The Parts tab of the Workorder Development screen is where all inventory items, non-stocking parts, cores, environmental charges, and related materials are added to the workorder.
Every part entered into a workorder becomes part of:
•The final invoice
•Inventory tracking
•Sales analysis
•Profit calculations
•Vendor history
•Warranty tracking
•Accounting records
Because MLS 2026 is a fully integrated management system, careful parts entry is extremely important.
Control Buttons
The Parts Entry screen includes several important control buttons.
Add Part
Use the Add button to create a new part entry on the workorder.
Every part added requires:
•Its own individual record
•A quantity
•A Save operation
When a stocking part is added:
•Inventory quantity is automatically reduced
•Sales totals are updated automatically
Always use Add before entering part information.
Save
After entering or modifying a part:
•You MUST press Save
If information appears missing later, it is usually because the entry was not saved.
Delete
Use the Delete button to remove the highlighted part from the workorder.
When deleted:
•Inventory is automatically restocked
•Totals are corrected automatically
•Sales tracking is updated properly
CRITICAL RULE — NEVER OVERWRITE PART NUMBERS
If you enter the wrong part:
1.Delete the incorrect entry
2.Add the correct part as a new record
DO NOT simply overwrite the part number.
Overwriting part numbers may:
•Corrupt inventory tracking
•Prevent proper restocking
•Damage reporting accuracy
•Create accounting inconsistencies
Always Delete and Re-Add.
Barcode Input
MLS 2026 supports barcode readers.
You may:
•Scan a single part directly into the part number field
•Use Batch Scan mode to scan multiple parts together
This greatly speeds high-volume parts entry operations.
Price Level
By default, parts are entered using Retail pricing.
Press the Price button to select alternate pricing levels.
MLS 2026 supports:
•Retail pricing
•Multiple wholesale pricing levels
•Special pricing structures
Different pricing levels may be used within the same workorder.
Kits
The Glossary system supports Kits, which are collections of predefined parts used together during common services.
Examples:
•Oil service kits
•Brake kits
•Tune-up kits
•Timing belt kits
Selecting a Kit automatically adds all included parts to the workorder.
Important Kit Recommendation
Although MLS allows a single total price for a Kit, this is NOT recommended.
Instead:
•Allow individual part pricing whenever possible
This is especially important in states where:
•Parts are taxable
•Labor is not taxable
If a single Kit price is used, MLS cannot properly determine taxable parts values.
View Photos
If photos are attached to a part record:
•Use this button to view them
This can help:
•Verify part identity
•Assist technicians
•Improve ordering accuracy
Basic Procedures
Adding a Part
To add a part:
1.Press Add
2.Enter the part number OR use the lookup icon
3.Complete all required information
4.Enter quantity
5.Verify tax status
6.Press Save
The lookup window allows searching by:
•Part number
•Description
•Cross-reference
Inventory vs Non-Stocking Parts
MLS 2026 supports:
•Stocking inventory items
•Non-stocking parts
•Special order parts
•On-the-fly entries
Even non-stocking parts:
•Are tracked in sales totals
•Contribute to profitability reporting
Always enter accurate:
•Cost
•Charge
•Vendor information
for proper reporting.
Tax Status
Parts are automatically flagged for tax based on:
•Inventory settings
•Client settings
•Workorder settings
However:
•Always verify the Tax checkbox
Incorrect tax handling may create accounting problems.
Changing Quantity
If you need to modify quantity:
•Change the Quantity field
•Press Save
MLS 2026 automatically:
•Adjusts inventory
•Updates totals
•Recalculates profitability
The entered value represents the NEW TOTAL quantity — not the difference.
Deleting Parts
Deleting a part automatically:
•Restores inventory
•Removes sales totals
•Updates accounting values
Never blank out fields manually.
Always use Delete.
Cores
Many parts contain refundable core charges.
Examples:
•Alternators
•Starters
•Brake components
•Transmissions
•Radiators
MLS 2026 tracks:
•Cores used
•Cores returned
•Core charges assessed
Core Example
If:
•4 cores are used
•Only 2 are returned
Then:
•MLS automatically charges for the remaining 2 cores
This process is fully integrated into the invoice totals.
