Part Sales: Sell parts without creating a work order
Part Sales makes it easy to process parts-only transactions in ShopView. It is designed for over-the-counter sales, walk-in customers, and any situation where you need to sell parts without creating a full work order.
With Part Sales, you can create a sale for an existing customer or use Counter Sale for quick walk-in purchases, add inventory or special-order parts, manage returns, and generate a professional parts-only invoice.
When to use Part Sales
Use Part Sales when you need to:
sell parts without creating a work order
process a quick walk-in or counter sale
Invoicing a customer for parts only
handle returns or credits for parts that were sold separately from service work
Create a new Part Sale
You can create a Part Sale from:
Parts → Part Sales
Customer profile → Part Sales
When you start a new Part Sale, you must select a customer.
You can also use Counter Sale for walk-in purchases. Counter Sale is meant for fast transactions where you do not need to attach customer details or a vehicle. At the moment we’re not able to transfer parts from one location to another.
Add a customer or Counter Sale
When creating a Part Sale, you can:
select an existing customer
create a new customer
choose Counter Sale for a walk-in purchase
If the selected customer already has open part sales, you can view those directly from the creation flow.
About Counter Sale
Counter Sale is a default customer used for quick over-the-counter sales. When Counter Sale is selected:
no contact or vehicle details are required
vehicle selection is hidden
the sale can be completed without linking it to a real customer profile
This is useful for anonymous or one-time walk-in purchases.
Add parts to the sale
After selecting the customer, you can add parts using the standard Add Part flow.
Part Sales supports:
inventory parts
special-order parts
Use Save and Add to quickly continue adding multiple parts in one session.
Manage parts on the Parts tab
The Parts tab works much like the parts experience in Work Orders, so the workflow should feel familiar.
From here, you can:
review part details
edit part information
quantity
sell price
margin
*category
return parts
move parts
split selected parts into a separate order
delete eligible parts
To remove a part, locate the red arrow icon on the part line in the Parts tab and click it. If the part is staged or picked, use the Return option instead to ensure it is properly removed and returned to inventory.
*Choosing the correct category is important. If you intend to charge tax on a part the category must also reflect this. Edit each category under your account settings by enabling the tax exempt toggle on or off.
Delete rules
Parts can only be deleted if they have not been received. Once a part has been staged, it should be returned instead of deleted. To delete a part, navigate to the Parts tab, locate the red arrow icon on the part line, and click it. If the part is staged, use the Return option to remove it and restock the inventory.
Return rules
Return behavior depends on the type of part:
Inventory parts are removed from the sale and restocked back into inventory
Special-order parts follow the normal return workflow and appear in the returns area
Returns will send the credit to Quickbooks but not the money.
To refund the money, it must be processed through Stripe To initiate a return, navigate to the Parts tab, locate the part line, and click the Return option. This action will remove the part from the sale and follow the appropriate return workflow.
Core charges
If a part has a core:
the core is shown as a separate line item
the core is charged automatically
there is no Core OK / Not OK confirmation on Part Sales
If a core is later returned, the credit is handled through the credit workflow.
Understand Part Sale statuses
Part Sales follows a clear status flow:
Estimate
This is the default status for a new Part Sale.
At this stage:
parts are still being reviewed
inventory parts cannot be picked yet
special-order parts cannot be ordered yet
Approved
When you click Authorize, the sale moves to Approved.
At this stage:
inventory parts move to In Stock so they can be picked
special-order parts move to Authorized to Order so they can be ordered
Invoiced
Once the invoice is created, the Part Sale becomes Invoiced.
Paid
After payment is completed, the Part Sale becomes Paid.
Blue action icons
Part Sales uses the same blue action indicators that users already know from Work Orders.
These icons show when action is still needed, such as:
parts that need to be picked
parts that still need to be ordered
parts that require follow-up before the sale is complete
Hovering over the icon shows what still needs attention.
Create an estimate or invoice
The Finance tab is designed specifically for parts-only sales.
When no vehicle is selected:
the vehicle section is removed from the document
the document label changes to Parts Order
labor and shop supplies are not shown
The invoice or estimate only shows part-related details, such as:
Part Number
Part Quantity
Part Price
Part Description
You can also:
choose the invoice date
download the document
print it
email it to the customer
Print a credit
To print a credit follow these steps.
Navigate to the customer account, then click on Invoices.
Once on Invoices toggle on "Open Only" to view open credits.
You'll see open credits here. and a printer icon near the "Issue Credit" button.
You can print from this screen by checking the checkbox of the specific credit you'd like to print.
Click the printer button.
Returns and credits
If parts need to be returned after invoicing, you can create a credit directly from the invoiced Part Sale. Credits only work on Part Sales. ShopView does not allow a credit on Work Orders to be synced to Quickbooks.
To do this:
Open the invoiced Part Sale
Use the 3-dot menu
Select Create Credit
From the credit screen, you can:
issue a full credit
issue a partial credit
adjust the quantity to credit
exclude parts you do not want to credit
apply a restocking fee if needed
All credit values are shown as negative amounts, and the credit document follows the same layout as the original invoice.
What happens after a credit is created
After creating a credit:
the credited parts are sent into the returns workflow
inventory parts are restocked
a credit document is generated
the payment modal opens so the credit can be applied or refunded
the credit is also visible from the customer’s Credits tab
Reverse an invoice
After a Part Sale is invoiced, the standard reverse option is moved into the 3-dot menu. To reverse an invoice, go to the Finance tab, click the three dots in the top-right corner, and select Reverse Invoice. After reversing, navigate to the Parts tab to remove parts using the red arrow (Return) icon.
A Part Sale invoice can only be reversed when allowed by the workflow. For example:
paid invoices cannot be reversed until payment is removed
invoices with credits cannot be reversed
In general, the invoice must be reversed before making invoice-level edits. If a credit is created during the reversal process, note that it cannot be reversed later. Proceed with caution when selecting this option.
Summary
Part Sales is the fastest way to handle parts-only transactions in ShopView. It gives you a clean workflow for:
quick counter sales
walk-in purchases
customer part orders
parts-only invoicing
returns and credits
It keeps inventory accurate, supports both stocked and special-order parts, and gives your team a professional way to manage over-the-counter sales without the overhead of a full work order.
*Part Sales feature is currently in pilot phase and may not be visible in all accounts yet.