Tekion Parts — Ordering & Receiving

Source: Tekion CVA webinar (Emily Shaw, Fixed Ops). Covers Special Order Requests (SOR/SOP), Purchase Orders, and Parts Receiving in the Tekion web app and mobile scan-gun app. Full transcript distillation lives at references/ordering-receiving-full.md.

NEVER-GUESS RULE (Joe's directive): On any Tekion parts troubleshooting, do NOT invent a plausible answer. If you hit something not covered here, STOP and tell Joe so he can supply the KB/PDF or teach it.

Apps & Navigation

• Special Order Request tile — manages SOR/SOP parts. View-shareable with Service Advisors / BDC / Service Manager so they see arrival status.
• Purchase Orders screen — all PO creation/management. Lists 8 PO types (visible types depend on role permissions + OEM franchise/integration).
• Parts Receiving app — day-to-day receiving; on web and the mobile scan-gun app (same flow).
• Warehouse Management — separate app; the ONLY place to print labels (cannot print labels from Parts Receiving).
• PNI (Part Number Inquiry) — a part's transactional history (who/when/where received, document ties, on-hold reasons).
• Source Codes (setup) — stocking parameters + min/max sale quantity logic.
• Core Management — correct path for returning a core (NOT vendor/misc credit).

The 8 Purchase Order Types

1. OEM Special Order (needs SOR)
2. OEM Stock Order
3. Vendor Special Order (needs SOR)
4. Vendor Stock Order
5. Sublet PO
6. Miscellaneous PO
7. Vendor Credit PO
8. Miscellaneous Credit PO

(Top OEM-direct types only show for integrated/franchised OEM dealers with permissions.)

Three ways to create an SOR

1. Customer number → SOR directly against a customer profile (gets a "C" identifier — standalone, not tied to RO/SO).
2. Sales Order (retail/wholesale/internet) → add part not in stock → SOR auto-generates.
3. Repair Order → preferred when vehicle is in for service; ties SOR to that RO, eases receiving.

SOR is ALWAYS tied to the customer number — not VIN, not phone.

Order Parts Workflow (create a PO)

OEM Stock Order: Purchase Orders → OEM Stock Order → build list from Source Code stocking params OR pick Source Code + min sale qty → confirm/edit (optional Download to Excel) → set Manual if not OEM-integrated → Submit → confirm → Submit. Status = Submitted, received 0/N.

Vendor Stock Order: same flow; start by selecting Vendor, optionally use a saved template (drag-drop to generate list).

Vendor PO (general): select Vendor (required) → fill info + Comments → confirm Shipping/Billing addresses → set Pre-invoice toggle → Submit. Open-PO actions: Reissue PO, Print, Copy/View Copy, Cancel (only before parts move; needs reason).

Sublet PO: create with RO ref / no ref / stock vehicle → Vendor → Description → RO# → GL account → pricing → Submit.

Miscellaneous PO: non-inventory + "in-and-out" parts. Vendor → part/desc + Qty → Pricing → GL → invoice# → Submit. Status stays "Submitted" — never "Received" (doesn't enter inventory). Notify accounting for in-and-out parts.

OEM/Vendor Special Order PO: ⚠ CANNOT create without an existing SOR. You can only assign parts that already have a generated SOR/priority — cannot add a new part line here.

Special Order (SOR) full flow

1. On Sales Order or Repair Order, banner shows existing SORs for that customer; click Details to peek.
2. Add part; if qty > on-hand, system auto-drops the shortfall to order. Watch superseded parts.
3. Priority Codes auto-list (user-configurable).
4. Create Sales Order → SOR column populates with SOR number. Line shows 0/0 in RED = action needed (not ordered).
5. Orders tab → create the order (OEM/Vendor Special Order) if permissioned. Actions → Unlink SOR → Reserve/Move to inventory/Void.
6. From Purchase Orders → OEM/Vendor Special Order: queue lists SOR-generated parts → bulk-select → Save → pull into one PO → Manual if not integrated → Submit.

Receiving Workflow (Parts Receiving app)

1. Open Parts Receiving (Status is the key column). Locate order by part#. Open → lines + qty.
2. Bulk fill (all) OR one-by-one (when OEM ships partial). Subset → status Pending → Partially Received.
3. Update to refresh; Receipt Transactions tab shows received-by/channel.
4. Mirrored on Purchase Orders screen (e.g., "1 of 3 lines received").

Receive directly from a PO/SOR (permissioned): Open Receiving inside the PO/SOR → fill Quantity → Receive.

Manual Receipt (order placed in OEM portal, no Tekion PO): Parts Receiving → Create Manual Receipt → enter Control Number → add part + qty → Receive → Submit. ⚠ Tekion auto-creates a STOCK order for it (even if it was a portal special order). Cleanup: close the matching customer SOR and fill the part from the new on-hand qty.

"Float" / new parts: assign a Source Code and/or Default Bin → Submit to make available. Row (…) actions: Create Vendor Stock Order, Create OEM Order, Receive to an Order (attach to existing order via reference+qty), Remove from Float.

Line dispositions (right end of a line): Mark as Backordered (add ETA), Mark as Canceled, Mark as Cross-Shipped (part from non-PDC source; Received-by-Shipment recognizes cross-ship).

Cancel a backordered part — two options: (1) Cancel the part in the SOR → SOR canceled + a NEW SOR auto-created to reorder; (2) Return to SOR queue → re-enables reordering via a new PO (e.g., Vendor Special Order from a local dealer).

Statuses & Terminology

Draft · Submitted · Requested (SOR exists, not ordered) · Ordered · Pending · Partially Received · Received · Closed/Filled · Canceled/Backordered/Cross-Shipped · On Hold (received but tied to a doc, no on-hand until filled). Not Pre-invoiced vs Pre-invoiced.

• RED 0/0 on an SOR line = action needed.
• Count format: received (LEFT) / ordered-pending (RIGHT).
• "C" = SOR from a Customer (standalone). SL column links a line to its SOR. Control Number = entered on Manual Receipt. Priority Code = user-defined ordering priority. Source Code = drives stocking params. Bin/Default Bin = storage location.

Gotchas / Pitfalls

• No special-order PO without an SOR. Special Order POs only assign SOR-generated parts.
• SOR tied to customer number only — never VIN/phone.
• Manual Receipt always creates a STOCK order — then close the customer SOR + fill from on-hand.
• Set integration to Manual when not OEM-integrated, else it tries to transmit.
• No on-hand after receiving = on-hold/doc-tied, not an error. Fill on its document; use PNI to find the tie.
• Miscellaneous POs never show "Received" (not inventory). Loop in accounting for in-and-out parts.
• Pre-invoicing is configurable: OFF → PO closes on receipt; ON → user codes the pre-invoice (e.g., NAPA charges to a GL). Decide with controller.
• Returning a core → Core Management, NOT a credit PO.
• Cannot print labels in Parts Receiving — use Warehouse Management.
• Permissions gate everything (Open Receiving, visible PO types, special-order creation).
• Superseded parts: on-hand may reflect a different/superseded number — verify.
• Drafts get orphaned — periodically filter by Draft to clean up.
• Column/layout changes are per-user only.

Related skills

• tekion-parts-sales-orders — counter sales, parts on ROs, pricing
• tekion-parts-autoorder-diagnosis — why a part didn't auto-order / stocked out
• tekion-source-code-parts-scrub — source-code part-list extraction
• tekion-sitemap — master nav map