Create orders to your smartphone and PC spare parts suppliers: status tracked from draft to received, courier shipping, prices aligned to the last purchase, and stock updated automatically.
A repair shop cannot afford to run out of displays or batteries at the busiest times: supplier purchase orders are the tool used to plan and track reordering of smartphone spare parts, PC spare parts, and accessories, from sending the order through to physically receiving the goods in the shop, with warehouse stock updated automatically only once the part has really arrived.
Why it matters for a repair shop
Repair inventory management is not only about what is already in the warehouse, but also about what is on its way: knowing that twenty displays have been ordered from the supplier and will arrive within a few days lets you schedule jobs even when current stock is at zero, instead of turning the customer away or postponing indefinitely. Every order stays linked to a specific supplier, with purchase prices recorded line by line: this means that when a quote is needed for a spare part, the system can automatically suggest the last purchase price paid to that supplier, avoiding blind margin calculations on an outdated cost.
How it works in practice
A purchase order is created by choosing the supplier, the shop the goods are destined for, and, optionally, the supplier's document number and date. It starts as a draft: at this point you add lines with the products to order, entering quantity, unit price (excluding and including VAT), and the applied VAT rate, automatically totaled for the whole order. As long as the order has not been received, it stays editable: you can add or remove lines, change the supplier, or update the document number and date.
For shipping, you can record the courier and tracking number (among the most common carriers), so the order also shows a direct link to follow the delivery. Once the goods physically arrive at the shop, you confirm receipt: at that point the system automatically creates the corresponding warehouse movements, increases the available stock of each ordered product at the destination shop, and links the supplier to those products as a reference for future reorders. A received order can no longer be edited, ensuring consistency between what was declared and what actually entered stock.
For products with serial tracking enabled, receiving requires entering the serial number of every individual unit received: the system checks that the number of serials entered exactly matches the ordered quantity before completing the operation, preventing serialized parts from being received without precise identification. In addition, for every product you can always check the last purchase price recorded on the last order received from that supplier, a handy reference to quickly gauge whether a new price list is up or down.
Every order can also be filtered by status and by shop: this lets anyone managing multiple shops keep track, in a single list, of which reorders are still in draft, which have been sent and are awaiting arrival, and which have already been received and updated the warehouse, without having to check shop by shop.
Quick guide
- Go to Warehouse > Purchase orders and create a new order choosing the supplier and the shop.
- Add lines with the parts to order: quantity, unit price, and VAT rate.
- If available, enter the supplier's document number and date for reference.
- If you already know the courier and tracking number, record them to track the delivery.
- When the goods arrive, open the order and confirm receipt.
- For products with serial tracking, enter the serial number of every unit received before confirming.
- Check that stock for the received products has been automatically updated at the correct shop.
Real use cases
A lab runs out of a high-demand display: it immediately creates an order to the usual supplier, records the courier and tracking as soon as the supplier provides them, and can then tell the customer precisely how many days it will take for the part to be available to finish the repair.
A technician needs to quote a part that has not been ordered in months: they check the last purchase price recorded on the last order received from that supplier, and use it as the basis to calculate a correct margin instead of guessing or contacting the supplier for a new price list.
A repair shop receives a package with ten refurbished smartphones with serial tracking enabled: on receiving the order, staff enter the ten matching serial numbers, so each unit is correctly identified and individually available in stock right away.
Tips and best practices
Always record the supplier's document number and date when available: it avoids duplicate orders for the same document and makes reconciling with the purchase invoice easier later. Enter courier and tracking as soon as you receive them from the supplier, so anyone in the shop can check delivery status without having to write to the supplier. Before confirming receipt, check that the quantities and prices on the order truly match what physically arrived, because after confirmation the order can no longer be edited.
Common mistakes to avoid
Do not confirm receipt of an order before the goods have physically arrived at the shop: stock would increase for products not yet actually available, leading to sales or repair uses that cannot be fulfilled. Do not forget to enter serial numbers for products with tracking enabled when receiving: without that step the operation cannot be completed. Avoid leaving draft orders forgotten for months: they make it hard to tell what is actually on its way versus what still needs reordering.
Frequently asked questions
Can I order products from several suppliers at once? Each order is linked to a single supplier; for different suppliers you create separate orders.
Does stock update as soon as I send the order to the supplier? No, stock only increases once you confirm actual receipt of the goods, not on simply sending or creating the order.
Can I see an order's status before the goods arrive? Yes, the order stays trackable from draft status through to receipt, with courier and tracking number if recorded.
Can I edit an order after confirming it as received? No, a received order can no longer be edited, to guarantee that the loaded stock exactly matches what was declared.
How do I know how much I last paid a supplier for a part? Every product shows the last purchase price recorded on the last order received from that supplier.
What happens if the ordered product has serial tracking enabled? On receipt you must enter the serial number of every unit: the system checks they exactly match the ordered quantity.
