Parts and stock

When a repair needs components, you can buy them in or issue from shop stock. Both paths link back to the job so managers see parts status on the floor and in reports.

Before you start

Job Settings defines your Parts Warehouse — stock issues draw from that warehouse. The same items you sell online (when you use D4 Connect) can be issued to jobs if they exist in ERPNext stock.

Two paths to parts on a job

Path	When to use	What staff do	ERP documents
Purchase	Part not in stock or special order	Request Parts → material request → purchase order → goods receipt	Material Request (Purchase), Purchase Order, Purchase Receipt
Stock issue	Part on the shelf in parts warehouse	Request Parts → stock entry (material issue) from parts warehouse	Stock Entry (Material Issue)

Request Parts

Request Parts is a workflow action — it moves the job to Awaiting Parts. It does not by itself create purchase documents; technicians or managers create the linked ERP documents next.

Typical bench flow:

1. Technician clicks Request Parts on the job.
2. From the job, create Material Request (type Purchase) or Stock Entry (Material Issue).
3. Ensure the job field on that document points to this job (usually pre-filled when created from the Job form).
4. Submit the material request, purchase order, receipt, or stock entry as your process requires.

Purchase path (order in)

1. Material Request — type Purchase, linked to job → submit.
2. Buying team raises Purchase Order from the request (job can flow through to PO).
3. When goods arrive, submit Purchase Receipt linked to the job.

Milestones on the job timeline update automatically: Parts Requested → Parts Ordered → Parts Received (from document hooks).

Stock issue path (from shelf)

1. Create Stock Entry with type Material Issue.
2. Source warehouse = your parts warehouse (from Job Settings).
3. Link job and submit.

Timeline logs Parts Issued to Job. When the job is Awaiting Parts, submitting the stock entry also auto-advances the job back to Repair In Progress (see below).

Awaiting Parts and auto-advance

While status is Awaiting Parts, submitting either:

• a linked Purchase Receipt, or
• a linked Stock Entry (Material Issue)

can automatically run Parts Received and return the job to Repair In Progress — without anyone clicking Parts Received.

Situation	What happens
Purchase receipt submitted, job awaiting parts	Auto Parts Received
Material issue submitted, job awaiting parts	Auto Parts Received
Job not in Awaiting Parts	Milestone may still log; status unchanged
Auto-advance disabled or failed	Manager uses Parts Received manually

Parts Received By in Job Settings controls which role sees the manual Parts Received button (Job Manager or Job Technician). Auto-advance works regardless — useful when goods arrive after hours.

Daily visibility

Report	Use
Jobs Awaiting Parts	All jobs blocked on stock or purchase
Parts Usage by Job	What was consumed per job (manager review)
Open Jobs	Includes status column for quick floor scan

Tips for front desk and bench

• Always link the job field on material requests, purchase orders, receipts, and stock entries — otherwise auto-advance and reports miss the connection.
• If you issue from stock, confirm quantity in the parts warehouse before promising the customer a completion date.
• Partial deliveries: first receipt may auto-advance the job; coordinate with the technician if more parts are still on order.

Upstream reference

Material Requesthttps://docs.frappe.io/erpnext/user/manual/en/stock/material-requestStock Entryhttps://docs.frappe.io/erpnext/user/manual/en/stock/stock-entry

Next steps

• Repair workflow — where parts fit in the full path
• Reports — awaiting parts and usage reports
• D4 Connect relationship — shared items with your online shop
• Troubleshooting — job stuck in Awaiting Parts