The wrong part costs more than the part

The delivery arrives, the box is opened and the part does not match. The supplier agrees to exchange it, so the purchase itself may eventually be corrected.

Meanwhile, the vehicle is still occupying a bay. The technician has to move to another job, the driver may need another trip and the service advisor has to explain a delay to the customer.

A credit note will not recover that time. For a South African workshop trying to get vehicles ready for collection, parts ordering deserves the same attention as the repair schedule.

Confirm the vehicle before choosing the part

A familiar model name can make an order feel straightforward. Even so, the workshop needs to confirm the details relevant to that particular component before placing the order.

Start with the vehicle identification and selected variant. Where there is more than one catalogue option, resolve the difference with the supplier using the available vehicle details, part references and any checks needed on the vehicle itself.

A catalogue narrows the search. The person placing the order still needs to check that the selected item matches the job. If something does not agree, sort it out before committing to an order or collection time.

Check the complete job while preparing the estimate

An order can contain the correct main component and still leave the technician unable to finish.

The repair may also require seals, fittings, fluids or other items specified by the repair procedure. If these are only considered during assembly, the workshop may need another estimate, another customer decision and another delivery.

Review the full scope when building the estimate. Include the associated items actually required for that vehicle and repair, with the correct specifications and quantities. Check workshop stock before ordering, and make sure stock allocated to another job is not counted as available.

This also gives the customer a clearer view of the proposed work before authorisation.

Confirm availability against the promised completion time

An item shown as available when the estimate was prepared may no longer be available when the customer approves it. Confirm the supply position when placing the order, especially if the vehicle is expected to leave that day.

Record the relevant branch, collection or delivery arrangement and expected arrival time. Be clear about whether the supplier has confirmed the order or whether you are still waiting for a response.

When the supply position changes, update the job and the customer. That gives the foreman a chance to adjust the work schedule before a technician reaches a point where the missing part stops progress.

Keep the order visible to the rest of the team

An order placed by phone still needs a record. A second staff member should be able to see what was ordered, who it was ordered from and which job it belongs to.

The same applies when the delivery arrives. Check the supplied item and quantity against the order, record shortages or substitutions and make the receiving status visible. A box sitting at reception does not tell the foreman whether everything needed for the job has arrived.

If a part goes back, record the return and follow it through to the replacement or credit. Otherwise, the operational problem may be resolved while the outstanding supplier credit is forgotten.

Use the system to support the checks

Flow5’s Find Parts feature helps workshops source parts and build estimates using supplier catalogue information, pricing and availability. Its procurement workflow keeps parts ordering and receiving connected to the job.

This gives staff information they can act on without repeatedly reconstructing the order from phone calls and loose notes. The team still needs to confirm the selected part, check what was delivered and keep the job status current.

For the next week, record every parts issue that delays a job. Note whether it started with vehicle identification, an incomplete estimate, availability or the order itself. Then improve the step that keeps causing trouble.

The next part that arrives correctly and on time means one less interruption for the technician, and a completion promise the workshop is better placed to keep.

See Flow5’s parts and supplier integrations or sign up for Flow5.