This article covers the reports Blackpurl recommends for Parts Managers to run on a regular basis. At minimum, these reports should be run weekly — discuss the right cadence with your Parts Manager. Your Parts Workspace also surfaces key metrics at a glance, so if you monitor those closely, you may not need to pull every full report each time.
Getting Started
All reports listed here can be accessed from the Blackpurl header by navigating to Reporting > Reports - Common Search. Each report comes pre-configured with default parameters and columns, but you can adjust these to suit your dealership's needs.
For guidance on totals, changing columns, adjusting parameters, exporting results, saving custom reports, scheduling, and favourites, see Reporting Tips and Tricks.
Parts Needed
The Parts Needed report shows which parts must be ordered to fulfil Special Orders. The person who places Vendor Orders (VOs) for your dealership should run this report daily.
Lists parts required to meet Special Orders, including Vendor, quantity, customer, Customer Order number, and created date
Use it to decide whether any Vendor Orders need to be placed
For full details, see Parts Needed Report.
Parts Valuation
The Parts Valuation report gives you a snapshot of the current value of your parts inventory. Run it at least once a month — at close of business on the last day of the month, or before opening on the first day of the new month — and export the file for your records.
This report reflects inventory value at the exact time it is run — it cannot be backdated. For example, you cannot use it to find the Parts Valuation as of 1 January 2022.
For full details, see Part Inventory Valuation Report.
Part Movement
The Part Movement report shows changes in part inventory levels for a specific month or date range. Run it as needed — some vendors and suppliers may also request this data for their own records.
For full details, see Part Movement Report.
Part Inventory Aging
The Part Inventory Aging report lists all stock-on-hand parts with aging columns broken down by 30 days, 180 days, 365 days, and over 365 days. Both quantity and cost value are shown in each aging column.
Use this report to identify slow-moving stock and decide what action to take
Parameters and columns can be adjusted to focus on a specific time frame
For full details, see Part Inventory Aging Report.
Special Order Summary
The Special Order Summary report lists all Special Order Customer Orders along with their current status — All in Stock, Need to Order, or Order Submitted.
Use it to identify which Customer Orders are ready to be closed out and which still need action
For full details, see Special Order Summary Report.
All Vendor Orders
The All Vendor Orders report lists all open Vendor Orders — meaning orders that have not yet been finalised or submitted to the vendor. Review this report regularly and clean up any open VOs by deleting or finalising them.
For guidance on closing out Vendor Orders, see Close Out a Vendor Order.
Unreceived VO Items
The Unreceived VO Items report lists all Vendor Order line items that have not yet been received. Use it to follow up with vendors on outstanding parts and get estimated arrival dates.
For full details, see Run the Unreceived VO Items Report.
Active Receivings
The Active Receivings report lists any Vendor Receivings that are currently in progress. Review these regularly and either finalise or delete them as appropriate.
For full details, see Active Receivings Report.
The Bottom Line
Make sure parts are ordered, received, dispatched, and billed to customers in a timely manner. Running these reports regularly keeps your parts operation moving and prevents backlogs from building up.