Using Parts on Incidents

When repairing devices, you can track which parts were used directly on the incident record. Parts are automatically deducted from inventory and can be invoiced to clients.

For detailed information about working with incidents, see Incident Profile.

Permission Required

To add or return parts on incidents, you need the Use Parts on Incidents permission assigned to your administrator role.

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Quick Overview

The Parts Used section on each incident allows you to:

• Add parts - Select parts from available inventory
• Track usage - See who used what, when, and from which location
• Return parts - Restore inventory if a part wasn't needed
• Generate invoices - Bill for parts used in repairs
• Add to existing invoices - Append parts to an unpaid invoice
• Remove from invoices - Remove parts from an invoice if needed

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Adding Parts to an Incident

1. Open an incident from Incidents > View Incidents
2. Scroll to the Parts Used section
3. Click Add Part
4. Select the Part from the dropdown
5. Select the Location (shows available quantity)
6. Enter the Quantity to use
7. Optionally add Notes
8. Click Add Part

The system automatically:

• Deducts the quantity from inventory at that location
• Records who used the part and when
• Calculates totals for billable parts

Site Accessibility

Only locations accessible to the incident's school appear by default. Check Show All Locations to see inventory at other locations.

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Returning Parts

If a part wasn't actually used:

1. Find the part in the Parts Used section
2. Click Return
3. Confirm the return

The system restores the quantity to the original location and marks the part as returned.

Invoice Restriction

Parts that have been invoiced cannot be returned. You must first remove the part from the invoice before returning it to inventory. See Removing Parts from Invoices below.

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Generating Invoices

Parts linked to a Sale Item can be invoiced to the client associated with the device.

Generate Invoice Button

The Generate Invoice button intelligently reflects the current state:

Button State	Meaning
Enabled (blue)	There are unbilled parts ready to invoice
Disabled (grey)	No parts to invoice, or device has no client assigned

Hover over a disabled button to see a tooltip explaining why it's disabled:

• "No unbilled parts available to invoice" - All parts are either already invoiced or returned
• "Device must have a client assigned to generate an invoice" - The device needs a client before you can create an invoice

Creating a New Invoice

1. Click Generate Invoice in the Parts Used section
2. Confirm the action in the popup
3. The system creates an invoice with line items for each billable part
4. You'll be redirected to the new invoice

Only non-returned parts with a linked Sale Item are included. The price comes from the Sale Item at the time of invoicing.

Adding to an Existing Invoice

If there's already an unpaid invoice for this incident that hasn't been emailed to the client, you'll be given a choice:

1. Click Generate Invoice
2. A popup appears showing the existing invoice details:
   • Invoice number
   • Current total
   • Number of items
3. Choose one of three options:
   • Add to Existing Invoice - Appends the new parts to the existing invoice
   • Create New Invoice - Creates a separate invoice for the new parts
   • Cancel - Close without action

When Can You Add to Existing?

The "Add to Existing Invoice" option only appears when:

• An unpaid invoice already exists for this incident
• The invoice has not been emailed to the client yet

Once an invoice has been emailed, you'll need to create a new invoice for additional parts.

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Removing Parts from Invoices

If you need to remove a part from an invoice (for example, to return it to inventory):

1. Find the part in the Parts Used section (status will show "Invoiced")
2. Click Remove from Invoice
3. Confirm the removal

Invoice Status Requirement

You can only remove parts from invoices that are still in Unpaid status. Once an invoice has been sent (status changed to First, Second, Final, etc.), parts cannot be removed.

Removing the Last Item

If the part you're removing is the only item on the invoice, you'll see a special warning:

Cancel Invoice?

This is the only item on Invoice #123.

Removing this part will cancel the invoice since it will have no items remaining.

Confirming this action will:

1. Remove the part from the invoice
2. Automatically cancel the invoice
3. Allow you to return the part to inventory or re-invoice it later

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Understanding the Parts Display

The Parts Used section shows:

Column	What It Shows
Part	Part name and SKU
Location	Where the part came from
Quantity	How many were used
Unit Price	Sale price (or "-" if not billable)
Total	Quantity x Unit Price
Status	Used, Returned, or Invoiced
Used By	Administrator who added the part
Action	Available actions based on status

Status Badges

Status	Meaning
Used	Part is on the incident, not yet invoiced
Invoiced	Part has been added to an invoice
Returned	Part was returned to inventory

Available Actions by Status

Status	Available Actions
Used	Return (restore to inventory)
Invoiced (Unpaid invoice)	Remove from Invoice
Invoiced (Sent invoice)	No actions available
Returned	No actions available

Non-billable parts (without a linked Sale Item) show "-" for price columns and cannot be invoiced but are still tracked for inventory purposes.

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Summary Totals

The Parts Used table footer shows:

• Total Quantity - Sum of all non-returned parts
• Total Value - Sum of all billable part values
• Unbilled Amount - Value of parts not yet invoiced (shown in blue when > $0)

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Workflow Examples

Standard Repair Workflow

1. Add parts as you use them during the repair
2. Complete the repair
3. Click Generate Invoice to bill the client
4. Invoice is created and can be sent to the client

Repair with Unused Part

1. Add parts during diagnosis
2. Determine one part wasn't needed
3. Click Return on the unused part
4. Inventory is restored
5. Generate invoice for remaining parts

Adding Parts After Initial Invoice

1. Complete repair and generate invoice
2. Discover additional parts were needed
3. Add the new parts to the incident
4. Click Generate Invoice
5. Choose Add to Existing Invoice (if invoice not sent) or Create New Invoice

Removing Incorrectly Invoiced Part

1. Notice a part was incorrectly added to an invoice
2. Ensure invoice status is still "Unpaid"
3. Click Remove from Invoice on the part
4. Part can now be returned to inventory
5. If needed, re-add to a different invoice

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Next Steps

• Incident Profile - Complete guide to incident management
• Managing Parts - Set up your parts catalog
• Parts Locations - Configure storage locations
• Inventory Adjustments - Manual inventory corrections