PartsTech Orders Report

PartsTech Orders Report lists every part ordered through PartsTech, one line per part. Each line shows the supplier, the part, the quantity, what it cost, and whether it has been added to the invoice's outside part purchases. It shows what the shop has bought through PartsTech, which orders are still waiting to be dealt with on the invoice, and what each part cost. Use it to find parts still pending on an invoice, to check a supplier's PartsTech order number against their statement, and to see what a part cost against its list retail price.

4 how-to answers 8 screenshots Open in ARM Markdown

How do I run the PartsTech Orders Report? #

From the Home Screen, click Reports → Shop Expenses & Vendor Reports → PartsTech Orders Report.
The Date box opens empty, so the report opens on the store's whole PartsTech history, newest first. To see a period, click the Date box and choose a range or one of the quick choices such as Last Month. The x beside it clears the dates.
Choose All, Pending or Completed in Process. Pending is a part ordered from an invoice that has not yet been applied to the invoice. Completed is a part that has been applied, or bought as a shop paid out.
Choose All or OPP in Process By. OPP shows only parts added to the invoice as outside part purchases.
Click SEARCH to load the report. SHOW ALL clears every filter.
Click PRINT for a PDF copy or DOWNLOAD to export to a spreadsheet.

PartsTech Orders Report search and buttons

How do I read COST and RETAIL PRICE on a line? #

From the Home Screen, click Reports → Shop Expenses & Vendor Reports → PartsTech Orders Report, and pick a line with a QUALITY above 1.
QUALITY is how many were ordered. Example: 8 spark plugs.
COST is the cost of the whole line: the price of one part times the quantity, plus the line's share of any shipping, plus the core charge when CORE ADD? says Yes. Example: 8 × $3.69 = $29.52.
RETAIL PRICE is PartsTech's list retail price for one part, not for the line. Example: $4.43 for one plug. To compare it with COST, multiply it by QUALITY first: 8 × $4.43 = $35.44 retail against $29.52 cost. Some suppliers send no retail price at all, and the column then reads $0.00.
SHIPPING PRICE and CORE are shown in their own columns as well. When CORE ADD? says Yes, the core is already inside COST, and so is any shipping. Do not add those columns to COST again.

How do I find the PartsTech parts still waiting on an invoice? #

From the Home Screen, click Reports → Shop Expenses & Vendor Reports → PartsTech Orders Report.
Leave Search empty, choose Pending in Process, and set a Date range if you want one period.
The report lists the parts ordered from an invoice that have not yet been applied to it. They have no eye icon, because no expense has been created for them yet. Example: 524 pending parts over the whole history.
Click the INVOICE NO. on a line to open that invoice and deal with the part.

How do I open the expense behind a line? #

From the Home Screen, click Reports → Shop Expenses & Vendor Reports → PartsTech Orders Report.
Click the eye icon at the left of a line. The eye only appears once the part has been turned into an expense.
If ADDED TO OPP says Yes, the Edit Outside Part Purchase (OPP) screen opens for that invoice, with the part highlighted among the invoice's outside part purchases.
If ADDED TO OPP says No, the part was recorded as a shop paid out instead, and the Edit Daily Shop Paid Outs screen opens, with the expense account, supplier invoice number and amount. A part ordered from an invoice can end up either way, so No with an eye icon is not a fault.

PartsTech Orders Report eye icon opens OPP form

PartsTech Orders Report eye icon opens Shop Paid Outs form

About this screen

The Search box does not combine with the other filters. When you type in Search, the report finds every order whose invoice number, supplier invoice number or part number matches exactly, whose part name matches exactly, or whose supplier name starts with what you typed. The Date, Process and Process By settings are then ignored. Searching a supplier name with Process on Pending lists that supplier's completed orders too, from the whole history. Use Search on its own, and use the other filters without it.

Total: above the table counts the lines found. The table is wide; scroll right to see all of it. Each line shows the PURCHASE DATE and time of the order, the INVOICE NO. it was ordered for (blank when the part was bought without an invoice), ADDED TO OPP (Yes when the part was added to the invoice as an outside part purchase), the SUPPLIER INVOICE NO. (the supplier's PartsTech order number), the SUPPLIER NAME, the PART NAME and the PART NUMBER.

Further right come QUALITY, which is the quantity ordered, then COST, CORE, CORE ADD?, FET (federal excise tax, mostly on tires), SHIPPING PRICE, RETAIL PRICE and the PART DESCRIPTION, PartsTech's description of the type of part.

The row at the foot of the table totals QUALITY, COST, CORE, FET, SHIPPING PRICE and RETAIL PRICE for the lines on the page you are looking at. There is no report-wide money total anywhere on the page. The QUALITY figure is a count of parts, and the RETAIL PRICE figure is a total of one-part prices, so it will often be smaller than the COST total. Example: page one of the whole history shows 126 parts, $5,251.25 cost and $3,618.80 retail. To total a period, set a range that fits on one page or use DOWNLOAD and total the spreadsheet.

The printout is headed Partech Invoice Report and carries the same fifteen columns in one continuous list, with no totals row. Its INVOICE NO. column prints ARM's internal reference for the invoice, not the invoice number, so it will not match the numbers on screen. Example: a part on invoice 334908 is printed against 705666. To match a printed line to an invoice, use the SUPPLIER INVOICE NO., or use DOWNLOAD, whose invoice numbers are the real ones.

To see the labor that came with these parts, run PartsTech Labor Report. For tire sizes and ratings on tires ordered through PartsTech, run PartsTech Tire Report.