How to Create a Special Part Order in RepairDesk

No repair shop can stock every part for every device. With thousands of combinations across manufacturers, models, and components, cell phone and computer repair stores inevitably face jobs that require parts not currently in inventory whether it's a rare iPhone screen assembly, a specific laptop charging port, or a component for an older device model. Without a system to track these orders, shops risk lost deposits, forgotten customer jobs, and parts that arrive with no one knowing who they belong to.

RepairDesk's Special Part Order feature solves this by letting you create and track out-of-stock part requests directly from a customer's repair ticket. You can link the part to a specific job, generate a purchase order with vendor and tax details, collect a deposit to secure cash flow, and mark the part as received the moment it arrives ensuring it's immediately routed to the right ticket and customer.

Whether you're ordering from a major distributor or a small informal supplier where orders are placed manually through their online store, RepairDesk keeps a complete record of what was queued, ordered, received, or backordered so nothing falls through the cracks.

Video Guide:

In this guide, you'll learn how to create a special part order, set up the purchase order, track its status, and process the part once it arrives at your shop.

FAQs

Can I add more items to a special part purchase order?

Yes, click on “Action” and then “Edit” to add more items to the purchase order

What if I forgot to create a purchase order when submitting the special part order?

You can go back to edit the special order form and create a purchase order.

How can I track the special parts records on a specific ticket?

When you order a special part, you will be able to see a special order item card on the right-hand side of the ticket with all the relevant details of the part.

How can I track special part order details from a purchase order?

In the Purchase Order listing, a Special Order column displays the associated ticket reference. This makes it easy to identify which ticket the special part was ordered for and which purchase order was created against it.

How can I manage or view all special part items?

You can view all special orders on a dedicated special order listing page. Hover over Inventory in the top menu on your POS screen and click on Special Order Products.

Can I create a special part order request with integrated vendors in RepairDesk?

Yes, you can add the required part from an integrated vendor by searching it by name or SKU.

What happens if I create a special order for an inventory item vs. a non-inventory item?

It depends on whether the part is something you normally stock in your inventory.

Inventory item (normally stocked, but currently out of stock): Create a special part order along with a purchase order. When the part arrives, create a GRN (Goods Received Note) to receive it, just like any other inventory item. RepairDesk automatically updates the stock count for that part.

Non-inventory item (not something you normally stock): Create a special part order. The part is added to the repair ticket and tracked in the separate special orders list. But it's not added to your shop's inventory.

What happens to the ticket while waiting for a special part?

Status Updates: The repair ticket status shifts automatically to Waiting for Parts if you leave the "Receive Date" field empty during creation.

Customer Alerts: This status shift triggers an automated email or SMS notifying the customer that their repair is paused and will resume as soon as the component arrives.

How do I mark a special part as "Received"?

With purchase order: If you have created a purchase order for the special part order, you can create a GRN to receive the stock.

Without purchase order: If you haven’t created a purchase order for the special part order, you can manually mark it as “Received”.

How do I notify the customer about a special order item?

You can notify customers via email or SMS. You can set up special-order notifications from the Emails & SMS Notifications module. Go to Store Settings > Communications > Email & SMS