Managing Parts, Suppliers, and Purchase Orders

Guide Overview

This guide is designed to give iiQ administrators and agents with the correct permissions a detailed overview of the following parts related topics:

  • How to manage parts, suppliers, and purchase orders (administrators and select agents only).
  • How to access, filter, and export the part usage report

Not what you were looking for? Perhaps one of these other guides will help:

  • Working with Parts - A guide designed to agents an overview of working with parts,
     suppliers, and purchase orders on tickets

 

Guide Index

You can use the following links below to quickly navigate to a specific section in this document. To quickly return to this index, simply use the Return to Index link located at the end of any section.

  1. Introduction
  2. Managing the Parts List
    1. Single Part Creation
    2. Bulk Parts Upload
    3. Editing or Deleting Parts
  3. Managing Part Suppliers
    1. Adding Suppliers
    2. Editing or Deleting Suppliers
  4. Managing Purchase Orders
    1. Adding Purchase Orders
    2. Editing or Deleting Purchase Orders
  5. Reporting on Parts Usage
    1. Filtering the Part Usage Report
    2. Exporting the Part Usage Report

 

Introduction

You can track your districts usage and spending on parts through the Parts management feature. This allows districts to set up parts and quantities, tie them to specific suppliers and purchase orders, as well as allow techs the ability to document their part usage on tickets. Additionally, you can access reports on part usage throughout the district, giving you oversight on where parts are going, and in what costs and quantities.

The parts management is available to administrators and agents with the correct permissions by selecting Parts on the left navigation bar.

Parts_Options.png 

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Managing the Parts List

You can add parts that your district uses into Incident IQ by selecting Parts > Parts List from the left-side navigation options. This will take you to the Standard Parts List page. From here, you can begin adding new parts in one of two ways: individually or through a bulk parts list import.

Standard_Parts_List.png

Once added into the system, these parts become available for agents districtwide as selections when working tickets.

Parts_in_Tickets.png

The following subsections are designed to give an overview of managing the parts stored in Incident IQ. This includes how to add parts, both in single and bulk amounts, as well as how to edit and delete any existing part in your system.

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 Single Part Creation

To add a single part in Incident IQ, begin by clicking on the New Part button located on the type right to the Standard Parts List page.

Adding_a_New_Part_1.png

At that top of the parts list, you can enter the new part's information. When creating a part, you are only required to enter a part name. However, you can also populate data for the following three fields:

  • Standard Supplier: You can choose from any of your suppliers already stored in the system as your standard supplier for this part. For information on how to add a supplier into Incident IQ feel free to consult the Adding Suppliers section.
  • Standard Cost: Setting a standard cost for a part will automatically populate this field on a ticket when this part is selected by an agent.
  • Quantity: Any value entered into this field will automatically decrease as quantities of this part are added to tickets.

When finished setting up your part remember to click Save

Adding_a_New_Part_2.png

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 Bulk Parts Upload

If you have a spreadsheet of multiple parts, you can use a bulk upload instead of entering them one at a time. To do so, click on More > Import Parts located on the type right to the Standard Parts List page.

Bulk_Parts_Upload_1.png

This will open step one of the Parts Importer page. From here, you can upload an excel file of all the parts you would like to enter in the system. Alternatively, if you don't have a list and are unsure of what data you will need, you can download the Part-Import-Template to fill out and upload. Once you have your file attached, click on Upload and Continue.

Bulk_Parts_Upload_2.png

In step two, you will need to configure your import. All this is asking is to select which column of data is to be used for the field in question. If the column name matches the field name in the system (i.e. Part Name), these will automatically match with one another. Once specified, you will see a sample of data from that column beneath your choice. When you have completed your configuration, click Continue.

Import_Parts_2.png

Step three will ask you to select your standard supplier for the parts. If your supplier name matches with one already in the system, this will automatically populate. However, if there is no immediate match, you can manually select one a supplier or skip this mapping entirely (the supplier for this part will display as Unassigned). When you have completed your supplier selections, click Continue.

