How do I mark a purchase order as partially received in Tekmetric?

To mark an order Partially Received, you will complete the following: 1. Click into the order from the orders screen. 2. Click the edit pencil on the Ordered Parts section at the bottom of the part order. 3. Enter the number of received parts in the box labeled Received. 4. Click Save.

How do I mark an entire purchase order as received?

If you receive an order with all of the parts, you will simply mark the entire order received. To Mark Order Received, you will complete the following: 1. Click into the order from the order screen. 2. Click the green Mark Order Received button at the bottom right corner of the order.

How do I manage parts returns in Tekmetric?

The following steps outline how to manage a parts return: 1. Navigate to the **Return Orders** screen within the orders section of Tekmetric. 2. You can filter your parts returns by vendor or part type (return or core) for your convenience. 3. Within the **Parts to Return** screen, select all of the parts that need to be returned to that particular vendor and click **Enter Return Order**. 4. The Return Order Screen will then populate, prompting you to enter the return order details. Here you can add any restocking or shipping fees associated with your parts return, and then click **Save Return**. 5. The part return will then move to the **Refund Pending** screen. Once you receive the refund from the vendor, you can then select the order and **Mark the Refund Complete**, which will complete the refund process inside of Tekmetric.

How to Manage Your Purchase Orders – Tekmetric

Tekmetric's Orders Section allows shops to comprehensively manage parts orders by searching and filtering orders by various criteria, editing detailed order information including vendor, invoice, payment, and part specifics, marking orders as received or partially received, handling returns and never-received orders, deleting purchase orders, and accessing instructional resources like overview videos and FAQs.

Shops have the ability to manage all of the parts orders within the Orders Section of Tekmetric. Inside this section, you are able to:

Search for Existing Parts Orders
Edit Your Parts Orders
Mark Parts Orders Received
Manage Your Return Orders
Handling Never-Received Purchase Orders
How to Delete a Purchase Order
Parts Management Overview Video & Diagram
FAQs

Search for Existing Parts Orders

Inside the Orders section of Tekmetric, you can search for your parts order by using the search bar. You can search orders by the following items:

Repair Order Number
Vendor
Purchase Order Number
Part Number

You can also filter the orders on the orders screen view by using the filters at the top. You can filter your parts orders by:

Type: Repair Order or Stock.
Status: Ordered, Received, or Partially Received.

Edit Your Parts Orders

Inside the Purchase Order, you can edit any of your parts by clicking anywhere on the order line. Within the part order, you will click the edit pencil within order details, and then you will find that you can adjust the following fields:

Vendor
Purchase Order Number
Invoice Number: if this order has two invoices associated with one purchase order, you can associate both of the invoices by simply entering a comma between the two invoice numbers.
Order Date and Time
Invoice Date and Time
Payment Method
Tracking Number
Any notes associated with the parts order
Part information such as part name, part number, part brand, etc.
The quantity of parts ordered
The quantity of parts received
The cost or core of items ordered
Payment Method: If parts were paid in cash, open the parts order and edit the payment method to "Cash."

Mark Parts Orders Received

Within the parts orders screen, you have the ability to mark your orders received or partially received. Alternatively, you can mark parts as received directly from the RO's Estimate/Parts Hub area by using the three-dot menu next to the part/order line.

If you have only received a partial amount of the parts on your purchase order, you will need to mark the purchase order partially received. To mark an order Partially Received, you will complete the following:

1.Click into the order from the orders screen.
2.Click the edit pencil on the Ordered Parts section at the bottom of the part order.
3.Enter the number of received parts in the box labeled Received.
4.Click Save.

Note: If you click the Mark Order Received button at the bottom, Tekmetric will automatically mark all of the parts within that order received.

If you receive an order with all of the parts, you will simply mark the entire order received. To Mark Order Received, you will complete the following:

1.Click into the order from the order screen.
2.Click the green Mark Order Received button at the bottom right corner of the order.

Note: Once an entire order is Marked Received, it will be sent to QuickBooks via Accounting Link if your shop has The Back Office integration set up.

