Parts Management
SparkShop gives you full visibility over every part — what's been ordered, from whom, for which job, and when it's expected. No more ordering from memory or chasing parts on the phone.
The Parts Catalogue
Parts are stored in the catalogue under Parts in the navigation. Each part record includes:
- Part Number — OEM or aftermarket reference
- Name & Brand — description and manufacturer
- Cost Price / Sell Price — both stored ex VAT
- Stock Quantity — current on-hand stock
- Reorder Level — when stock falls to this level, a low-stock alert appears
- Preferred Supplier — the default supplier for this part
Low Stock Alert
Parts with stock at or below the reorder level display a red badge on the parts list. Check this regularly to avoid being caught short.
Linking Parts to a Job Card
Parts are added to a job card via the Parts tab on the job card edit page.
For each part line you can record:
| Field | Purpose |
|---|---|
| Part | Select from the catalogue |
| Quantity | How many are needed |
| Unit Price | Price at time of allocation (ex VAT) |
| Status | Current state of this part line |
| Supplier | Who the part is being ordered from |
| Order Reference | Supplier invoice or order number |
| Expected Arrival | ETA from supplier |
| Notes | Any additional context |
Part Line Statuses
Each part on a job card has its own independent status:
| Status | Meaning |
|---|---|
| Required | Part identified, not yet ordered |
| Ordered | Order placed with supplier |
| Received | Part arrived at the workshop |
| Allocated | Part assigned to this job and ready to fit |
| Returned | Part returned to supplier |
Parts Blocking Logic
Services marked as Requires Parts in the service catalogue are automatically blocked until all linked parts reach Received or Allocated status. This prevents technicians from starting work before the parts are on hand.
Suppliers
Supplier records are managed under Suppliers in the navigation. Each supplier record stores:
- Trading name and contact person
- Phone, WhatsApp, and email
- Notes (specialities, trading terms, preferred parts)
Each part line on a job card can reference a specific supplier and an order reference number, giving you a full audit trail of who supplied what and when.
Dashboard — Parts Awaited Widget
The dashboard includes a Parts Awaited widget that lists every job card currently blocked on outstanding parts, along with the expected arrival dates. Use this every morning to identify which jobs are ready to move forward.