This article covers how to set up Blackpurl for a dealership operating across two sites, so you can track and transfer parts inventory between locations. Before proceeding, discuss this option with your Activation Specialist to confirm this process is the right fit for your dealership.
Setup
Before using multi-site stock tracking, you need to complete the following setup steps:
Create new categories for parts, units, fees, adjustments, internal transactions, and any other sale types you need to track separately for the second site. See How Do Categories Work in Blackpurl for guidance.
Create new General Ledger (GL) accounts in your accounting package for the new categories, then resync your chart of accounts from the Accounting Integration tab (Step 2 – Chart of Accounts). See Chart of Accounts — QuickBooks Accounting Integration (Video 3 of 9) for guidance.
Review and prepare your part numbers using one of the two options described below.
Options for Managing Part Numbers Across Sites
Once setup is complete, there are two approaches for managing part numbers across your two sites. Choose the option that best suits your dealership's workflow.
Option 1: Suffix-Based Part Numbers
Site 1 continues using the original parts file without changes. Site 2 uses a modified version of the same part numbers with a site-specific suffix added.
Run a Parts Inventory Valuation report per vendor for Site 2, add a suffix to the part numbers, and upload these as price files for the relevant vendors.
If automated price files exist for a vendor, run the original price file first for the unsuffixed part numbers, then run a Parts Valuation report, apply the suffix, and manually load the price file to that vendor for the suffixed parts.
When searching for a part, both the suffixed and unsuffixed versions appear in results, making it clear which version belongs to which site.
You can set locations, minimums, maximums, and independent ordering and receiving for each site using the part numbers.
Option 2: Separate Vendor Names for the Same Part Number
Both sites use the same part numbers, but each site has its own vendor name. For example: PFG Australia (Site 1) and PFG Australia (Site 2).
Each site places orders against its own vendor account. You will have two vendor accounts in your accounting package to pay when parts are ordered.
When adding parts to jobs, staff must select the part associated with the correct vendor for their location.
When searching, parts appear twice in results — each entry shows the vendor name so staff can identify the correct site.
You can set locations, minimums, maximums, and independent ordering and receiving for each site using the part numbers.
Automated price files must be run separately for each vendor.
Important: The downside of Option 2 is that if a staff member selects a part from the wrong location, it will affect inventory, Sales and Cost of Goods (COG) GLs, and inventory GLs with no way to track the error after the fact.
Transfer Parts Between Sites
To transfer parts from one site to another, follow the setup and steps below. The transfer is processed as a customer order (CO) using a dedicated internal customer and stock transfer transaction type.
Transfer Setup Requirements
Before you can process a stock transfer, confirm the following are in place:
An Internal Stock Transfer customer account type and a Stock Transfer price level exist in System Settings. The internal customer must be exempt from all taxes, and the Stock Transfer price level must be set to cost price.
A Stock Transfer category exists in the Accounting Integration section, configured as follows:
Categories > Add > Part Type: STOCK TRANSFER
Income GL: same as Part default
COGS GL: same as Income GL
Inventory GL: same as Part default
Click Save
A transaction type for Stock Transfer is configured in the system.
Two internal customers exist — one representing each site — each assigned the Internal Stock Transfer account type and the Stock Transfer price level.
Processing a Stock Transfer
1. Open a new customer order (CO). Go to Sell, select the internal customer representing the site you are transferring stock to, then click Change Type.
2. Change the transaction type from the default to Stock Transfer and click Save.
3. Enter the part number you are transferring from your stock and the quantity being sent.
4. On the next line, enter the part number for the site you are transferring to. Set the quantity as the negative value corresponding to the first entry — for example, if you entered 5 on the first line, enter -5 on this line.
5. Check that the cost values on both lines match. Due to timing differences in price file updates or individual part price adjustments, the cost price of the two parts may differ. If the costs do not match, change the cost on the part going to the receiving warehouse (the negative quantity line) so both costs balance.
6. Verify that the running balance on the far right of each corresponding entry pair is zero. This balance should always equal zero after each pair of entries. If the balance is not zero at the end of all entries, locate the line causing the discrepancy and correct it before proceeding.
7. Once all parts are entered and the invoice balance is zero, print the Parts Picklist for the transfer.
8. Pick the inventory items against the picklist and check off each line as it is packed. Place the picking slip with the inventory being shipped — this serves as a receiving checklist at the remote site.
9. Enter the freight tracking number in the appropriate field on the Invoice Checkout screen, then close out the CO to Account Credit. This process has no effect on any balance sheet values.
