Quick Reference Guides: Ordering a Part
Customer Training
Ordering a Part
The following information will walk you step-by-step through the process of ordering a part from PartsSource.
Using the Search Bar
From the PartsSource home page, use the search bar at the top of the page to search for the part number and/or part name you are looking for. Tip: If you aren’t sure what the part number or name is, you can browse our catalog by modality, OEM, or model using the Departments drop-down on the left side of the screen.
Selecting the Part
From the Search Results page, click the part you’re looking for. Tip: To narrow down the search results that are displayed, use the Filter options on the left side of the screen to narrow the results down by OEM, model, material, etc.
Selecting the Facility
The Select Facility dialog box is displayed. All the facilities where you have the right to purchase parts and services are listed. Select the facility that this part is for.
Adding a Part to Your Cart
Viewing the Product Page
The Product Description Page is displayed. This page displays information about the part you’ve selected, including the price, product condition, warranty information, and technical specifications.
Some parts are available in more than one condition, such as New Aftermarket Outright Purchase, New OEM Original Outright Purchase, New Aftermarket Exchange Purchase, Refurbished, etc.
If multiple conditions are available for the part you’re looking for, you’ll see the Buying Options pane on the left side of the screen. From here, you’ll be able to toggle between the different conditions to view information about pricing, warranties, etc.
Tip: Depending on the organization’s configuration and the part, you may see the Preferred Choice banner near the top of the Product Description Page.
When you see this banner, you know that the selected part condition (e.g., New Aftermarket Outright Purchase, OEM Original Outright Purchase, etc.) has been identified by PartsSource’s PRECISIONProcurement engine as the best value – the best quality for the price – available.
Adding to Cart
Use the Quantity drop-down to select how many of the selected part you want to purchase, then click Add to Cart.
Entering ID Values
The Asset Information dialog box is displayed. Here, you can enter any values (such as Asset ID or Work Order) that have been configured as required for your organization. Additionally, you have the option of entering additional information about the asset and/or work order this part is for. While not required, entering this data can help you track and report on your purchases in the future.
Critical Hard Down
If this part is an emergency purchase (i.e., a room is down or patient care is negatively impacted), select the Critical Hard Down check box. This lets our teams know the criticality of the request and will allow us to triage appropriately.
Saving the Cart
Click Save. The part is added to your cart.
Continue Shopping or Checking Out
Click Continue Shopping to continue shopping for additional parts or services, or click View Cart to begin the checkout process.
Checking Out
Viewing Your Cart
After clicking the View Cart button or the Cart icon in the upper right corner of the screen, the Your Cart screen is displayed.
Review the information on the Your Cart screen, including the selected facility, cut-off time, estimated shipping date, quantity, price, etc. Then click Proceed to Checkout.
Following the Checkout Wizard
From the Checkout screen, the Checkout Wizard will walk you through the checkout process. Note: If your organization is configured to use a CMMS or ERP integration, your checkout process will be slightly different than the steps outlined below. Contact your PartsSource System Administrator or your PartsSource Support Team for more information on your specific workflow.
Confirming Your Shipping Location
The first thing the Checkout Wizard will do is ask you to confirm your Shipping Location information.
Selecting the Facility
The Shipping Address drop-down will allow you to select any shipping address associated with the facility you selected earlier. Use it to select the shipping address you would like the part shipped to.
Include PO#
The Include PO# on Shipping ATTN check box dynamically adds the PO# used for this purchase on the attention line of the shipping label used to ship your part. This option is selected by default but can be unchecked if you prefer.
Shipping ATTN
The Shipping ATTN field allows you to add information to be displayed on the shipping attention line of the shipping label used to ship your part. By default, it is automatically populated with your name, but the value can be changed or removed as needed.
Note: Any changes you make with the Shipping Address drop-down, the Include PO# on Shipping ATTN check box, and the Shipping ATTN field are automatically displayed in the Shipping Label Preview pane in the lower right corner of the Checkout screen. This allows you to see in advance exactly what your shipping label will look like when the part is sent to you.
Click Continue.
Selecting a Shipping Method
Next, the Checkout Wizard will ask you to confirm the shipping method you’d like to use for your purchase.
By default, PartsSource will select the best shipping option available, based on shipping carriers used by the vendor, your preferences, and the shipping methods selected by other customers who have also purchased this part.
However, you can always override the default settings to select your preferred shipping options.
Selecting a Carrier
The Carrier drop-down lists all the shipping carriers used by the vendor that is providing the part. Use it to select the carrier you would like to use.
Carrier Account #
Your organization may have shipping accounts with some carriers, such as UPS. If the Carrier Account # check box is selected and has a value populated next to it, then this purchase is set to use your shipping account.
Tip: When the option to use your Shipping Account is available, it is recommended that you use it. Your shipping account will often provide better negotiated rates than PartsSource is able to provide and will save you money.
Note that when selected, the line item for Shipping/Processing in the Place Purchase pane in the upper right corner of the Checkout screen shows $0.00. This doesn’t mean that the shipping is free, just that it isn’t being charged to you by PartsSource; it is being charged to your shipping account instead.
Select the Shipping Method
Once a carrier has been selected in the Carrier drop-down, select the radio button next to the shipping method you want to use.
Tip: Ground shipping is typically recommended for non-emergency purchases, such as batteries, bulbs, and cables, as it is often far less expensive than overnight or next-day options. But remember, you always have the option to select the method you prefer.
Select the Shipping Insurance
Select the Shipping Insurance check box to add no-hassle coverage to your purchase in case it is lost or damaged during shipping. The cost of shipping insurance is 1% of your sub-total.
By default, shipping insurance is typically not selected for most enterprise or PRO customers.
Tip: If you’ve ever had a package lost or damaged by a carrier, you know what a hassle it can be to try to be reimbursed, and often, their coverage does not cover the full amount of the item that was lost or damaged.
Shipping insurance is a great idea for high dollar value parts to ensure you’re covered just in case something happens.
Click Continue.
Selecting Payment Information
If you’re paying via credit card, use the Payment Method drop-down to select your card or enter a new card’s information, and then use the Billing Address drop-down to select the address the invoice should be sent to.
If you’re set up to make purchases from PartsSource via Purchase Order, you will have to follow your process for obtaining a purchase order prior to placing your order with PartsSource. Then follow the following steps:
- In the P.O. # field, enter the purchase order number for the P.O. you’ve obtained for this purchase.
- Ensure that the Payment Method drop-down is set to Purchase Order #.
- Using the Billing Address drop-down, select the address the invoice should be sent to.
- Click Continue
Completing Your Purchase
Once the wizard verifies that it has all the information it needs, the Place Purchase button is enabled in the upper right corner of the screen. Click it to complete your purchase.
If you have an approval workflow configured, your purchase may be routed to your manager or director for approval before the purchase is completed.
For more information on your organization’s approval workflow, contact your PartsSource System Administrator or your PartsSource Support Team.
Once your purchase is complete, you will receive regular email notifications as it makes its way to you.
Remember, you can track your purchase at any time by clicking the My Account link in the upper right corner of the screen and selecting Orders.
New boost
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