Parts Forms & Books

Parts Forms & Books

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A parts department runs on paper trails: what was ordered, what was issued to which department, what came back, and what the customer was charged. These are the parts order forms and books that create those records.

Special parts order forms cover anything you do not stock, and franchise usually decides the format: GM and domestic dealers want GMPS-115-5, Toyota dealers want TOY-115-5NC. Otherwise choose by order size and copy count, since each part goes somewhere different, and note that SPO-4's fourth part doubles as a postcard mailer so the customer gets notified without a separate mailing. Purchase order books are coil bound with a heavy cover against write through, differing in how much room each PO gets, and fuel PO books keep the control copy in the book.

On invoicing, the 3 part parts invoice has one detail worth knowing: Part 2 is extra perforated so price and amount tear away from the customer copy, which is what internal transfers and warranty work need. Autosoft forms cover the DMS specific invoices and postcards. For parts moving between departments, requisition forms provide the control that stops the shop quietly absorbing inventory, and credit memo books handle what comes back. Before ordering time cards, check whether your clock is manual or continuous feed, because the two are not interchangeable and that is the most common wrong order here.

  • Special Parts Order Form SPO-4
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    Special Parts Order Form SPO-4

    SKU: 610

    Special Parts Order Form SPO-4 for dealership parts departments. 4-part snap-out carbonless (white, canary, pink, manila tag). Includes space for a customer message and postcard mailer on Part 4,...

    $30.99
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  • Special Parts Order Form -115-4NC
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    Special Parts Order Form -115-4NC

    SKU: 612

    Special Parts Order Form 115-4NC for dealership parts departments. Designed for larger orders such as body parts or engine parts, with 10 order lines per form. 4-part snap-out carbonless (white,...

    $31.99
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  • Purchase Order Book - 3 Part
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    Purchase Order Book - 3 Part

    SKU: 635

    Purchase Order Book 3 Part for car dealerships. Coil bound with a heavy stock cover to prevent write-through. 3-part carbonless (white, canary, pink). 4 POs per page at 2-3/4"x7-1/2" each, 200 POs...

    $24.99
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  • Fuel Purchase Order Book
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    Fuel Purchase Order Book

    SKU: 636

    Fuel Purchase Order Book for car dealerships. Coil bound with a heavy stock cover to prevent write-through. Control copy remains in book for your records. 8-1/2"x11", 3-part carbonless (white,...

    $24.99
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  • Parts Pick-up Receipt
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    Parts Pick-up Receipt

    SKU: 6220

    Parts Pick-up Receipt for dealership parts departments. Tracks returned parts and requests for credit. 3-part snap-out carbonless (white, canary, pink), 9-1/8"x5-2/3". Prints in Red and Blue ink...

    $54.99
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  • 3-Part Parts Invoice
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    3-Part Parts Invoice

    SKU: 6210

    3-Part Parts Invoice for dealership parts departments. Detailed invoice with fields for parts, list, net and amount. Part 2 is extra-perforated and excludes price and amount from the customer copy,...

    $26.99
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  • Parts Req. Form-PR-8178-2
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    Parts Req. Form-PR-8178-2

    SKU: 618

    Parts Requisition Form PR-8178-2 for dealership parts departments. Provides control as parts are issued to other departments. 2-part snap-out carbonless (white, white tag), 5-1/2"x9-3/16"...

    $43.99
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  • Special Parts Order Form GMPS-115-5
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    Special Parts Order Form GMPS-115-5

    SKU: 611

    Special Parts Order Form GMPS-115-5 for GM and domestic dealership parts departments. 5-part snap-out carbonless (white, canary, pink, goldenrod, white tag), horizontal 7"x5-7/8" format. Tracks the...

    $39.99
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  • Laser Part Invoices
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    Laser Part Invoices

    SKU: 6300

    Laser Part Invoices (LZR-PT-INV) for dealership parts departments. Formatted to be compatible with many of today's computer parts invoicing systems. If your current parts invoice looks like one of...

    $25.99
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  • Time Clock Cards AA-292-VI
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    Time Clock Cards AA-292-VI

    SKU: 863

    Time Clock Cards AA-292-VI are designed for continuous-feed time clock computer systems, not manual time clocks. Each 11-1/4"x8-1/2" buff card stock sheet holds 3 time cards across, separated by...

    $43.99
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  • Purchase Order Book - 3 Part/150
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    Purchase Order Book - 3 Part/150

    SKU: 637

    3-Part Parts Invoice for dealership parts departments. Detailed invoice with fields for parts, list, net and amount. Part 2 is extra-perforated and excludes price and amount from the customer copy,...

    $25.99
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  • Autosoft Parts Postcards
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    Autosoft Parts Postcards

    SKU: PTSPC65WH1-250

    Autosoft Parts Postcards compatible with Autosoft DMS. Stock item, no custom imprint required. 8-1/2"x11", 65# white cardstock, printed single-sided in black ink only. 250 per pack. Subscribe and...

