In Tekmetric, we have a feature that allows you to require billing and purchase orders for every part added to a repair order. We strongly encourage you to turn on this requirement for all your shops. As an owner or manager, you will want to have a record of purchase for every part that you install into a vehicle. This will allow you to cross reference vendor statements, give you insight on which vendor each employee purchases from most, have purchase records for warrantied parts, and more.
The task of having a reconciling process on a weekly or monthly basis can be tedious, but it will allow you to discover and fix discrepancies before they grow out of control. For more information on the importance of reconciling, review this helpful article by Ratchet and Wrench.
The Parts Purchased Report will display all the parts you have purchased within Tekmetric. This report is useful to compare to your invoices in order to ensure all part orders were entered into Tekmetric either as inventory or billed out to customers. This article will help explain how to navigate the report as well as provide insight on what data is shown in the Parts Purchased Report.
The Parts Purchased Report will present:
- How much is spent on parts per vendor.
- Will allow you to compare the same part price across different vendors.
- Show your most commonly purchased parts.
- Vendor reconciliation - ensure that the paper invoices from Vendors match what is in Tekmetric.
Article Overview:
Filtering Parts Purchased Report
You can filter the Parts Purchased Report based on the following:
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Vendor - this filter will allow you to look at certain parts on the report, depending on which vendor you ordered the parts from.
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Part Type - this filter allows you to filter between your Tires, Batteries, and Parts so you can differentiate between the different categories.
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Part Status - this filter will help you filter your Parts Purchased Report based on what the status of the part is. This includes:
- Partially Received - indicates that the part was partially received. For example, if you ordered a quantity of 4, but only received 2 of those parts.
- Received - indicates that the the part has been received and is in your shop.
- Ordered - indicates that the part has been ordered.
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Source - this filter will allow you to pull up parts associated with certain orders. This includes:
- RO Order - any part associated with a purchase order created in a Repair Order.
- Inventory Order - any part associated with a stock order created in the Orders section on the left navigation menu.
- RO Order - Returned - any part that is associated with a purchase order that was returned.
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Note: When you filter by RO Order - Returned, the Source will show "RO #---" - this means that this part was originally included on a repair order, but has been removed from the repair order to be returned.
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Note: You can only return a part associated with an order on a RO.
- Return Order - any part that is associated with a return order.
- Core Return - any core part that has been returned within the Return Orders section of Tekmetric.
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Employee - this filter will allow you to look for parts that are associated with a specific employee assigned to the linked repair order.
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Date Range - you can filter your Parts Purchased Report to show parts within a specific date range.
Search the Parts Purchase Report
You can also search your Parts Purchased Report by the following:
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Part Details - You can search for a part by Part Name, Part Brand and Part Number.
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Vendor/Brand - If you do not remember what the Part Details are, but you know where you purchased the part from, you can search for the part by looking up the vendor/brand.
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RO # - If you search by Repair Order number, you will see a list of all the parts associated with that specific RO # populate.
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PO # - If you search by Purchase Order number, you will see a list of all the parts associated with that PO # populate.
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Invoice # - If you search by the invoice number, you will see a list of parts associated with the invoice # that was searched.
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Return # - If you search by the return number, you will find all the parts associated with the return.
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Employee - you can search to see what parts a certain employee ordered.
Part Line Details
For every purchased part line, you will be able to see the following information related to the part:
- Brand
- Part Name
- Part Number
- Part Description
- Vendor
- Purchase Order (PO) Number
- Invoice Number
- Return Number - If the part was returned, there will be a return number associated with it
- Source - what type of order is the part on
- Date Purchased - This will be the date the Order was created
- Date Refunded - This will be the date the Return Order was marked complete
- Quantity (QTY) - Number of parts purchased
- Core Quantity (QTY Core) - Number of core parts purchased
- Unit Cost - How much one part cost (Qty = 1)
- Unit Core - How much one core part cost (Qty = 1)
- Total Cost = Unit Cost * Quantity (QTY)
- Total Core = Unit Core * Core Quantity (QTY Core)
- Grand Total = Overall Total (excludes taxes and shipping)
- Ordering Employee - Employee who ordered the part
Note: For Core Returns & Return Orders, these parts will be displayed with a negative value because they were returned. The costs associated with cores appear as "credits."
Group the Parts Purchased Report
Your Parts Purchased Report is set to automatically allow you to view all parts; however, we do give the option to group your parts by:
Vendor
If you group by vendor, every vendor you've ever purchased a part from will be listed along with the following information:
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Quantity - Number of parts you've purchased from this vendor.
