Parts Register

Overview

The Parts Register in Gearbox allows you to manage your parts catalogue, including ordering, stock control, and usage. If the Multisite Parts & Inventory option is enabled, you can also manage stock across multiple locations.

The Parts & Inventory module must be active on your subscription to access these features.
Contact [e-mail] if you would like the Multisite option enabled.

Adding Parts Manually

1. Go to the Parts Register and click Add New (1).

2. Enter the required details:
   • Part Number: A unique identifier for the part.
   • Description: A clear description to help identify the part when searching or reporting.
   • Supplier: The supplier this part is usually purchased from.
   • Price Each: The unit price of the part (tax-inclusive or exclusive depending on your settings).
   • Each Type: The unit of measure (e.g. Each, Box, Litre).
   • GL Code: The account this part should be attributed to for reporting or integration purposes.
   • Barcode Number: Optional. Only visible if barcode functionality is enabled in your system. Can be scanned via the “Scan Barcode” button.
   • Tick any relevant checkboxes (e.g. Stocktake Item, Consignment Item) based on how the part should behave (see explanations below).
   • Click Save and Close to finish.

Additional Field Explanations

When adding a part, you can configure the following options:

• Stocktake Item
  Tick this if the part should appear in stocktake reports and show in the Stocktake Parts and Reorder tables.
  Stocktake parts will have their usage automatically deducted from the in-stock quantity. This can be overridden per usage.

  Note: All parts have stock levels tracked, but whether stock is reduced during a job depends on the context.

  For example, when using parts on Services, Repairs or Tyres, Gearbox will only deduct stock if the Supplier Provided checkbox is unticked. This allows you to specify whether the part came from your inventory or was provided by a supplier.

• Consignment Item
  Tick this if the part is supplied on consignment, meaning you don’t own or pay for it until it’s used. These parts appear in the Stocktake – Consignment Parts Only report.
• Consumable
  Use this for parts that are consumed regularly, such as oil or filters. Consumables are listed in the Consumables report.
• Labour Rate
  Use this for adding a labour-style line item (for example, “1 hour mechanic labour”) to a job or purchase order.
  This acts like a flat-rate part cost and does not appear in labour hour reports.
  To track actual time worked by mechanics or technicians, use the Labour section within a job and configure Labour Types for reporting and visibility.
• Archived
  Use this to deactivate a part that is no longer in use. Archived parts won’t appear in new jobs or orders but will remain in historical records and reports.

Importing Parts

1. To import parts in bulk, click Import (1) in the Parts Register.

2. Click Download XLSX Template (2) to get the import file format.
   Fill in your data, then click Select File to Import (3).

After importing, you’ll receive an email with the results.
If there are any issues, the email will outline the errors so you can correct them and re-import the file.

Updating Existing Parts via Import

Although the import tool is primarily designed for bulk uploading new parts, it can also be used to update existing parts in Gearbox.

• The part number in your import file must exactly match an existing part in your system.
• Part numbers are case-sensitive and must not contain any trailing spaces or formatting differences.
• Only the fields included in your import file will be updated. Fields left blank will not overwrite existing values.

This method is helpful for making bulk updates to prices, suppliers, GL codes, barcodes, and more.

Important: If the part number in your spreadsheet does not exactly match an existing part in Gearbox, it will be treated as a new part and imported as a duplicate.

Next Step: Perform a Stock Adjustment

Once you’ve added or imported parts into Gearbox, you’ll need to perform a Stock Adjustment to record how many items you currently have on hand. This ensures your stock levels are accurate from the start.

Learn how to do this in our guide: How to Perform a Stock Adjustment

If you have any questions or need assistance, please contact [e-mail].