Import_Parts_3.png

Step four allows you to review your upload by providing sample data for each field. Once you are sure of your selection, click on Begin Import.

Import_Parts_4.png

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 Editing or Deleting Parts

You can edit or delete a part by selecting either of these options in the right-hand column of the part in question.

Edit_or_Delete_Parts.png

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Managing Part Suppliers

You can manage your common district suppliers in Incident IQ by selecting Parts > Suppliers from the left-side navigation options. This will take you to the Part Suppliers page.

Part_Suppliers_Page.png

Once added into the system, these suppliers become available for agents districtwide as selections when working tickets.

Suppliers_in_Tickets.png

The following subsections are designed to give an overview of managing the part suppliers stored in Incident IQ. This includes how to add suppliers as well as how to edit and delete any existing supplier in your system.

[Return to Index]

 

 Adding Suppliers

To add a supplier, begin by selecting New Supplier near the top-righthand side of the Part Suppliers page.

Adding_a_Supplier_1.png

At that top of the supplier list, you can enter the new supplier's information. When creating a supplier, you are only required to enter a supplier name. Address information is optional. When finished setting up your supplier, click Save.

Adding_a_Supplier_2.png

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 Editing or Deleting Suppliers

You can edit or delete a supplier by selecting either of these options in the right-hand column of the supplier in question.

Edit_or_Delete_Suppliers.png

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Managing Purchase Orders

You can add purchase orders for parts and other usable items into Incident IQ by selecting Parts > Purchase Orders from the left-side navigation options. This will take you to the Purchase Orders page.

Purchase_Orders_Page.png

Once added into the system, these suppliers become available for agents districtwide as selections when working tickets.

Purchase_Orders_in_Tickets.png

The following subsections are designed to give an overview of managing purchase orders stored in Incident IQ. This includes how to add purchase orders as well as how to edit and delete any existing purchase orders in your system.

[Return to Index]

 

 Adding Purchase Orders

To add a purchase order, begin by selecting New Purchase Order near the top-righthand side of the Purchase Orders page.

Adding_a_Purchase_Order_1.png

At the top of the supplier list, you can enter the new supplier's information. When creating a purchase order, you are only required to enter a purchase order number.

Checking Is Approved will make this PO available for agents as a selection when adding parts onto tickets. Likewise, unchecking this box will remove their ability to choose this option. If you need to disable a PO at any time, simply check Is Closed. And although not necessary, you can also document the budget for this particular PO if available.

Adding_a_Purchase_Order_2.png

When a PO has a budget, all tickets that have a part associated with this purchase order will be noted in the Charges column automatically. This includes the total cost associated across all tickets, as well as the total number of tickets tied to this purchase order.

Purchase_Order_Decrementing.png

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 Editing or Deleting Purchase Orders

You can edit or delete a purchase order by selecting either of these options in the right-hand column of the supplier in question.

Edit_or_Delete_Purchase_Orders.png

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Reporting on Parts Usage

You can access your districts parts usage report by selecting Parts > Part Usage from the left-side navigation options. This will take you to the Part Usage page. From here you can see every part used throughout the district, as well as the ticket it was attached to.

Parts_Usage_Page.png

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 Filtering the Part Usage Report

Like all views, you can further refine the tickets you are viewing in the parts usage view by setting one or multiple filters. To begin using a filter, select the Filter icon in the top right of the page.

Filtering_Parts_Usage_1.png

You'll now see the filter criteria bar above the listed tickets. From here you can use the drop-down menus to select the type of field and specific criteria to include in your filtered view. Simply input the search criteria you wish to filter by and click on the Plus icon.

Filtering_Parts_Usage_2.png

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 Exporting a Part Usage Report

You can export the parts usage report to an Excel document by clicking on Export Icon > Export to Excel near the top right of the Parts Usage page.

Exporting_Parts.png

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