PartsEye Timelines for DMS Integrations

KB Article #8233

There are two possible timelines for PartsEye DMS integration:

• Manual DMS Integrations
• Automatic DMS Integrations

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Click an option below to learn more:

• This timeline describes the PartsEye process from the perspective of a dealer who uses a manual PartsEye DMS integration (i.e., the dealer must complete a manual action to “send a file” and “enter an order”).

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  Step 1: Sending an Inventory File to PartsEye

  • You must send a file to PartsEye prior to your scheduled stock order time each day.
  • You can view Your current stock order schedule towards the bottom of the Stock Order tab on the PartsEye website.
    
  • You can see the date and time that PartsEye last received inventory data for your dealership in the top right corner of the Stock Order tab on the PartsEye website.
    
  • For a stock order to be successfully generated:
    • Your inventory data must be less than 24 hours old.
    • PartsEye cannot reuse the same data used to generate your last order.
    • The parts from your last order should be “on-order” in your DMS.

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  Step 2: Submitting the Order

  • As long as we have received your inventory data beforehand, your stock order will be posted to the PartsEye website on your scheduled days and time.
  • If you wish to generate an order before or after your scheduled days and time, click Generate Suggested Stock Order on the Stock Order tab of the PartsEye site.
    
  • Be sure to use a unique reference number. Many manufacturers will reject duplicates, which can delay the processing of your order.

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  Step 3: Entering the Order

  • Once you have submitted your order on the PartsEye site, you must enter the order into your DMS as an open order.
  • Enter your order as soon as possible (i.e., the same day the order is placed and before the next time you send an inventory file to PartsEye).
  • It is important to enter your orders in a timely manner so that your next inventory file will reflect the on-order quantities and PartsEye can calculate your next order accurately.

• This timeline describes the PartsEye process from the perspective of a dealer who uses an automatic PartsEye DMS integration (i.e., inventory data is sent to PartsEye automatically, and orders are entered into the DMS automatically, without any intervention from the dealer).

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  Step 1: PartsEye Receives Inventory Data

  • PartsEye must receive your inventory data prior to your scheduled stock order time each day. This happens automatically.
    • If there is ever an issue with us receiving your inventory data, we will inform you as soon as possible.
      Note: The time we receive data varies by DMS integration. Possible options are as follows:
      • As needed (on demand)
      • 30 minutes prior to your stock order time
      • At a set time each day (determined between you and your DMS provider)
      • Overnight
  • You can view Your current stock order schedule towards the bottom of the Stock Order tab on the PartsEye website.
    
  • You can see the date and time that PartsEye last received inventory data for your dealership in the top right corner of the Stock Order tab on the PartsEye website.
    
  • For a stock order to be successfully generated:
  • Your inventory data must be less than 24 hours old.
  • PartsEye cannot reuse the same data used to generate your last order.
  • The parts from your last order should be “on-order” in your DMS.

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  Step 2: Submitting the Order

  • As long as we have received your inventory data beforehand, your stock order will be posted to the PartsEye website on your scheduled days and time.
  • If you wish to generate an order before or after your scheduled days and time, click Generate Suggested Stock Order on the Stock Order tab of the PartsEye site.
    Note: Not all PartsEye DMS integrations allow on-demand inventory updates, which will also determine whether or not your stock order can be generated on demand.
    
  • Be sure to use a unique reference number. Many manufacturers will reject duplicates, which can delay the processing of your order.

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  Step 3: Entering the Order

  • Once you have submitted your order on the PartsEye site, the order will be automatically entered into your DMS as an open order.
    Note: The timing of the order entry process varies by DMS integration. Some systems will enter the order immediately, while others may take 15 to 30 minutes or enter the order overnight.
  • It is important that your orders are entered prior to the next time we receive your inventory data, so that we can see the on-order quantities, and PartsEye can calculate your next order accurately.
    Note: If you don’t see a PartsEye order entered into your DMS as expected, please reach out to PartsEye Support for assistance.

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Contact Us

Phone: [phone] Opt. 3 (Inventory), then select the next appropriate option.

Support Email: [e-mail]

Planners Email: [e-mail]

For further assistance regarding any of the following topics, reach out to PartsEye Support.

• Sending an inventory file
• Entering an order into your DMS
• Submitted order is not displayed on OEM site
• Stock order is not displayed on Stock Order tab when expected
• PartsEye site is not displaying accurate quantities for your parts
• You need PartsEye software installed on another PC

For further assistance regarding any of the following topics, reach out to PartsEye Planners.

• PartsEye stocking questions
• Assistance with the override list
• Net Utilization and the Smart Gauge
• Reviewing the PartsEye Performance Report
• PartsEye training
• Returns