This article explains how to create a Vendor Order (VO) for parts required for stock in Blackpurl. Use this process when your dealership needs to replenish stocked parts, whether identified through the Parts Needed Report or by noticing low inventory levels.
Identifying Parts Required for Stock
There are two common ways your dealership may identify that parts need to be reordered:
Parts with min/max settings on their part records will appear on the Parts Needed Report when stock reaches the minimum level. See Manually Amend a Part Record for information on setting min/max values, and Parts Needed Report for using the report.
Staff notice that stocked items are running low and a reorder is needed.
Create a Vendor Order for Stock Parts
1. From the Blackpurl header, click Ordering > Parts Needed > Order.
2. The Select a Vendor window opens. Type a search keyword to find the relevant vendor — the system will display matching results as you type. Click the vendor name to select it. For example, typing widget will return results including The Widget Factory.
3. After selecting your vendor, the system checks for any open or locked Vendor Orders for that same vendor. You can choose to USE or SKIP an existing VO, or continue to create a new one.
Vendor Order Screen Overview
Once the Vendor Order is open, the screen displays several key areas:
A — Vendor Order Number | The system-assigned VO number for this order. |
B — Actions Button | Use this to delete an open Vendor Order. |
C — Vendor Details | Displays the selected vendor's information. |
D — Order Type / Status / Lock | Shows the order type, current status, and whether the order is locked. Only the creator of the Vendor Order can lock it to prevent other users from making changes. |
E — Search to Add | Search for parts to add to the Vendor Order. |
F — Notes | Free text area for notes that will print on the Vendor Order. See Introducing - Notes section on a Vendor Order for more detail. |
G — Add Items | Click Add Items to print, email, export, or import a file for the VO. See Print / Email / Export - Vendor Orders for more detail. |
H — Add From Another Vendor | Click Add From Another Vendor to return to the search field (E) and add parts from a different vendor to this VO. |
I — Add Items (cross-vendor part) | Click Add Items to order a part from this vendor where the part record is linked to a different vendor. |
Add Parts and Submit the Order
1. To add stock parts to the Vendor Order, click the Search to Add field. The cursor will move to the search area on the order screen.
2. Search for each part you want to add to the VO and select it from the results.
3. Once you have added all the parts required for stock, click Submit Order to complete the Vendor Order.
Tip: You can create a combination VO that includes both Customer Special Order parts and parts required for stock in the same order.
What Happens Next
When the parts arrive at your dealership, they need to be receipted into stock. See Process a Vendor Receiving (Parts Receiving) for the next step in this process.