Create a Part Invoice

Create a Part Invoice (Parts)

What this does

A Part Invoice records the sale of parts to a customer, calculates totals (parts, discount, freight, tax), and tracks payments and the remaining balance due.

Where to find it

Go to Parts → New Part Invoice.

Page layout overview

The New Part Invoice page is organized into three main tabs:

• General: invoice basics + customer selection

  Parts: add parts and/or part kits to the invoice

  Notes: add internal notes for your team

On the right side of the screen, the Financial Summary panel is always visible and updates automatically as the invoice changes.

At the top of the page you’ll also see:

• Save

  Documents (invoice-related files)

Step-by-step: Create a Part Invoice

1) General tab

Step 1 — Enter Basic Info

In Basic Info, complete:

• Salesperson

  Invoice Date

  Status (typically auto selects Open)

Tip: Many teams leave the invoice in an “open” status while building it, then move it to a final/closed status when complete (your exact status names may vary).

Step 2 — Select or add the customer

In the Customer section:

• Click Search to find an existing customer

  Or click Add to create a new customer (if permitted)

Step 3 — Review Status History (optional)

The Status History area shows invoice activity over time (for example, changes and updates). A brand-new invoice may show no history yet.

2) Parts tab

This is where you add the invoice line items.

Step 1 — Add parts

You can add parts using any of these options (based on what your system allows):

• Search using the field: “Search part by #, UPC, or description…”

  Click Add new Part to create a new part record, then add it to the invoice

  

Step 2 — Add a Part Kit (optional)

If your dealership uses part bundles:

• Click Add Part Kit to add a predefined kit to the invoice

  Use Remove Part Kit to remove it (this is typically disabled until a kit is added)

  

Step 3 — Review and adjust line items

The parts grid includes fields like:

• UPC

  Part #

  Description

  Qty

  Price

  SubTotal

  Discount

  Part Taxed?

  Freight

Common updates made here:

• Adjust Qty and Price

  Apply a Discount

  Mark whether a line is taxable using Part Taxed?

  Add Freight if needed
   

3) Notes tab (optional)

Use Notes to store internal context for your team (for example, special requests, approvals, pickup details, etc.).

• Click Add Note (Public or Private)

  Enter the note and save

Notes are typically Private notes are for internal use and Public notes are for printing or sharing on customer facing documents.

Financial Summary (always visible)

The Financial Summary panel on the right side of the screen is always visible and updates automatically as you build the invoice. It includes:

• Parts

  Discount

  Freight

  SubTotal

  Tax @ X% (with Select Tax Group)

  Total

  Payments Made

  Cash Returned

  Balance Due

Tax Group

If your dealership uses tax rules:

• Choose a Tax Group to apply the correct tax calculation for the invoice.

Payments

• Click Payments Made to review or add payments (based on permissions and invoice status).

  Collect Payment and Pay with Card may appear at the bottom of the panel. These may be disabled until required invoice details are entered (such as customer and parts).

  Cash Out is meant to be used to close out the entire transaction.

Save and Documents

Save

Use Save at any time while building the invoice to avoid losing changes.

Documents

Use Documents to view, attach, or manage files related to the invoice (availability and options depend on your setup).

What happens next

After saving, the invoice remains available for follow-up actions (such as adding/removing parts, applying tax, collecting payment, or continuing later). The invoice totals and balance due will continue to update as changes are made.

Common issues & quick fixes

“Collect Payment” is disabled

• Confirm the invoice has required information (commonly: customer selected, at least one part added, and tax group selected if required).

Tax shows 0.00%

• Select a Tax Group and confirm taxable lines are marked appropriately (Part Taxed?).

Totals aren’t changing

• Confirm the part line has a valid Qty and Price, and that the line item was actually added (not just searched).

Can’t add or edit fields

• The invoice may be Cashed Out already and therefore locked by status.

Related articles

• Parts Inventory

  Add Part

  Part Invoice List

  Purchase Orders

  Part Adjustments

  Part Kits

  Reports & Charts