Parts ordering without the runaround
DealersCircle’s Parts Ordering module gives dealers direct access to the manufacturer’s catalog, guided ordering, and shipment tracking in one place. No phone calls to check availability. No emails to confirm a part number. No wondering when it shipped.
The problem it solves
- Dealers ordering obsolete parts without knowing a replacement exists
- No way to confirm whether a part fits a specific product without calling the manufacturer
- Partial shipments with no visibility into what’s still outstanding
- Orders submitted with wrong part numbers because catalogs are outdated PDFs
- No history connecting parts orders to the products they were ordered for
Parts Catalog
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One source of truth for every part you sell.
Maintain an unlimited parts catalog with images, documents, and attachments on every part. No file limits, no restrictions on catalog size. -
Model & Product-Level Bills of Materials
Associate parts to product models to create a model-level bill of materials. Go further by associating parts to specific products via Hull ID, Serial Number, VIN, or other unique identifiers for product-specific BOMs. -
Assemblies
Associate parts to one another to build assemblies, so dealers see the full picture when ordering components that belong together. -
Supersession Handling
When a part becomes obsolete, it stays in the catalog with its original number so it’s still searchable. But when a dealer tries to use it, they’re informed of the latest part in the supersession line and directed to the current replacement. No guesswork, no ordering parts that don’t exist anymore.
How it works for Manufacturers
Catalog Management
Maintain your parts catalog in DealersCircle or sync it from an existing MRP system that serves as your source of record. Add images, documents, and attachments, associate parts to models, specific products, and assemblies, and manage supersessions so obsolete parts automatically redirect dealers to current replacements.
Order Review & Fulfillment
Parts orders submitted by dealers come to you for review. Send orders back requesting additional info or make recommendations and adjustments. Place orders into Pending status to begin shipping. Enter shipping carrier and tracking number per line item, which generates tracking links directly to the dealer.
Partial Shipment Management
Enter quantity shipped per line item. Orders automatically move to Completed Partial status when all quantities shipped match all quantities ordered. Full visibility into what’s been fulfilled and what’s outstanding.
Cancellation Control
Parts orders can be canceled at appropriate stages in the process, giving you flexibility when circumstances change.
How it works for Dealers
Find Parts Fast
Search the full manufacturer catalog, or use Quick Add when you already know exactly what you need. Can’t find a part? Add a manual line item describing what you’re looking for, and the manufacturer’s team can assist.
Submit & Track
Create parts orders with as many line items and quantities as needed. Track status from submission through review to shipment. Get notified when status changes or when the manufacturer needs more information.
Shipment Tracking
Each part line item includes carrier and tracking number with a direct link to the carrier’s tracking page. See partial shipments clearly, know what’s arrived and what’s still outstanding.
Product History & Context
A History tab shows all previous parts orders filed on the same product (when a product is associated). A Tickets tab surfaces any service tickets that preceded the order, keeping full context connected.
Attachments
Add unlimited images and documents to any parts order for context, reference, or clarification.
Built in safeguards
- Supersession enforcement prevents ordering obsolete parts and redirects to current replacements
- Product-specific BOMs ensure dealers order the right parts for the right unit
- Partial shipment tracking with automatic status updates until fully fulfilled
- Per-line-item tracking with carrier links sent directly to the dealer
- Audit trail on every order with full history
- Manual line items for when a part can’t be found, so orders never stall
- Unlimited attachments on every part and every order
Before you decide
What if a dealer orders an obsolete part?
They can’t. DealersCircle shows the original part number in search results, but informs the dealer of the current replacement and prevents the obsolete part from being used on an order.
Can dealers see which parts fit their specific unit?
Yes. Parts can be associated to specific products via Hull ID, VIN, or Serial Number, creating a product-level bill of materials so dealers see exactly what belongs to their unit.
What happens with partial shipments?
The system tracks quantity shipped per line item and automatically updates the order to Completed Partial status until everything has been fulfilled. Dealers see what’s arrived and what’s still coming.
Can a dealer order a part they can't find in the catalog?
Yes. Manual line items allow a dealer to describe what they need so the manufacturer’s team can identify the correct part and assist.
Is there history connecting orders to products?
Yes. When a parts order is associated with a product, a History tab shows all previous parts orders on that same unit, plus any service tickets that may have preceded the order.
Can orders be canceled?
Yes, at appropriate stages in the process before fulfillment is complete.
See Parts Ordering in action.
Request a DemoHave questions about managing your parts catalog or ordering process?
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