Ordering Parts from PartsTech on Invoices or Purchase Order

Use Shop PartsTech on a service invoice, parts invoice, or purchase order to buy parts and tires from your PartsTech suppliers. When you check out in PartsTech, the order comes back to the PartsTech Order window, where you match each PartsTech store to a vendor, choose how new parts are added, and add the order to the invoice or purchase order.

This article is only about ordering parts through PartsTech. To order parts from your own inventory, see Create a Purchase Order.

Questions this answers

• "How do I order parts from PartsTech on a service invoice, parts invoice, or purchase order?"
• "Why is the Shop PartsTech button greyed out?"
• "My PartsTech order didn't show up on the invoice. Where is it?"
• "Why does the PartsTech Order window say Select a vendor or isn't a vendor in DMO yet?"
• "Why does a part say Cancelled in PartsTech on my purchase order?"
• "Where does the FET and State Tire Fee on a PartsTech tire come from?"

Before you start

Connect PartsTech and get at least one supplier approved in Settings > Integrated Vendors > PartsTech. For the steps, see Connecting PartsTech and Adding Your Suppliers.

Order parts

• Open a saved service invoice, parts invoice, or purchase order and go to its parts list.
• Click Shop PartsTech.

• When you open PartsTech from a service invoice, the vehicle information is automatically carried over.

• Otherwise, choose This vehicle, VIN, or Plate, then click Open PartsTech. A purchase order always asks.

OR

OR

• PartsTech will open in a new browser tab, where you can search for parts, add them to your cart, and click Buy Now to complete your purchase.

• The PartsTech tab will automatically close, returning you to DMO, where the PartsTech Order review window opens. If it doesn't, click View order in the PartsTech order received banner above the parts list.

You can keep editing the parts list while PartsTech is open. Click Return to PartsTech to go back to the tab.

Review and add the order

The PartsTech Order window lists each store you bought from under Orders on the left. A store must show Ready before it can be added.

• Click a store on the left to see its vendor and parts.

• Check the Vendor. DMO matches the PartsTech supplier information against your vendor list. If a match is found, the vendor is automatically selected and marked with a Suggested badge. To choose a different vendor, click the Vendor field and select one from the list.

• If no match is found, a message indicates that the supplier isn't a vendor in DMO yet. Click the Vendor field to search for an existing vendor, or click Add vendor in the dropdown or message to create a new one. The supplier's information will automatically fill in. Click Create vendor to save.

The vendor you choose is remembered for that store on later orders.

• Check the parts. If a part already exists in your inventory, it will be matched to the existing part. Otherwise, a new part will be created in your inventory.

• For each part not already in your inventory, select a Type:
  • One-off: Not saved to inventory.
  • Non-stock: Saved to inventory without tracking quantity.
  • Stock: Saved to inventory with quantity tracking.
• A Bin location is required for Stock parts, optional for Non-stock parts, and unavailable for One-off parts.

• If a part has a core charge, a Core Charge line is automatically added. On an invoice, check Customer returned the old core to credit the customer for their returned core.
• Parts with core charges must be Stock or Non-stock and require a Bin location regardless of type. One-off is not available for parts with core charges.

• Repeat steps 1 to 5 for each store until it shows Ready. To leave a store for later, untick it; it stays on the PartsTech order received banner.

• Select the PartsTech orders you want to add, then click Add Order to Invoice / PO. A confirmation will show which purchase orders the parts were added to.

Tires

Tires from PartsTech show a Tire chip and their size in the PartsTech Order window.

• FET comes from the supplier. It shows under the tire and is included in the purchase order total.
• The State Tire Fee and Disposal Fee, and whether each is taxed, come from Tire Charges in Service Settings, not from PartsTech. Set them up before you order. See Setting Up Tire Charges: FET, State Tire Fee, and Disposal Fee.
• A new tire part is added to your first part category marked as New tires.

If a part is cancelled or returned in PartsTech

If a supplier cancels or returns a part after you added it, the line shows Cancelled in PartsTech or Returned in PartsTech on the invoice or purchase order. A part with a cancel or return started shows Cancel requested or Return started. DeskManager Online never changes the line for you. Do one of the following:

• Remove the line yourself.
• If the part arrived anyway, receive it. Receiving a flagged line checks PartsTech again and asks you to confirm first.

If Shop PartsTech is greyed out

Hover over the button to see why:

• "The PartsTech connection needs attention." Your PartsTech credentials stopped working. Disconnect and connect again in Settings > Integrated Vendors > PartsTech.
• "No approved suppliers yet." Add a supplier in PartsTech, wait for PartsTech to approve it, then click Check now in settings.
• "Change the estimate to an open invoice to shop PartsTech." Estimates can't shop PartsTech.
• "PartsTech is unavailable right now. Try again in a few minutes." PartsTech isn't responding; your connection is fine.

Save a new invoice or purchase order before shopping. Closed, voided, and return invoices can't shop PartsTech.

If your order doesn't show up

1. Click Check for orders. It's on the Waiting for your PartsTech order banner, and under Missing an order? in the PartsTech Order window.

1. If your browser showed "Your browser blocked the PartsTech tab," click Continue to PartsTech and allow pop-ups for DeskManager Online.
2. Orders you bought but haven't added stay on the banner until you add them, even after you close the invoice.

When to contact support

Contact support if an order still doesn't appear after Check for orders, or if adding an order fails. Include the reference code from the error message; it starts with PT-.