Manage Your Return Orders

Please see the in-depth guide on handling returns here: Handling Refunds and Part Returns in Tekmetric

How to Delete a Purchase Order

At the bottom of any Purchase Order, you will see a "Delete Order" button with a trashcan icon. Once you click that, the Purchase Order is permanently deleted.

If you do not see this button, your Tekmetric user account may not have the permissions to delete orders in the system. These permissions can be adjusted under the Employees section by following this guide.

Handling Never-Received Purchase Orders (When to Delete a Purchase Order vs. Process a Return Order)

Deleting a PO is appropriate when the parts were never received, and you want to completely remove the order and the associated parts. This avoids reflecting the parts as 'received' in reports. Alternatively, the return order workflow should be used if parts were received but later identified for return. Even when parts were not received, this approach ensures smoother reporting processes.

When you mark a part to return from a repair order, you will complete the return within the return orders screen of the orders section of Tekmetric. The following steps outline how to manage a parts return:

1.Navigate to the Return Orders screen within the orders section of Tekmetric.
2.You can filter your parts returns by vendor or part type (return or core) for your convenience.
3.Within the Parts to Return screen, select all of the parts that need to be returned to that particular vendor and click Enter Return Order.
4.The Return Order Screen will then populate, prompting you to enter the return order details. Here you can add any restocking or shipping fees associated with your parts return, and then click Save Return.
5.The part return will then move to the Refund Pending screen. Once you receive the refund from the vendor, you can then select the order and Mark the Refund Complete, which will complete the refund process inside of Tekmetric.
6.Additionally, for never-received parts, ensure to clearly note the reason for the return (e.g., "part was never received") when processing the return order. This will help maintain accurate reporting.

Note: Once a return order is marked complete, it will be sent to QuickBooks via Accounting Link with the date that is tied to the refund date in Tekmetric, if your shop has The Back Office integration set up.

To see a video of the returns process, view the Core Tracking & Part Returns Video.

Parts Management Overview Video & Diagram

This video reviews parts management within Tekmetric, including:

How to move a part from the returns section back to a RO.
How to send items from a RO into inventory.
How to move a part from the returns section to inventory.
How to return parts from inventory.
How to configure your shop settings to ensure all parts purchased on a RO are accounted for.

Parts Management 2.0

FAQs

How to convert quoted "Needed" parts into an order and mark them received

To convert quoted parts into an order and mark them as received, open the Parts Hub (cart) on the RO. Submit the quoted parts as a "Phone Order" to move them out of "Needed/Quoted" status. Navigate to the "Ordered/Received" section and mark the parts as received. If any parts are not needed, return them using the three-dot menu next to each part.

How to update manually entered parts that show as "Needed" to "Received"

For manually entered parts that show as "Needed," open the Parts Hub and click "PartsTech" or "Enter Phone Order" at the top. Fill out the order details to move the part to "Quoted." Then, open the PO link from the quote and mark the part as received. This transitions the part from "Needed" to "Received."

What to do when received inventory-order parts don't appear in stock

If received inventory-order parts do not show in stock, it may be due to a parts-mapping issue. Go to the Inventory tab and look for a yellow banner prompting parts mapping. Click the PartsTech link in the banner and select the existing matching inventory part to map the ordered part to it. This ensures the received quantity updates correctly.

Does deleting a Purchase Order remove the entire repair order?

No, deleting a PO only removes that specific PO and the parts on it. The repair order remains intact.

What if my PO contains multiple parts but I only want to return some of them?

Use the return order workflow to return only the unwanted items, leaving the other parts in the PO.

What if my parts arrive in separate orders from the part supplier, and I have multiple Invoice numbers?

When you receive the parts, you can add multiple invoice numbers into the Invoice Number field and separate them with commas. You can go back and edit this field at any time, so you can add the additional invoice numbers in later on as well. You can also use the Notes field to note the separate orders.

What are the pros/cons of deleting a PO vs. processing a return?

Deleting a PO: More accurate for reports but removes the PO entirely.
Processing a return: Maintains the PO but may inaccurately reflect unreceived parts as purchased.