I suggest you ...

Parts order for invoices without having to create a ticket.

We end up ordering quite a few random parts for our customers - a few of these aren't necessarily for a job. For example a customer may just want a new battery for their laptop. In this scenario there is no diagnostics or ticket notes to be taken, just a part to be ordered and invoice raised and paid.

Currently we are having to raise tickets for simple parts orders. The ability to add items to an invoice using the 'manually create line item' function, works but then does not provide tracking like Parts which so so handy for checking off incoming parts.

Can when please have this functionality made available for invoices?

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    JoshG shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

    19 comments

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      • zach commented  ·   ·  Flag as inappropriate

        Please add this we have a few people that only come in for special order parts.

      • neils commented  ·   ·  Flag as inappropriate

        Yep, just need to connect logistics and invoice. We order tons of one-off items for customers and this would unclutter us by many dozens of tickets.

      • Dan commented  ·   ·  Flag as inappropriate

        This says it's "under review", but that was a year ago. What's the status on this? We also don't like the idea of creating tickets just to order a special order item.

      • Luke Van Der Weiden commented  ·   ·  Flag as inappropriate

        I agree with Nathan Steele, we don't want our ticket dashboard cluttered with tickets for every toner order we have, or else we would end up with a hundred tickets...

      • Nathan Steele commented  ·   ·  Flag as inappropriate

        This should have been done already -
        we need the option to create a part order for a customer without having to create a ticket (some cases a ticket may be necessary, what if you have customer that just wants a toner ? doesn't make sense )
        Also being able to invoice directly from that ordered part.

      • Anonymous commented  ·   ·  Flag as inappropriate

        Parts order should be tied to a customer not a ticket. You can have the option to associate it with a ticket. You can have the option for the invoice to be associated with a ticket if it becomes one.

      • dave.greene commented  ·   ·  Flag as inappropriate

        I know some users here are saying that a ticket should be raised regardless, but I think having the option to simply create an item in the parts section alone would be much better.

        For example, On some occasions, I use the parts section for ordering some parts that are needed from time to time, but not often enough to warrant creating an inventory item for them (older camera lenses). This for me is the perfect use of the parts section, including linking the part to the ticket.

        Other times, I may have to order 5-10 units of a particular part that is quite cheap, but it's more pre-emptive, as we may need them in the future. I don't want to create an inventory item, as it may not be ordered again, and there's no specific ticket to link it to, so I essentially need a 'general' part order that's isolated from all other RS modules until we decide otherwise.

      • Dan Joyce commented  ·   ·  Flag as inappropriate

        Agree completely and would add this as well: Would be great to have the ability to add items from inventory to a parts order. For instance, I'll order ink and toner for many customers and maintain it in inventory so I don't have to re-enter the info each time. However, I don't see a way to enter an inventory item as a parts order.

      • steve commented  ·   ·  Flag as inappropriate

        We also do a lot of over-the-counter parts orders for our customers, and I can see where it is sometimes advantageous to simply create an invoice and attach the part order to that invoice, however, we also have a lot of times where the customer sees the part, and realized that it is too complicated for them to install themselves and requests an install. Having a Ticket already started prevents double invoices for the same item/service - Leave the job flow as is. It works.

      • Michael Miller commented  ·   ·  Flag as inappropriate

        I have to agree with Ryan - we were initially annoyed too, and then realized that every customer interaction should really have a ticket. By far the best way to provide a record of what was done, and why, and the costs associated.

      • Nancy Sabino commented  ·   ·  Flag as inappropriate

        I think this is a great idea as we have the same problem in our shop. Consequently, it would also be nice to tie a part order to a PO as well to make things easier when someone who did not order the part is receiving it and they can easily find out who that part was ordered for if it's tied to a PO, and an invoice or a ticket.

      • Matt Ed commented  ·   ·  Flag as inappropriate

        I've suggested to the team that they allow the linking of PO's to tickets.

        Ideally it would work like a linking an estimate or invoice to a ticket. So there would be a ’new PO’ button in a ticket just like the ‘new estimate’ and ‘new invoice’ buttons. This would then take you to the PO creation page and allow you to create the PO and have it link to the ticket. Just like estimates and invoices currently do.

        One thing we struggle with is knowing if items being received on a PO are for general stock or should be put aside for a repair/ticket. So often it all gets put in to general stock and the tech carrying out the repair is none the wiser. If there was a link on the PO to a ticket it would be pretty obvious that this part was ordered for an ongoing repair. Taking this one step further - A notification could be sent to the tech that originally raised the ticket and PO. Once the PO was checked in or finished the notification would be sent.

        I’ve always been a bit confused with the part order functionality in RSR and I think this would be a super replacement.

        If you could also link PO's to invoices/estimates then you could achieve a parts order without the need to raise a ticket. Then when your delivery arrives and you check the stock in it would be obvious that the parts you have in hand were ordered for a specific invoice/estimate or ticket as this would be shown on the PO as a linked item.

      • JoshG commented  ·   ·  Flag as inappropriate

        Thanks for the comments.

        @Ryan, good call. We have done the same since ticket grouping came into effect. Makes things much easier to organise.

        But one this that doesn't work well with this approach is the Marketr emails. It doesn't matter on the type of ticket it'll always ping out the default message checking on how the system is doing. Which isn't really applicable to an order. I know the template for the email can be changed, but to generic a it loses the 'hows the computer going' approach.

        I guess maybe a better request would be how the Marketr emails are handled. Possibly a different template for each ticket type... hmmm. That would work.

      • Ryan (CTO, Pinellas Computers) commented  ·   ·  Flag as inappropriate

        I really think it's better to have a ticket for this. That way there can be an SLA and reminder to the tech when parts are taking too long to arrive, and you can easily keep the customer alerted when the part is ordered and received.

        What is the downfall of using a ticket? We have a separate ticket type call "Part Order". Then we make comments like: Initial Issue, Parts Order, Parts Arrival, Completed, Contacted.

      • garth commented  ·   ·  Flag as inappropriate

        I would like help with this as well... Is it possible to setup a parts order without a ticket being created?

      • eddie commented  ·   ·  Flag as inappropriate

        I wish I didnt HAVE to associate a parts order with a ticket.

        Today I recieved 2 iPad replacement screens... that I ordered like two days ago.. I was thrilled that they came in so soon.. until I realized that one of my employees ordered these two a couple days prior.. and I accidently ordered the same things...

        I of course asked him why he didn't note the order in the parts section, to which his reply was; It wouldn't let me record a order without a ticket to associate it with.. so I didn't think I was supposed to.

        Anyways.. I don't know how hard this would be to change.. but it sure would be appreciated.

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