Purchase Orders

Overview

Gearbox uses Purchase Orders to order and receive Parts into Stock. If you do not wish to use the Purchase Order component of Gearbox, the only way to add stock is through Stock Adjustments.

The Parts and Inventory module must be enabled in your Gearbox subscription to use Purchase Orders.

To upload documents to Purchase Orders, the Documents module must also be active.

Creating a Purchase Order

To create a new Purchase Order manually:

1. Click on Parts, then select Purchase Orders.
2. Click Add New.
   
   

3. Enter the Purchase Order details:

   • Purchase Order Date
   • Supplier
   • Vehicle (optional)
   • Reference Number
   • Other relevant fields

   Then click Save and Continue.

4. Once the Purchase Order is created, click Add Items to add parts.
   
   

5. Enter Part Details including:

   • Part Number
   • Description
   • Quantity
   • Price
   • Invoice details

   Then click Create Purchase Order Item.
   
   

Receiving Stock from a Purchase Order

You can receive parts in two ways:

1. Partial Receival: Navigate back to the relevant Purchase Order, then click the row for the part you’ve received. Enter the quantity received, then click Update Purchase Order Item.
   
   
2. Full Receival: In the Purchase Order, tick the checkbox labelled "All items on this purchase order have been received" and enter the date received.
   
   

When Save and Continue is clicked, Gearbox will receive the items into stock. This is indicated by a green tick on the Purchase Order record.

Purchase Order Limits and Approvals

If Purchase Order limits are configured, users will receive a warning when the total cost exceeds their set limit.

Gearbox will automatically send an email notification to an Admin or Manager (with Parts module access) for approval.

Purchase Orders that require approval will appear in the Awaiting Approval tab.

Creating a Purchase Order from a Service, Repair or Tyre Record

You can also create a Purchase Order directly from a Service or Repair Work Order.

1. Create or open the Service or Repair Work Order.
2. After adding parts, click More Information.
   
   
3. In the Purchase Orders section, click the + icon to create a Purchase Order.
   
   
4. Any linked Purchase Orders will appear below for easy reference. You can click them to manage or view.
   
   

Closed Purchase Orders

The Closed Purchase Orders tab displays Purchase Orders that have been fully received and finalised.

This section is group and date-filtered. You may need to adjust the date range at the top of the screen to find historical POs.

Awaiting Export

If your Gearbox account is integrated with an accounting system (e.g. Xero, MYOB), Purchase Orders that are marked as received will appear in the Awaiting Export tab.

From this screen, you can:

• Export to your accounting platform using the green buttons (e.g. Xero, MYOB, Etc)
• Click on a specific Purchase Order to open it and access an Export to Xero or Export to MYOB button (if your integration is enabled)
  
  
  
  

⚠️ If you do not see export options, contact Gearbox Support to confirm your integration setup.

Supplier Handling and Emailing

When adding parts to a Service, Repair, or Tyre Work Order, the Supplier listed on the part will determine how Purchase Orders are generated.

• If all parts added share the same Supplier, a single Purchase Order will be created.
• If parts have different Suppliers, Gearbox will automatically create a separate Purchase Order for each unique Supplier.
• If you have selected a Repairer when creating the Service, Repair, or Tyre Work Order, Gearbox will auto-fill the Supplier field for any parts you add. This helps ensure consistency when generating Purchase Orders.

You can also create Purchase Orders from Tyre Work Orders using the same process.

If a Supplier has been set up in the Repairer and Supplier section of Gearbox and includes an email address, you will be able to email the Purchase Order directly to them.

Deleting a Purchase Order

If a Purchase Order is no longer required, you can delete it by opening the Purchase Order and clicking the red Delete button located at the bottom-left of the screen.

Gearbox does not currently support cancelling Purchase Orders. Deleted POs are permanently removed and cannot be restored.

Only users with Admin access to the Parts & Inventory module will see the Delete button and have permission to remove Purchase Orders.