Parts Desk

The Parts Desk is a powerful tool that allows parts employees to do most of their work from one easy-to-use screen. It’s designed to make your job faster and easier by putting everything you need in one place.

In this article, you’ll learn about all the helpful features the Parts Desk offers and how it can improve your daily work. This tool is useful for anyone working at the parts counter, whether you’re starting a new task or finishing an existing one.

Table of Contents:

Navigate and Customize your Grid
Create New or Open Existing Parts Desks
Apply Charges and Discounts
Update Price Codes
Report a Lost Sale
Importing to a Repair Order or Invoice
Create a Special Order
Print (Quote, Pick List, and Labels)

 

 

Navigate and Customize your Grid

Navigate to: Parts > Counter > Parts Desk 

On the far right of the Action ribbon, you can utilize the filter option to customize the Parts Desks Log view.

• Active (Default) - This is the default system setting but can be modified in the Customize option (Default Filter field). Active shows all Desks that are neither Expired nor Archived.
• Expired - Desks with an Effective Date that has passed.
• Archived - Desks that have been stored away.
• All - Includes Active, Expired, and Archived desks.

 

 

Customization

You can customize what you view on the screen by selecting the [Customize] button in the Action Ribbon

 

Available Fields

You can choose which columns show in the grid, and the order they appear.

• Customer # – Assigned customer number

• Expired Date – Date the desk expired

• PO # – Purchase Order number

• RO/Invoice Ticket – Associated ticket

• Route – Zone

• Total – Total dollar amount

 

To Add a Column:

• Select a field from Available Fields.

• Click the right arrow ( > ) to move it to Selected Fields / Preset Filters.

To Remove a Column:

• Select a field from Selected Fields / Preset Filters.

• Click the left arrow ( < ) to move it back to Available Fields.

To Change Column Order:

• Click and drag a field in Selected Fields / Preset Filters up or down.

To Set a Default Filter:

• Click the dropdown next to a field in Selected Fields / Preset Filters.

Sort Order:

• You can choose how the data is sorted: Ascending (A–Z or 1–10) or Descending (Z–A or 10–1).

 

RO/Invoice Ticket Column Feature

When the RO/Invoice Ticket column is added to the grid, it shows which tickets each parts desk is linked to.

Here’s what each option means:

• ROs – Shows desks that were added to a Repair Order.

• Invoices – Shows desks added to a Parts Invoice.

• Multiple – Shows desks linked to more than one ticket (ROs or Invoices).

• None – Shows desks not linked to any ticket. This column will be blank.

• Please Choose – Shows all desks (default setting).

If a desk is linked to a ticket, the ticket number will show as a clickable link. Clicking it will open the ticket in a new tab:

 

 

 

If a desk is linked to multiple tickets, you’ll see a paper icon next to the word Multiple
Click the icon to open a pop-up window that lists all related tickets. 

 

 

Tickets are sorted by date (newest first), then by ticket number.

Click the Close button or the X to return to the grid.

 

 

Create New or Open Existing Parts Desk

Create New

Within the Primary Grid:

• Click the [New] button located in the Action Ribbon.

On the Parts Desk screen:

1. Scroll to the bottom of the screen. In the Customer Number field, enter the customer's number. Alternatively, you can type the customer's name in the Customer Name field or click the magnifying glass icon to search.
   
   
   
   
   

2. Enter the part number in the first Part Number field and click [TAB].
   
   
   
   

3. Click the [Save] button in the Action Ribbon to save the entry.

4. A running total is reflected in the top right header of the desk.
   
   
   
   

Open Existing

Hover over Parts Invoice, Special Orders, or Parts Orders, then select [Open Existing].

• If you are in a Parts Desk where a customer is already defined, selecting [Open Existing] will open a browse window showing only that customer’s orders. Orders from other customers will be filtered out.

  
  
  

• If no customer is defined in the Parts Desk, selecting [Open Existing] will open the browse window with all customers' orders, providing a quick way to search and select any existing tickets or special orders.
  
  

Create a Kit

Within the Parts Desk screen:

1. Click the  button in the Action Ribbon. 
   
   
2.  Add a description of your Kit. 
   
   
   
   
3. Input two or more part numbers to be included in the Parts Kit.
   
   
   
   
4. Input Kit Number in the Kit # field and [Tab] to save.
   
   
   
   
5. Input an expiration date in the to field. An effective date is not required. However, an expiration date is required. If you do not have a specific date in mind, set the expiration to a date far into the future.
   
