Order Purchases

Video:

How to Order Parts

 

Tutorial: 

 

30 STEPS

1. There are 2 ways to order parts.

Option 1:
Right Click on the part line.

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2. Click Order

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3. Option 2:
Click Order at the bottom of the screen.

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4. The Order Purchases Screen will open in a new tab.
This screen is used to choose the vendor you are ordering from. Your company will source and rank preferred vendors for each part type
Vendors ranked as #1 will auto populate.

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5. In this example, Chrysler of Bearden is our #1 Vendor for Chrysler Parts. So all OEM parts are defaulting to be ordered from this vendor.

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6. You can change a vendor for a part. First, select the part you need to change.

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7. Use the Vendors available on the right side of the screen and Double Click the Vendor to select.
Note: if you do not see any available vendors, check that the part type is not "Parts Other" and that vendors are sourced.

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8. The Vendor will change for that purchase.

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9. For purchases that do not have a single #1 Vendor, you will need to select the vendor for those lines.
Click the Part Line.

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10. Double Click the vendor on the right.
Double Click Keystone - Main

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11. Click the check box for the second A/M part and the same vendor will fill.

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12. You can view the sales codes for purchases in the PT columns.
PA = Aftermarket
PO = OEM
SL = Sublet Labor

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13. You can unselect parts that you do not need to order by clicking the check boxes.
Unselect the Line

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14. Unselect the Line

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15. Once you have chosen all of your vendors for purchases that need ordered, click Save.

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16. Our Send Purchases Screen will open.
This screen is used to email or print Purchase Orders.

NOTE: If you called the vendor, or already ordered these parts a different way, you can exit this screen.

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17. NOTE: A unique PO # is assigned for each vendor's order.
In Nexsyis, the PO#, not the Folder #, is the unique identifier for locating the purchase lines to receive and invoice.

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18. Click the checkboxes to select which Purchase Orders you want to send.
If you need to email this order, check the "Send" box and the "Email" box.

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19. Click the green check mark to email the order.

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20. For this example, we are going to print the Purchase Order.
Click the Print Checkbox

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21. Unselect the Email Check Box

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22. Unselect the Email Check Box

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23. You can set an Expected Delivery Date here for these orders.

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24. You can also add a Note to the Purchase Order.

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25. Click the Green Checkmark to view the Purchase Order.

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26. TIP: The PO# is the primary identifier on the Purchase Order sent to the vendor.

You can print this order or email it using the icons at the bottom of your screen.

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27. Click Close

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28. Click Close

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29. Click Refresh

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30. The parts are now Yellow (Ordered).

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Here's an interactive tutorial

** Best experienced in Full Screen (click the icon in the top right corner before you begin) **

https://www.iorad.com/player/2348200/Ordering-Parts

 

1. Open the Purchases Assistant screen from the Operations tab or from within the Folder

2. Filter to “Not Ordered” (white lines) by checking the box next to Not Ordered

3. Select the line of the part that needs to be ordered and click the Order button

4.  Check the box under the ORD column for the part/parts that you would like to order.

5. If you have only one vendor sourced, or only one vendor with a Rank of "1", it will preselect the vendor in the list. To change the vendor, double-click on any of the vendors from the lists on the right. Set the Expected Delivery Date for each order at the top. 

6. The "Note" column allows you to enter a note that will print on the Purchase Order document:

 

7. Once everything looks correct, click the save button on the button bar

8.  You will now be taken to the screen to send out your order. Purchase orders can be e-mailed or printed. If you are ordering by phone, simply close this screen.

    a. Vendor Contacts (set up under Company Contacts screen) should be set up in advance to be selected on Print /E-mail Purchase Orders screen.

    b. Choose how you would like to send your order, and set the Expected Delivery date for each line (if you did not do so on the prior screen). You can also enter a note in the large text box that will print on the PO, and attach photos and an estimate to an e-mail order. See Photos, Attaching Photos to a Purchase Order for more information.    

    c. Click the green check mark to submit.

 


 

The purchases will now show in the Purchase Assistant as yellow: Ordered (Not Received)

 

 

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