Special Part and Special Part Order

Special Part and Special Part Order

In RepairDesk, a Special Part is any item that your business rarely engages with. This could be any item, whether you stock it or not, but you need to serve the customer whenever they come in. With RepairDesk's Special Part feature you can easily create repair tickets that need re-ordering the Special Parts. 

So, if your repair service needs re-ordering a part, then you can achieve that in the following ways:

  1. Creating a Special Part Order of a Non-catalogued Part
  2. Creating a Special Part Order of a Out-of-Stock Part

CASE 1


In case of you create a special order for a catalogued part (i.e. the part you maintain in the inventory), a separate log is created for it for the record. When you will receive the ordered part you can mark it received and it will be available in the ticket for the repair job. In addition, the inventory level for the special part will be updated and the customer will also get notified via text or email. 

NOTE: While creating a special part order, you can choose to create a Purchase Order (PO) as well. This will allow you to reference a Goods Received Note (GRN) for the ordered special part. 

CASE 2


In case of non-catalogued part (i.e. the part that you do not maintain in the inventory), the log will be created on the Special Ordered Items page. When you will receive the ordered part you can mark it received and it will be available in the ticket for the repair job. In addition, the customer will also get notified via text or email.



NOTE: While creating a special part order, you can choose to create a Purchase Order (PO) as well. This will allow you to reference a Goods Received Note (GRN) for the ordered special part. 


⚡ Guides

FAQ(s)


Q.1 Can I view the estimate reference on special ordered items listing?

Ans: Yes, you can, the Special Orders Estimate Reference Feature allows you to easily track which special order items or special part orders have associated estimates. This feature is designed to help you efficiently manage and monitor the status of your estimates based on the special orders.

A new column named Estimate Reference is added to the special order items listing.



This column displays the estimate reference number associated with a special order item.

If you create an estimate for a ticket with an attached special part or order item, the estimate reference will appear in this column (e.g., Estimate: E-123).

Note: The estimate reference column is also included in the excel file for better reporting and analysis.

Q.2 Is there a way to filter out special ordered items that have associated estimates?

Ans: Yes, you can filter out special ordered items that have an associated estimates.
A new filter named "Show Special Orders with Estimates" is added on the special ordered items listing page.



When you will check the Show Special Orders with Estimates filter and click the search button, only special orders with associated estimates will be shown in the list.

Q.3 Can I add a Tracking ID field in Special Ordered Items and parts?

Yes, you can!

1. POS Screen > Products > + Add Product > + Special Order Or, POS Screen > Repairs> Parts> + Add Part Special Order > + Special Part Order


    2. From the Ticket screen (Learn more)



        3. From the Special Order Details page


          You can view Tracking ID in the Special Ordered Items Listing, and Filter through it using Tracking ID Filter.


          If the special order is still open (not yet received), the Tracking ID can be edited.