Parts Pending Purchase – User Guide

Parts Pending Purchase gives purchasing teams a single, consolidated view of every part that has been reserved on an open order but is not yet in stock — without having to dig through individual orders. From this view, you can review demand, compare vendor pricing, and create purchase orders in a few clicks.

What is Parts Pending Purchase?

When a part is confirmed on an order and the required stock is unavailable, Fixably automatically marks that order line as Pending Purchase. The Parts Pending Purchase view collects all of those lines across every open order in your tenant, giving purchasing staff a live queue of what needs to be sourced.

The view is self-maintaining — it updates in real time as new orders are confirmed and as incoming stock is received and allocated.

Who needs it?

Parts Pending Purchase is most useful for:

• Purchasing staff who are responsible for placing parts orders
• Parts managers who need to understand demand before creating purchase orders
• Operations teams working across high-order-volume tenants where tracking demand manually is impractical

Before you start

Parts Pending Purchase requires Order Line Statuses to be active on your tenant. This is configured by an admin under System Settings > Stocks.

There are two related settings:

1. Enable order line statuses — when a part is confirmed on an order, Fixably checks stock and applies the appropriate status:
   • Confirmed, in stock — stock was available and has been reserved
   • Pending Purchase — stock is insufficient; the part needs to be purchased
2. Enable draft status for order lines — when enabled, parts are added to orders in Draft status and only move to Confirmed, in stock or Pending Purchase once the user clicks Confirm Part

Only lines in Pending Purchase status appear in the Parts Pending Purchase view. If Order Line Statuses are not enabled, the view will be empty. Contact Fixably support if you are unsure whether this is configured on your tenant.

How to access Parts Pending Purchase

1. From the left sidebar, navigate to Purchase Orders
2. Select Parts Pending Purchase

The view displays all open order lines with a status of Pending Purchase, across all orders in your tenant.

What you can see

Each row in the view represents a single part that needs to be sourced. The columns include:

The Order Status column makes it easy to understand urgency without navigating away from the view. Vendor pricing allows side-by-side cost comparison at the point of ordering.

Note: Order lines marked as DOA, GPR, or Accidental Damage Returns are excluded from this view. Those parts are handled through their own return workflows.

How to create a Purchase Order from Parts Pending Purchase

1. Select the parts you want to order using the checkboxes
2. Parts from multiple orders can be selected together
3. Click Create Purchase Order
4. Fixably generates a purchase order containing all selected lines

This eliminates the need to build purchase orders line by line from scratch and reduces the risk of missed demand.

Vendor pricing and multi-vendor support

If your tenant uses multi-vendor product associations, vendor-specific prices are displayed directly in the Parts Pending Purchase view, allowing you to compare costs before committing to a purchase order.

Vendor associations are managed at the product level under Product Card > Vendor Parts. Each product can carry multiple vendor entries, each with its own part number and cost. Available vendors are populated from Users > Vendors.

If vendor pricing columns are not visible, check whether vendor associations have been configured for your products.

Things to know

• The view is scoped to your tenant's configured stocks — only parts confirmed against eligible stocks will appear
• Once a purchase order is received and the stock is allocated to an order line, that line is removed from the view automatically
• To check a product's incoming stock status outside of this view, search for the product using the Universal Search bar — the product card shows which purchase orders contain incoming quantities and the PO type

Troubleshooting