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Parts Invoicing

Fast, accurate billing. Issue customer invoices for parts only—no service work order required when you run a separate Parts department.

Opening Parts Invoices

Under the Parts section you can issue customer invoices for parts only. The invoice does not need to be part of a Service Work Order. From the left menu under Parts & Services, click Parts Invoices to open the Select Parts Invoice to change page.

To correct an existing invoice, open the invoice ID, make changes, and always Save your work, then print a new copy if needed.

Creating a new parts invoice

Click ADD PARTS INVOICE (top right). On the Add Parts Invoice form:

  1. Choose your dealership location
  2. Choose an existing customer, or add a new customer (green plus sign)
  3. Enter an invoice date and click Save

This creates an invoice record so you can add the part(s) the customer wants. You can also leave an invoice open and add parts over the day, week, or month as needed.

Adding part line items

Confirm the correct customer, set the invoice date (e.g. Today), then use the Part Items section:

  1. Click Add another Part item
  2. Select the part from inventory (or type a description to search, e.g. “battery case”)
  3. Choose price type: Retail, Wholesale, Case Lot, Case Lot Wholesale—or manual entry
  4. For manual pricing, enter the price; otherwise the system fills price from inventory
  5. Enter quantity purchased
  6. Use the × icon to delete a mistaken line
  7. Repeat for every part on the invoice
  8. Click Save to calculate line totals and taxes
  9. Double-check all items are recorded
  10. Click Adjust Inventory to update stock quantities
  11. Enter due date and amount paid, then Save
  12. Open Forms, choose your dealership Parts invoice form, and click Get Filled Form for a PDF
  13. Print according to your PDF workflow
Save vs Save and Return Always click Save to stay on the current form. Save and Return takes you to the previous page.

Customer refunds

For refunds, return goods to stock in a purchase-order style workflow. Options include:

  • One shared customer used for all refunds
  • Treating each customer as a vendor for credit details
  • Issuing a Credit Note manually, then adjusting or canceling the original invoice and noting changes under Comments

Your bookkeeper or accountant may prefer a specific approach for tax compliance—confirm with them.

Service Packages → Customers & Vehicles