Parts ordering and supplier workflow

When an engineer attends site and identifies that parts or materials are needed to complete a repair, a parts request can be raised against the work order. This allows the job to be tracked while the parts are sourced, approved where required, ordered, received and used to complete the work.

1. Engineer identifies parts required: During the site visit, the engineer confirms that the job cannot be completed without specific parts, materials or supplier support.
2. Parts request raised: The engineer or contractor admin records the parts requirement against the work order, including what is needed, quantities, supplier details and supporting notes or photos where useful.
3. Client review or approval: Depending on the client setup, the request may need to be reviewed or approved before the contractor orders the parts.
4. Supplier sourcing and ordering: Once approved, the contractor sources and orders the parts from the relevant supplier. Some clients may have preferred suppliers or agreed processes that must be followed.
5. Work order placed on hold: The work order may move into a holding status, such as awaiting parts, while the materials are being sourced or delivered.
6. Parts received: Once the parts arrive, the contractor updates the work order to confirm the parts have been received and that the job is ready to progress.
7. Return visit scheduled: The contractor admin schedules the engineer to return to site with the required parts and complete the outstanding work.
8. Job completion: The engineer attends site, checks in through the Engineer App, completes the repair, adds completion notes and evidence, and checks out as normal.

Tip: Keep the work order updated with the parts status, expected delivery dates, supplier updates and any changes to the return visit. This gives the client visibility and helps avoid unnecessary follow-up.