Vendor Tracking
Vendor information is extremely important.
Tracking vendors allows:
•Warranty processing
•Vendor analysis
•Return management
•Purchase verification
You may also enter:
•PO numbers
•Vendor invoice references
for additional traceability.
Price Levels
MLS 2026 supports:
•5 Parts pricing levels
•5 Labor pricing levels
You may:
•Mix pricing levels within one workorder
•Adjust pricing per customer
•Support fleet or wholesale pricing
Retail pricing is the default.
Parts Field Details
The following fields are important during parts entry.
Part Number
The part number identifies the inventory item.
MLS 2026 supports up to:
•20 character part numbers
Use actual vendor numbers whenever possible.
Avoid creating arbitrary in-house numbers because they:
•Complicate warranty claims
•Create confusion
•Reduce vendor consistency
Description
The description explains the part to:
•Customers
•Technicians
•Management
Avoid abbreviations whenever possible.
Descriptions may be modified on the workorder without changing the master inventory record.
Vendor
The Vendor field identifies the supplier.
This is especially important for:
•Warranty claims
•Vendor returns
•Purchase tracking
Vendor accounts should always use the official MLS vendor numbers.
Department
Parts may be assigned to departments.
Examples:
•Mechanical
•Electrical
•Paint
•Body
Department tracking integrates into:
•Reporting
•General Ledger accounting
•Profitability analysis
Tax
Check this box if tax applies.
Sublet
Check this box if:
•The item is part of a sublet repair
•Another vendor supplied the service
Quantity
The quantity controls:
•Inventory removal
•Extended pricing
•Profitability calculations
If inventory goes negative:
•MLS will warn the user
•The item may still be added
This is helpful for:
•Pending deliveries
•Backordered parts
Cost
The Cost field represents YOUR cost.
Inventory items automatically use:
•Average inventory cost
Non-stocking items require manual entry.
Accurate cost data is critical for:
•Profit analysis
•Reporting
•Pricing decisions
Charge
The Charge field is the customer selling price.
Inventory items automatically load their pricing.
Non-stocking items require manual pricing entry.
Weight
Used primarily for:
•Shipping
•Freight calculations
Usually inherited from inventory.
Special Charge
Used for:
•Federal Excise Tax (FET)
•Special surcharges
•Industry-specific fees
These amounts may automatically populate from inventory records.
Environment
This field allows environmental or disposal charges.
Examples include:
•Hazardous waste disposal
•Recycling fees
•Fluid handling charges
Important Environmental Fee Consideration
Environmental costs include more than disposal company charges.
They may also include:
•Storage equipment
•Handling labor
•Safety equipment
•Containment systems
MLS 2026 allows recovery of these legitimate business costs.
Available
Shows the quantity in stock at the time the part was added.
Useful for:
•Auditing
•Inventory verification
Location
Displays the inventory storage location.
This helps technicians:
•Find parts quickly
•Reduce wasted time
Total
Displays the running total for all parts currently added to the workorder.
Parts Pick Lists
MLS 2026 supports Parts Pick Lists through the Glossary system.
A Pick List:
•Automatically inserts predefined groups of parts
Examples:
•Oil service packages
•Brake jobs
•Tune-up packages
Each list may contain up to:
•50 parts
This greatly speeds repetitive workorder preparation.
Editing Pick Lists During Entry
Before final insertion:
•MLS displays the Pick List
•Quantities may be adjusted
•Items may be removed
To omit an item:
•Set its quantity to 0.00
On-The-Fly Parts
If a part does not already exist in inventory:
•Enter all information manually
Do NOT leave fields blank.
Proper data entry ensures:
•Accurate reporting
•Correct profitability
•Better vendor tracking
Editing Existing Parts
To edit:
1.Highlight the part
2.Modify desired fields
3.Press Save
Again:
•NEVER change the part number of an inventory item
Delete and re-add instead.
Summary
The Parts Entry system in MLS 2026 is deeply integrated into:
•Inventory
•Accounting
•Reporting
•Profit analysis
•Warranty tracking
•Customer history
Accurate and disciplined parts entry is essential to maintaining:
•Reliable records
•Proper inventory counts
•Accurate profitability
•Professional invoices
•Long-term business analysis