqix says that a receipt needs a vendor invoice or packing slip number; copy either number from the paperwork and press Receive again. If every line is empty, it asks for what arrived on at least one line. Nothing is booked when either is refused.

Taking an order back

Two controls undo purchasing work, and which one you want depends on how far the order has gone. While it is still a draft, Remove draft line beside a line takes that line off the order and leaves the rest of it alone; if the line was drafted from a repair order, the car's part stays on the ticket and simply stops pointing at this order. Cancel purchase order is the whole document, and it is its own card at the bottom of the order.

Cancelling stops the quantities that have not arrived and nothing else. Anything already received stays received and stays in stock — a delivery is something that physically happened, and the Deliveries history keeps it. The order then reads Canceled, its receive forms are gone, and a later attempt to record a delivery against it is refused by name. The card says which of the three cases you are in before you press it: a draft closes and changes no stock, an ordered order stops every quantity that has not arrived, and a partly received one stops only the remainder.

Cancelling is also how you free a car's part. A part line on a repair order cannot be removed while the order that bought it is live — Torqix names the order and asks you to deal with it first — and cancelling is what releases it. The card is not drawn once an order is fully received, and cancelling one is refused: everything on it has arrived, so there is nothing left to stop. Send those parts back through Parts › Vendor returns instead.

Editing a part, its picture and its price

Open a part from the shelf and press Edit part to change what the catalogue says about it: SKU, description, category and sub-category, brand, bin, vendor, note, link, cost, price, minimum and maximum. Leave the price blank to price the part through its matrix, or choose a markup or a margin under Or price from cost… and the price is worked out from the cost when you press Save part. Markup adds a percentage of the cost; margin is the share of the price the shop keeps, so a 50% margin doubles the cost. Taxable decides whether the part is taxed when it is sold, and clearing Show price and quantity on estimate and invoice folds the part's line into its service's price on the customer's copy; the part is still named and its amount stays in every total. With cost visibility on, a part can also price through its own named pricing matrix instead of the shop's; a customer's own matrix still comes first. The same boxes are on + New part. The Picture card takes a JPEG, PNG or WebP photo of the part with Upload picture. Editing never changes the count, and a part already on a repair order keeps the price and category it was sold with.

Categories, sub-categories and Move

Parts › Categories lists every category with its sub-categories indented under it, and counts each one by kind: Parts, Tires, Fees from the fee list, and a Total. To refile several parts at once, tick them on the parts list, type the category and, if you want one, the sub-category in the bar above the table, and press Move. A rename on the categories screen moves shelf parts only; fees keep their category until it is changed on Settings › Fees.

Fees, returns and the order's activity

The Fees card on a purchase order records what the vendor charges beyond the lines, such as freight. Type the name and amount and press Add fee; the order total includes it. Fees can be added after the order is placed or received, because freight usually arrives on the invoice, but not on a canceled order. They need cost visibility. To send some of a delivered line back, use Send back: enter the quantity and reason and press Pack return. The part goes into that vendor's open return box, or a new one, which is where it is shipped; the line's Returned column counts it once the box ships. The Activity card lists who started, changed, ordered, received or canceled the order, newest first.

On Parts › Vendors, each vendor can carry a Website (it has to start with http:// or https://) and the first and last name of the Contact the shop asks for. The vendor search finds a vendor by that contact's name too.