Purchase order management for collision repair shops

Create POs from any claim, track delivery status, manage vendor relationships, and tie parts costs directly to the repair order for accurate job costing. Purchase orders and lighter parts orders live in the same system so every dollar spent on parts is attributable to a specific claim.

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Two tracks: formal purchase orders and per-claim parts orders

Purchase orders cover the full vendor-formal flow: header, line items, submit, receive against the PO. Parts orders handle lighter per-claim ordering for a specific RO without the full PO ceremony. Both paths write inventory movements when parts are received so on-hand quantities stay accurate. The choice of track depends on whether the shop needs a formal PO for accounting or just needs to log what parts are coming in for a specific claim.

Delivery tracking and receiving

Each PO carries a status: Ordered, In Transit, Delivered, or Cancelled. Update status as delivery information comes in from vendors or set expected delivery dates. When the parts arrive, the inventory receiving dialog processes the delivery against the open PO and updates stock. Backordered items surface on the production dashboard so the production manager knows which claims are waiting on parts before the car gets to the body stage.

Vendor spend reporting and history

Vendor spend reports show total spending per vendor by month, year, and all-time, number of POs placed, average order value, and spending trends. Identify top vendors, spot price increases, and build the volume data needed to negotiate better terms. All PO history is retained permanently for audit and reference. Export to CSV for accounting system integration or DRP cost reporting.

Five supporting pillars

Every PO links to a specific claim. When calculating job profitability, Claimory includes all PO costs for that claim automatically so per-claim margin reflects actual parts spend.
Vendor records hold contact information, payment terms, account numbers, and full order history. View total spend per vendor, average delivery time, and trend data for DRP prep and price negotiations.
PO templates cover frequently ordered parts and consumables. Select a template, adjust quantities, and save. Claimory emails the PO to the vendor as a PDF in one click.

Key capabilities

Purchase orders with full header, line items, status tracking, and receive-against-PO flow
Parts orders for lighter per-claim ordering tied to a specific RO
PO tied to specific claims for accurate per-claim job costing
Vendor database with contacts, payment terms, account numbers, and order history
PO templates for frequently ordered parts and consumables
Email PO to vendor as PDF in one click from the claim record
Delivery tracking: Ordered, In Transit, Delivered, Cancelled
Vendor spend reports with monthly, annual, and all-time spend and trend data
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Common questions

How do purchase orders link to specific claims?

Every PO is created from a claim record. The claim ID is stored on the PO so job costing automatically includes PO costs when calculating per-claim margin. View all POs for a claim on the claim detail page. If parts span multiple claims, create one PO per claim to keep cost attribution clean.

What is the difference between a purchase order and a parts order?

Purchase orders cover the formal vendor workflow: header, line items, receive against PO, inventory update. Parts orders are lighter-weight per-claim ordering for a specific RO when the shop does not need the full PO ceremony. Both write inventory movements on receive so on-hand quantities stay accurate regardless of which path the parts came in on.

Can I search and export historical purchase orders?

Yes. Search all POs by PO number, vendor name, claim number, date range, status, or part description. Export results to CSV for accounting integration or vendor analysis. Full PO history is retained permanently for audit and reference.