Parts Ordering and Stock Control Procedure

Purpose. This procedure describes how parts are requested, ordered, received, stored, counted and returned so that the workshop is supplied on time and stock records stay accurate.

1.Workshop requests

Technicians request parts at the counter or through the workshop request screen using the repair order number, the vehicle identification number and the part description. The parts interpreter identifies the correct part from the manufacturer catalogue, confirms fitment against the vehicle identification number and issues the part against the repair order line.

2.Ordering

Parts not in stock are ordered daily on the manufacturer stock order or on a customer order for items outside the normal stock profile. Vehicle-off-road orders must be flagged so the customer can be updated. Every order must carry the repair order number or customer name and the promised date.

3.Receiving

Deliveries are checked against the packing slip and the purchase order before they are signed for. Damage or shortages are noted on the delivery docket and reported to the supplier the same day. Received stock is entered in the Parts and Stock system and placed in its bin location before the end of the shift.

4.Storage and labelling

Each part is stored in its designated bin. Hazardous products are stored according to the Hazardous Substances and High Voltage Isolation Procedure. Heavy items above 16 kilograms are stored below shoulder height and lifted with the trolley or a second person.

5.Cycle counts and stocktake

The parts team counts a rotating section of bins every day so that every bin is counted at least once a quarter. Variances greater than two units or 50 dollars in value must be investigated before the count is adjusted, and the reason recorded in the system.

• Count the bin before looking at the system quantity
• Record the variance and the reason
• Have variances over 200 dollars approved by the manager
• Recount fast-moving bins monthly

6.Returns and warranty parts

Unused parts are returned to stock within 48 hours with a credit to the repair order. Warranty parts are tagged with the repair order number and stored in the warranty cage until the manufacturer scraps or recalls them.