Overview
Gearbox allows Parts to be recorded against Services, Repair, and Tyre Work Orders. This article explains how to manually add parts to a Work Order and how inventory is affected when the Parts & Inventory module is enabled.
Adding Parts to a Workorder
Parts can be manually added to a Work Order (Service, Repair, or Tyre) using the Add Part button within the job card.
1. Open the relevant Service, Repair, or Tyre Work Order and click the + Add Part button under the Parts section.
2. In the pop-up window, select the required part from the dropdown list. This will automatically populate the Description and Each price from the Parts Register.
3. Complete the remaining fields:
- Quantity
- Tax Rate
- Site/Store (defines the stock location)
- Optional: Group, GL Code, Invoice Info, or other fields as required
4. If the part is supplied externally and should not be deducted from your stock, tick the Supplier Provided checkbox.
5. Once all fields are completed, click Create Service part to add the item to the job.
Automatically Adding Parts to a Service
If you'd like parts to be automatically included when scheduling a Service (e.g. filters or fluids), this can be configured per vehicle and service type.
Gearbox uses a feature called Vehicle Service Parts, which links specific parts to a service type. These are then auto-filled when you create a Service Work Order.
To learn how to set this up, see Assigning Service Parts to Vehicles .
Using Parts with Parts & Inventory Stocktake
If the Parts & Inventory module is enabled, parts added to a Service, Repair, or Tyre Work Order will interact with your inventory as follows:
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While the Work Order is open, the parts are marked as Allocated. This means the parts are reserved but not yet deducted from your stock.
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Once the Work Order is closed, the parts are marked as Used and the quantity is deducted from stock.
This ensures stock accuracy while preventing deductions for incomplete or draft jobs.
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