   
   
   
   
   

 

 

Charges and Discounts

Add a Discount

On the Parts Desk screen:

1. Click the Discounts hyperlink located in the Desk header to open the Fees window.
   
   

2. In the Code dropdown menu, select the appropriate discount to apply.
   
   

3. Click [OK] to confirm your selection.

4. Click [Save] in the Action Ribbon to apply and save the changes.

    

Add a Charge

On the Parts Desk screen:

1. Click the Charges hyperlink in the Desk header to open the Fees window.
   
   

2. From the Code dropdown menu, select the charge you want to apply.
   
   

3. Click [OK] to confirm your selection.

4. Click [Save] in the Action Ribbon to apply and save the changes.

 

 

Modifying Price Codes

Modifying the Price Code for the Entire Desk

On the Parts Desk screen:

1. Click inside the Price Code field in the header. With the field highlighted, press the [Delete] key to clear the current entry.
   
   

2. Click the magnifying glass icon to open the Price Code Search window.
   
   

3. In the Price Code Search window, select the appropriate Price Code.

4. When prompted with the "Do you want to reprice all parts?" message, click [Yes].

5. Click [Save] in the Action Ribbon to apply and save the changes.
   
   

Modify a single Part Line

On the Parts Desk screen:

1. In the Part Number grid, click into the Price Code field and update the code as needed:

   • Enter "OC" then hit [TAB] to make the cost field editable.
     
     

   • Enter "OV" then hit [TAB] to make the sales price field editable.
     
     

2. Click [Save] in the Action Ribbon to apply and save the changes.
   
   

 

 

Report a Lost Sale

On the Parts Desk screen:

1. Click in the Actions field next to the relevant part number.
   

2. From the dropdown menu, select Lost Sale.

3. Enter the quantity for the lost sale.

4. Click [Submit] to record the lost sale.
   
   

 

 

Importing Parts to a Repair Order or Invoice

On the Parts Desk screen:

1. Select the checkbox to the left of the part number you want to transfer.
   
   

   • If no checkboxes are selected, all parts on the Desk will be included in the transfer.

2. Hover your cursor over the desired button in the Action Ribbon to display the available options.
   
   

3. Choose one of the following actions:

   • New Import – to transfer the selected parts to a new order.

   • Import to Existing – to transfer the selected parts to an existing order.
     
     

Back Counter > Import to RO

On the Parts Desk screen:

1. Check the box to the left of the part number you want to transfer.
   
   

2. Hover your cursor over the [Back Counter] button in the Action Ribbon, then select Import to  RO.

3. In the Browse Repair Order grid window, select the appropriate Repair Order.

4. Once selected, the Repair Order number appears in the lower-right corner of the Parts Desk screen, regardless of how many parts are being transferred.

On the Back Counter screen:

1. Assign an Operation to each part number in the Part Number grid.
2. Use the Operation "blast" function in the Operations grid to apply an operation to multiple parts.
   
3. Complete the process by selecting [Bill to RO] in the Action Ribbon

Parts Invoice > Import to Invoice

1. Check the box to the left of the part number you want to transfer.
   
   
2. Hover your cursor over the [Parts Invoice] button in the Action Ribbon, then select one of
   two options:
   
   New Import - Import to a blank invoice.
   
   Import to Existing - Import to an existing invoice.
   
   
   
   
   
   
3. The parts invoice number is recorded on the desk screen. These tickets appear in the bottom right corner of the Parts Desk screen.

 

 

EPC Import > Import from Electronic Parts Catalog 

On the Parts Desk screen:

Hover over [EPC Import] and select from the dropdown

• EPC Electronic Parts Catalog Import - Imports EPC file to a new Parts Desk
• Import OEC (Original Equipment Connections) - Imports OEC files to an existing Parts Desk

 

Create a Special Order

On the Parts Desk screen:

1. Select the part(s) to be special ordered by checking the box to the left of each relevant part number.
   
   

   • If no checkboxes are selected, all parts on the Parts Desk will be included in the special order.

2. Hover your cursor over the [Special Orders] button in the Action Ribbon, then choose one of the following options:
   

   • Open Existing – to open and add parts to an existing Special Order.

   • New Import – to create a new Special Order and import the selected parts.

   • Import to Existing – to import the selected parts into a previously created Special Order.

   • New Blank – to open a new, blank Special Order for manual entry.

 

 

Print (Quote, Pick List, and Labels)

Select the desk you would like to print from.

On the Parts Desk screen:

Hover over the Print drop-down in the action ribbon and select a Print action.

Hover over the Print icon in the action ribbon and select one of the following print options:

• Quote – Prints a detailed quote showing each item.

• Pick List – Prints a list of all the parts on your desk.

• Print Labels – Prints labels for the parts on your desk.

• Printer Setup – Allows setting printers for labels and Parts Desk. Click the blue "Add new printer" link to add a specific printer for each task