Add on required: Stock control
Plan availability: Customer Journey and above
The Parts tab is your central dashboard for managing materials required for a specific job. It tracks the entire lifecycle of a part, from the initial request by a technician through the ordering process, to final installation.
Using this tab ensures that stock numbers and costs are accurately tracked against the job, and that technicians have the physical materials they need to complete the work.
Navigating the parts dashboard
The screen is divided into several sub-tabs, each representing a different stage in the parts workflow.
Dashboard tools
These tools are available across all status lists to help you organize and find data:
Search and Filters: Use the search bar to find specific items by name, or use filters to drill down by Date, Part Category, and Subcategory.
Grouping: Drag a column header (e.g., Status or Supplier) to the top bar to group the list by that attribute. This allows you to quickly see, for example, all parts ordered from a specific supplier. (Note: If a column allows grouping, its header will display a specific group icon).
Customization: Reorder columns and sort by any header to organize the data to your preference.
The "All parts" overview
The All parts tab is the master overview. It lists every single part associated with the job regardless of its current status, providing a complete audit trail.
Source Indicators: Icons next to each part indicate where it was added from (Web, iOS, or Android), helping you identify if a part was requested by the office or a technician on site.
Read-only view: While you can view all items here, actionable workflows (like fulfilling or ordering) must be taken from the specific status tabs (like Requested or Available).
Requesting parts
The Requested tab lists materials that have been identified as necessary for the job but have not yet been sourced. Parts appear in this list from three primary sources:
Technicians: Requested via the mobile app while on site.
Opportunities: If a job is created from a won quote, all selected parts are automatically added here.
Manual entry: Office staff can manually build the materials list using the steps below.
Adding a part manually
Navigate to the Requested tab and click Add new part.
Click the Part name field and search your database to find the item. (Tip: If the item isn't in your database, click Create new part beneath the field to build a new record).
Enter the required Quantity.
Review the auto-filled Unit cost, Markup, and Tax. You can manually adjust these figures for this specific job if required.
Click Save to add the part to the job's requested list.
Adding parts from the catalogue
If you prefer a visual browsing experience or want to select multiple parts across categories at once, you can utilize the parts catalogue.
Navigate to the Requested tab.
Click the dropdown arrow on the Add new part button and select Add parts from catalogue.
The Categories side panel will open. Browse for your items by clicking on the visual category cards, or use the Search bar at the top of the panel to look for specific parts or codes.
If you click into a main category, you can click through any available sub-categories to narrow down your list.
Once you locate the items you need, use the purple + (plus) and - (minus) buttons next to the part to adjust your desired quantity. The basket at the bottom of the panel will dynamically update to display your running cost total and item count.
Click Save to confirm your selections and add all chosen materials to the job.
Fulfilling requested parts
Office staff must review the Requested list to fulfill the requirements, deciding whether to take the part from existing inventory or order it from a supplier.
In the Requested tab, select the checkbox next to the part(s) you want to action. You can select multiple items at once.
Click Fulfill selected parts at the top of the list to open the fulfillment side panel.
The fulfillment side panel
The fulfillment process uses a two-step panel. All selected parts start in the Requires fulfilling list. You must choose a fulfillment method for each item to move it to the Ready to fulfill list.
For each part, choose one of the following methods:
Fulfill from stock: If there is stock available, the locations (e.g., Warehouse, Van) are listed with their current quantity. Select a location and enter the quantity to reserve.
Order remaining from supplier: If the required quantity is not available in stock, select this to instantly draft a Purchase Order (PO) for the item.
Fulfill from general: The parts will be moved directly to "Available" without deducting from any specific tracked stock location.
Leave remaining on request: Defers fulfillment, leaving the item in the "Requested" list for later.
Partial fulfillment
If you need 5 items but only have 2 in your inventory, the system allows you to split the fulfillment. You can fulfill 2 from your Warehouse, and choose "Order remaining from supplier" for the other 3. This splits the record: 2 parts will move to the "Available" stage, and 3 will move to "On order".
Confirming fulfillment
Once you have selected an option for a part, it moves to the Ready to fulfill tab. Review your choices, then click the final Fulfill button to complete the process.
Warning: Options are not saved if you close the side panel before clicking Fulfill).
Managing the parts lifecycle
As parts are fulfilled, ordered, and used, they move through the remaining sub-tabs on the dashboard.
On order
This tab displays parts that have been added to a PO but have not yet arrived.
From here, you can click View to see the PO details, or click Edit to adjust the Sale price only.
Note: To move parts from "On order" to "Available", they must be formally checked in using the parts operational list or the Stockroom mobile app.
Available
With Stock Control enabled, "Available" specifically means the part is Reserved and sitting in a storage location (usually the Office or Warehouse), but it is not yet with the technician.
From here, you can edit both the Cost price and Sale price.
Picked Up
This tab is unique to the stock control workflow. Parts move here automatically once they have been collected from stock (e.g., when a technician confirms collection on their mobile app, or a stock manager scans a picklist).
Installed
This tab lists items that have been physically fitted at the property. Once a part is marked as installed, its cost is officially assigned to the job's final actual profitability calculation.
Manual updates: While technicians typically mark parts as installed via the mobile app, office staff can do this manually by selecting items in the Available or Picked Up tabs and clicking Mark as installed.
Reversing an installation: If a part was marked installed in error, select it in the Installed tab, click Back to available, select the quantity, and confirm.
Canceling, returning, and deleting parts
If plans change, you must manage unwanted parts carefully to keep your stock levels and job costs accurate.
Canceling parts
Canceling acts as a recycle bin for parts that were requested but ultimately not needed. It preserves the audit trail showing the part was considered but rejected.
From Requested or On order: Select the part and click Mark as cancelled. (Note: Canceling an ordered part deletes the PO in Commusoft, but you must still contact your supplier manually to cancel the physical delivery).
From Available: You can only cancel an available part if it was fulfilled from general stock.
Returning parts
The Returned tab tracks items sent back to the supplier or returned to your stock. Use this for parts that were faulty, over-ordered, or unneeded after being reserved.
Action: Select an item in the Available tab and click Mark as returned.
Note: If returning to stock, it will be added to the "Parts not used" operational list for further processing. If returning to a supplier, you must manually arrange the physical return and ensure credit notes are raised.
Deleting parts
Clicking Delete permanently removes the item from the system. Use this only if the part was added in error, as no audit trail will be kept. You will be prompted to type delete into a confirmation box before the action completes.
Read more about the job record and the job tabs.
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