Parts Catalog Overview
The Parts Catalog is a complete historical record of every part your shop has ever purchased — whether it was stocked in inventory or special-ordered directly for a work order. Unlike the Inventory page, which shows only items currently on hand, the Parts Catalog serves as a permanent reference database.
What the Parts Catalog Shows
Each catalog entry displays:
Description & Part Number: Basic identifying information for the part.
Categories: The category assigned to the part (e.g., brakes, electrical). This determines pricing behavior when used on work orders.
Locations Purchased In: For multi-location shops, the catalog shows the locations where the item was purchased or used.
Purchase History: Expanding an item shows:
Vendor invoice number
Cost at the time of purchase
Quantity received
Whether any stock remains
Linked Vendor Invoices: Each part purchase links directly to the vendor invoice for warranty or reference.
Difference Between Inventory and Catalog
Inventory
Shows only what you currently have in stock
Tracks quantities, average cost, min/max
Parts Catalog
Stores every part that has ever existed in your system
Includes special-order vendor parts not stocked in inventory
Shows complete purchase history
When to Use the Parts Catalog
Use the catalog when you need to:
Look up a part purchased years ago
Find the vendor invoice for warranty or returns
See how many times a part has been purchased
Determine past pricing or cost changes
Trace vendor sourcing by location
Summary
The Parts Catalog is your long-term recordkeeping system for all parts ever purchased, regardless of whether they were stocked or special-ordered. It is essential for warranty claims, vendor disputes, cost tracking, and multi-location visibility.
FAQ:
Q: Can I see what work order a special order was sold on?
A: Yes, if a part was purchased on a work order the vendor bill is tied to the work order and you can see the sale of the part via the hyperlink in the delivery.
Q: Can I see what work order my inventory was sold on?
A: Currently, If parts were purchased for inventory, you are only able to see that they were received into inventory, not the work order they were sold on. This feature is coming shortly!