    $31.99
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Parts Forms and Books

A parts department runs on paper trails: what was ordered, what was issued to which department, what came back, and what the customer was charged. These are the forms that create those records, organised by the job each one does.

Special Parts Order Forms

Ordering a part the dealership does not stock, and tracking it until the customer collects it. The choice comes down to order size, part count, and whether your manufacturer expects a particular format.

  • SPO-4: 4-part snap-out carbonless with space for a customer message, and Part 4 doubles as a postcard mailer so the customer gets notified without a separate mailing
  • 115-4NC: 10 order lines per form, for larger orders such as body or engine parts, 4-part
  • SA-112-3: 3-part stubbed carbon interleave, also suited to large orders
  • GMPS-115-5: 5-part in a horizontal 7in x 5-7/8in format for GM and domestic dealers
  • TOY-115-5NC, also catalogued as form 117N: 5-part for Toyota dealers and anyone preferring a 5-part form

The two highest-volume formats are available custom imprinted with your dealership details, priced per form: 115-4NC and TOY-115-5NC. Browse all special parts order forms.

Purchase Order Books

All coil bound with a heavy stock cover that stops write-through onto the page beneath. The difference is POs per page: the 3-part book gives 4 POs per page at 2-3/4in x 7-1/2in, 200 POs per book, while the 3-Part/150 book gives 3 larger POs per page for orders needing more space. Both are 3-part carbonless in white, canary and pink. Custom imprinted versions are available of both books.

For fuel specifically, the fuel purchase order book is full 8-1/2in x 11in, 3-part carbonless, with the control copy staying in the book so the record never leaves your hands. See all purchase order books and fuel PO books.

Parts Invoices

The 3-part parts invoice has fields for parts, list, net and amount, and one detail worth knowing: Part 2 is extra-perforated so price and amount can be removed from the customer copy. That lets you hand a customer or another department a copy showing what was supplied without showing cost, which is exactly what internal transfers and warranty work need.

Laser part invoices are formatted for computer parts invoicing systems, and Autosoft parts invoices are pre-printed laser forms carrying your dealership details for Autosoft DMS. Standard production runs 2 to 3 business days with a rush option at 1 to 2. See all Autosoft forms, including Autosoft parts postcards for customer notification.

Requisitions and Returns

Parts leaving the counter for another department still need to be accounted for. The PR-8178-2 parts requisition form is 2-part carbonless providing control as parts are issued internally, which is what stops the shop from quietly absorbing inventory. Going the other way, the parts pick-up receipt is 3-part and tracks returned parts and credit requests, so a core or a wrong part has a record attached from the moment it comes back. See all parts requisition and invoice forms and credit memo books.

Time Cards

Check what your clock takes before ordering. TC-57 manual time cards are 3-1/2in x 10-1/2in on 125# manila, the tallest in the family for departments recording more detail per card. TC-1 manual time cards are the shorter 3-1/2in x 8-1/2in format.

AA-292-VI time clock cards are different: they are for continuous-feed time clock computer systems, not manual clocks, printed 3 cards across an 11-1/4in x 8-1/2in sheet. Ordering these for a manual punch clock is the common mistake here. See all parts department time cards.

Related Supplies

See auto body shop supplies, car service forms for the service side of the same jobs, and color-coded filing supplies for storing completed paperwork.

FAQ

Which special parts order form should we use?

Start with your franchise. GM and domestic dealers generally want GMPS-115-5; Toyota dealers want TOY-115-5NC. Otherwise choose by order size: 115-4NC or SA-112-3 for large multi-line orders, SPO-4 when you want the built-in postcard mailer to notify the customer.

Why does the number of parts matter?

Each copy goes to a different place: your file, the customer, the vendor, the accounting department. A 3-part form covers a simple order; a 5-part form suits a process with more hand-offs. Count who needs a copy in your workflow and buy the form that produces exactly that many.

How do I give a copy without showing the price?

Use the 3-part parts invoice. Part 2 is extra-perforated so price and amount tear away from the customer copy. That is the form for internal transfers, warranty work, and any situation where someone needs proof of what was supplied but not what it cost.

Which purchase order book?

The difference is how much room each PO gets. The standard 3-part book fits 4 POs per page and 200 per book, best for short orders at volume. The 3-Part/150 fits 3 larger POs per page for orders needing more detail. Both prevent write-through with a heavy cover.

Will these time cards fit our clock?

Check whether your clock is manual or a continuous-feed computer system first. TC-57 and TC-1 are manual cards differing in height. AA-292-VI cards are for continuous-feed computer systems and will not work in a manual punch clock, which is the mistake most often made here.

Is custom imprinting worth it?

For forms customers see, yes. Custom imprinted order forms carry your dealership name and contact details, so a customer waiting on a special order has your number in front of them. They are priced per form, so cost per unit falls with quantity. Internal-only forms rarely justify it.