Special Order Parts are parts not kept in inventory.
They are purchased from a vendor specifically for a work order and do not increase shop inventory quantities.
When to Use Special Order Parts
Special order parts are used when:
Technicians are unable to identify the part number or complete details upfront, requiring admin or parts staff to finalize the request.
The shop does not stock a particular part
The part is unique to a specific job
A vendor quotes a custom part
Inventory would not realistically carry the item
Technician Request Workflow for Parts
Technicians working in the ShopView application can request parts directly on a Work Order, even if part details are incomplete or unknown. Here’s how:
Access the Work Order: Navigate to the relevant Work Order.
Add a Part Request: Submit a request for the part, which does not require a part number.
Following submission, admin or parts staff review the requests, fill in missing details, and ensure the request aligns with inventory standards. This step ensures technicians’ needs are addressed promptly and accurately.
How to Add a Special Order Part
Open a Work Order.
Add or edit a line.
Click Save & Add Part.
Type part information manually (description, part number) or leave incomplete if details are unknown, as they can be updated later by admin or parts staff.
Choose Source: Vendor Part (default for non-inventory items).
Enter:
Vendor
Cost
Category
The system automatically calculates the selling price using the pricing matrix.
Ordering Special Order Parts
Once the part is populated:
Click Order on the part.
The part now shows as “ordered.”
The parts team knows to expect delivery.
Receiving Special Order Parts
When the part arrives:
Click Receive.
Enter the vendor invoice number.
Receive the part.
The part becomes “staged,” meaning technicians can use it immediately.
Key Behaviors
They do not affect inventory quantities
They do appear in the Parts Catalog
The vendor invoice is logged for warranty and returns
The pricing matrix determines the sell price
Technicians do not have permissions to create or edit the catalog or inventory parts; this ensures catalog integrity is maintained by Admin or Parts staff.
Summary
Special Order Parts allow the shop to purchase job-specific items without stocking them in inventory. They flow through the order → receive → stage process entirely within the work order.