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Quantity Core - Number of core parts you've purchased from this vendor.
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Average Cost - How much (on average) parts purchased from this vendor cost you.
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Average Core - How much (on average) core parts purchased from this vendor cost you.
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Total Cost - Total dollar amount it cost you for every part purchased from this vendor.
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Total Core - Total dollar amount it cost you for every core part purchased from this vendor.
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Grand Total = Total Cost + Total Core.
Brand
If you group the report by part brand, you will see a list of all the Part Brands you've ever purchased from. This list will also include the following information:
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Quantity - Number of parts you've purchased from this brand.
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Quantity Core - Number of core parts you've purchased from this brand.
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Average Cost - How much (on average) parts purchased from this brand cost you.
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Average Core - How much (on average) core parts purchased from this brand cost you.
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Total Cost - Total dollar amount it cost you for every part purchased from this brand.
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Total Core - Total dollar amount it cost you for every core part purchased from this brand.
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Grand Total = Total Cost + Total Core.
Invoice #/Return #
If you group by invoice/return number, you will see a list of all the invoice/return numbers associated with the purchase/return orders you've created. This list will also include the following information:
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Vendor - The vendor associated with the invoice # or return #.
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Quantity - Number of parts you've purchased on this invoice # or the number of parts you returned associated with the return #.
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Quantity Core - Number of core parts you've purchased on this invoice # or the number of core parts you returned associated with the return #.
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Average Cost - How much (on average) parts purchased on this invoice # or return # cost you.
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Average Core - How much (on average) core parts purchased on this invoice # or return # cost you.
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Total Cost - Total dollar amount it cost you for every part purchased on this invoice or return order.
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Total Core - Total dollar amount it cost you for every core part purchased on this invoice or return order.
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Grand Total = Total Cost + Total Core.
Note: Any quantity or dollar amount associated with return orders will be displayed with a negative value because they were returned. For example, on a return order, the average cost should be -$10 because it doesn't cost you to return a part.
Purchase Order
If you group by purchase order number, you will see a list of all the purchase orders you've created. This list will also include the following information:
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Vendor - The vendor associated with the purchase order.
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Quantity - Number of parts you've purchased on this order.
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Quantity Core - Number of core parts you've purchased on this order.
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Average Cost - How much (on average) parts purchased on this order cost you.
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Average Core - How much (on average) core parts purchased on this order cost you.
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Total Cost - Total dollar amount it cost you for every part purchased on this order.
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Total Core - Total dollar amount it cost you for every core part purchased on this order.
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Grand Total = Total Cost + Total Core.
Repair Order
If you group by repair order, you will see a list of all the ROs that are associated with any parts you've ordered. This list will also include the following information:
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Customer/Vehicle - The customer and vehicle information associated with the repair order.
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Quantity - Number of parts purchased on this repair order.
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Quantity Core - Number of core parts purchased on this repair order.
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Average Cost - How much (on average) parts purchased for this repair order cost you.
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Average Core - How much (on average) core parts purchased for this repair order cost you.
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Total Cost - Total dollar amount it cost you for every part purchased for this repair order.
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Total Core - Total dollar amount it cost you for every core part purchased for this repair order.
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Grand Total = Total Cost + Total Core.
Employee
If you group by employee, you will see a list of all the employees who have created orders in your shop. This list will also include the following information:
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Quantity - Number of parts purchased by this employee.
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Quantity Core - Number of core parts purchased by this employee.
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Average Cost - How much (on average) parts purchased by this employee cost you.
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Average Core - How much (on average) core parts purchased by this employee cost you.
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Total Cost - Total dollar amount it cost you for every part purchased by this employee.
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Total Core - Total dollar amount it cost you for every core part purchased by this employee.
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Grand Total = Total Cost + Total Core.
Part Number
If you group the parts purchase report by part number, you will see a list of part numbers. This list will also include the following information:
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Brand - The brand associated with this part number.
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Quantity - Number of parts you've purchased with this part number.
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Quantity Core - Number of core parts you've purchased with this part number.
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Average Cost - How much (on average) did cost you to purchase parts associated with this part number.
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Average Core - How much (on average) did cost you to purchase core parts associated with this part number.
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Total Cost -Total dollar amount it cost you to purchase parts with this part number.
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Total Core - Total dollar amount it cost you to purchase core parts with this part number.
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Grand Total = Total Cost + Total Core.
For more information on our parts purchased report, please watch the video linked below: