Enhanced Workflow for Adding Parts and Materials in WebWorkshop

We’ve introduced an improved workflow to make adding parts or materials to a job in WebWorkshop faster and easier.

Previously

If a part or material number didn’t exist in WebWorkshop or ORION, you had to exit the job screen, create the part or workshop order separately, then return and re-enter the details — causing frustration, time loss, and duplicate effort.

What’s New

Now, if a part or material isn’t found, you’ll be prompted to create a Part/Material Order directly from the job screen, eliminating extra steps.

Other Improvements

• Transfer parts or materials between jobs
• Move Workshop Order items directly into stock without returning them
• Receive Workshop Order materials straight into the stock listing
  
  

These enhancements streamline job management, reduce manual steps, and save time while improving accuracy.

Post Part to Job Enhanced Process

This process has been implemented in WIP Job for Material and Parts

• You still have options to select from Parts Order and Workshop Order. 
• We’ve added an "Order Part" button under Materials (and Parts), allowing you to seamlessly navigate to the order process without leaving the current page. 
• Select the part you wish to order, then click "Order Parts." This will navigate you directly to the Workshop Order (Parts Order) page. From this point onwards, the process will follow the standard BAU (Business As Usual) procedure. 
• When searching for a part number in Materials (or Parts), if no results are found, the system will offer an option to order the part directly. 
• When clicking Order parts then it would navigate to Workshop Order (or Part Order) page 
• Once you select a supplier, the system will automatically pre-fill the "Part Number" section in the Workshop Order (or Parts Order) page with the relevant search results. From this point onwards, the process will follow the standard procedure 

Option to order part or allow negative stock on-hand

• If the on-hand stock quantity is lower than the quantity the user is adding to the job, the system will notify you that there is insufficient (Not enough on hand) stock when attempting to add the part to the job. 
• When sufficient stock is available, the system will allow the user to add the part to the job without any notifications or restrictions. 
• When stock is not enough, the system will notify the user that there is Not enough on hand [#] available to fulfill the requested quantity when adding the part to the job. 
• Select "Save" to proceed, which will update the stock on-hand to a negative value if the quantity added to the job exceeds the available stock. 
• Select "Order," and it will create a Workshop Order with the quantity that was entered from previous page. 

Post Job Kit to Job Enhanced process

• When you add a Job Template (Job Kit) and the on-hand stock is lower than the required quantity, the system will suggest "Order" as the source for the missing parts. You can still choose to change the source to "Stock," which will allow the stock on-hand to go negative. 

Transfer Part to another Job

This guide walks you through the steps to transfer a part or material from one job to another within WebWorkshop.

Steps to Transfer:

• Select the Part/Material or Order 

• Navigate to the relevant job and locate the part or material you wish to transfer.
•  Once selected, two options will appear in the bottom-left corner of the screen:
  • Return & Transfer
• Click 'Transfer', this will open a pop-up window displaying a list of available job numbers: 
• Choose the Job Number you want to transfer the part/material to. 
• Use the search bar if needed to quickly locate the desired job.
• Confirm the Transfer: 

A confirmation pop-up message will appear:
“Are you sure you want to transfer this part/material to Job [XXXX]?”

• Click Yes to proceed.
• The part/material will be removed from the current job and assigned to the selected job.

Important Notes:

• Not only parts/materials but also Labour can be transferred as well.
• Once transferred, the part/material will appear under the material list of the destination job.

Return Workshop Order received order to stock

This function is used when a part ordered for a job is no longer required, but you choose to keep it in stock rather than return it to the supplier.

Steps to Return an Order to Stock:

• Receive the Material Order to the Job
  • Go to the relevant job and locate the Material Order.
  • Click Receive to confirm that the part has been delivered and is now associated with the job.
     
• Reopen the Material Order
  • Once received, click on the same Material Order to reopen it. 
  • You will now see a Return button available.
  • Click 'Return'
• Select Return Destination
  • A prompt will appear asking where to return the part:
    • Return to Stock
    • Return to Supplier
  • Choose Return to Stock to move the part into your stock listing.

Result

• The part is removed from the job.
• It is now available in your Stock Listing for future use.

Important Notes:

• Only received Material (NOT PARTS) can be returned to stock.
• This action is logged for traceability and stock reconciliation.
• Make sure to confirm the return destination carefully, as this cannot be undone.

Receive Workshop Order and add them to the stock listing (TBC)

While adding a material to a job, a technician discovers that the required material is not listed in the system. However, the technician knows that this material will be used frequently in the future.

This guide explains how to add a procured part to the material list directly from a Workshop Order.

Adding from the Part Number Field

• When receiving a Workshop Order (or from Material search) for a procured part: 
  • Before receiving the material part, you can choose to add it to the stock listing.
  • Click the ➕ Plus Icon next to the Part Number to add the part to the Material section of the Workshop Order.
  • This will automatically carry over the Part Number, Description, Retail Price, Average Cost and Supplier details. 

Adding via the Workshop Order Page

You can also add procured parts directly using the shortcut: 

• Navigate to the top right corner of the Workshop Order page.
• Click the ➕ Add to Material icon.

This provides a quick-access method to include procured parts into the order’s material list.

By using either method, you can streamline your workflow and reduce double-handling when adding procured parts to Workshop Orders.