Manage parts orders

Parts orders cover supplier purchases, customer part sales, and parts that belong to a repair already in the workshop. The same order model handles all three cases: one order header plus one or more line items.

What a parts order is

• Customer is optional, but useful when the order belongs to a specific person or device owner.
• Supplier is optional and now comes from a preset picker instead of an unrestricted free-text workflow.
• Each order can contain unlimited line items, and every item stores quantity, unit cost, and line total.
• The order may also carry an internal repair link when it was created from a repair detail screen.
• Status, dates, notes, deposit summary, and payment history are stored on the same order record.

Creating an order

1. 1
   Open Orders → + or use the dashboard quick add

   You can also start from a repair detail with Add Part when the order belongs to that repair.
2. 2
   Pick or create a customer

   The customer picker supports search, recent customers, and quick-add from the same sheet.
3. 3
   Choose the supplier and status

   Supplier comes from the supplier preset sheet, and status uses a dedicated status picker sheet.
4. 4
   Add one or more items

   Each line stores item name, quantity, and unit price. Totals update live while you edit.
5. 5
   Set dates and an optional draft deposit

   Create mode supports a deposit sheet so you can record an up-front payment before saving.
6. 6
   Save

   RepairNode stores the order, its line items, and any initial deposit/payment ledger entry together.

Suppliers, item presets, and payment methods

• Suppliers live under Settings → Shop Management → Catalogs & Payments → Suppliers. The order form uses those presets in a selection sheet.
• Order item presets live under Settings → Shop Management → Workflow → Order Items. Use them to insert common parts faster.
• Payment methods live under Settings → Shop Management → Catalogs & Payments → Payment Methods. Order payment sheets use the same configurable method list as repair payments.

Order statuses

• Pending — created but not placed yet.
• Ordered — confirmed with the supplier.
• Received — the parts arrived and are ready to install or hand over.
• Delivered — the order reached the customer; delivered_date feeds delivered-order revenue analytics.
• Cancelled — terminal state for orders that will not continue.

Payments and balance tracking

Orders now use the same ledger-backed payment model as repairs. The legacy deposit field still exists as a summary, but every real payment or refund is recorded as an append-only transaction.

• The detail screen shows Cost / Deposit / Balance plus payment history under the cost card.
• You can add a payment, refund, pay the remaining balance, or mark the order paid from the payment section.
• Payment method labels come from the configurable payment-method preset list, not from a hardcoded set.
• Older imported orders that had only a deposit summary still show an opening-balance banner until new ledger rows are added.

The order detail screen

• Custom header and status timeline with a main Update Status action.
• Customer card with call, message, and email shortcuts.
• Supplier card when a supplier is saved on the order.
• Items card with line breakdowns, totals, and tax-aware summary.
• Payment history and append-only order activity timeline.
• Notes card for internal staff notes only.

Documents and customer communication

• Digital receipts are configured under Settings → Shop Management → Customer Communication → Order Digital Receipts and can be sent by SMS, WhatsApp, or email.
• A4 invoice and receipt documents are Pro-gated order document actions. Their terms, footer, and prefixes live under Settings → Shop Management → Printing & Documents → Order Documents.
• Public tracking and tracking messages are also Pro features and live under the Customer Communication section of Shop Management.