Special Parts Order Forms

Special Parts Order Forms

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A special order is a part you do not stock, ordered for one customer, that has to be tracked from the counter through the vendor and back. Special parts order forms exist because that process spans days or weeks and several people, and a note on a pad will not survive it.

Franchise decides it first. GMPS-115-5 is the GM and domestic format, horizontal and 5 part; TOY-115-5NC, also catalogued as form 117N, is the Toyota format and the choice for anyone who simply wants 5 parts. Where no format is specified, choose by order size: 115-4NC gives 10 order lines so a multi part body or engine job stays on one form rather than three numbers to track, and SA-112-3 covers the same ground in 3 part carbon interleave rather than carbonless.

The one worth knowing about is SPO-4. Its fourth part is extra perforated and works as a postcard mailer, so the "your part is in" notification is written at the same moment as the order and is ready to post when the part lands, instead of being a task someone has to remember at the end of a busy day. Three formats are available custom imprinted, priced per form, and SPO-4 is the strongest case for it since that postcard reaches the customer's mailbox carrying your name.

Special Parts Order Forms

A special order is a part you do not stock, ordered for a specific customer, that has to be tracked from the counter through the vendor and back again. These forms exist because that process spans days or weeks and several people, and a note on a pad will not survive it.

Start With Your Franchise

Two forms in this range follow manufacturer formats, and if yours is one of them the decision is already made.

GMPS-115-5 is the GM and domestic format: 5-part snap-out carbonless in white, canary, pink, goldenrod and white tag, in a horizontal 7in x 5-7/8in layout. TOY-115-5NC, also catalogued as form 117N, is the Toyota format, 5-part snap-out carbonless, and also used by dealerships that simply prefer a 5-part form regardless of franchise.

Choosing by Order Size

115-4NC gives 10 order lines per form, 4-part snap-out carbonless, for larger orders such as body panels or engine components where a single-line form would need several copies for one job.

SA-112-3 also handles large orders and is the one structural exception in this range: 3-part stubbed carbon interleave rather than carbonless. The carbon sits between the sheets instead of being coated on them, which some departments prefer for legibility through multiple copies. Sold in packs of 100.

The Customer Notification Format

SPO-4 is 4-part snap-out carbonless in white, canary, pink and manila tag, with space for a customer message and an extra-perforated Part 4 that works as a postcard mailer. That means the "your part is in" notification is already part of the form, addressed and ready to post, rather than a separate task someone has to remember at the end of a busy day.

Custom Imprinted

Three formats are available imprinted with your dealership details and up to 4 lines of custom text, priced per form rather than per pack: SPO-4, 115-4NC, and TOY-115-5NC. Worth it on any form a customer keeps, and especially on SPO-4, where Part 4 goes through the mail carrying your name.

Choosing

  • GM or domestic franchise: GMPS-115-5
  • Toyota, or you want 5 parts: TOY-115-5NC
  • Multi-line orders: 115-4NC with 10 lines
  • You want customer notification built in: SPO-4
  • You prefer carbon interleave: SA-112-3

Related Parts Forms

See purchase order books for vendor purchasing, parts requisition and invoice forms for parts issued internally, credit memo books for returns, fuel PO books, and parts department time cards. Browse all parts forms and books.

FAQ

Which form does my franchise use?

GM and domestic dealers generally use GMPS-115-5. Toyota dealers use TOY-115-5NC, also listed as form 117N. If your manufacturer does not specify a format, choose by order size and how you notify customers instead.

How many parts do I need?

Count the destinations: your file, the vendor, accounting, the customer, and the parts bin the item goes into when it arrives. A 3-part form suits a simple process, 4-part is the common choice, and 5-part suits departments with more hand-offs or a manufacturer requirement.

What is the postcard mailer on the SPO-4?

Part 4 of the SPO-4 is extra-perforated and doubles as a postcard. When the part arrives, that section detaches and goes in the mail as the customer notification, so there is no separate card to write or letter to compose. The notification exists from the moment the order is written.

Carbonless or carbon interleave?

Most forms here are carbonless, where the coating is on the paper itself. SA-112-3 uses stubbed carbon interleave, with carbon sheets between the copies. Carbonless is cleaner to handle; carbon interleave gives some departments better legibility through the lower copies. If you have no preference, carbonless is the simpler choice.

How many order lines do I need?

If a single job regularly needs several parts, the 115-4NC with 10 lines keeps one job on one form. Body and engine work in particular tends to run long. Splitting a single job across three forms means three numbers to track and three chances for one to go missing.

Is custom imprinting worth it here?

More than on internal forms, because the customer keeps a copy while they wait for a part that may take weeks. Custom SPO-4 is the strongest case: the postcard that reaches their mailbox carries your name and number. Custom forms are priced per form, so unit cost falls with quantity.