Understanding Parts, Service, and Capital Orders

Every order in the ARMOR Order Management System must be classified as one of three types: Part, Service, or Capital. This classification determines which vendor contact receives the notification email and helps organize order tracking. Choosing the correct order type ensures your requests reach the appropriate department within your vendor organization and maintains clear categorization for reporting and analysis.

This article explains each order type in detail, provides guidance on selecting the appropriate type for common scenarios, and clarifies how order types interact with vendor contacts and automation rules.

Overview of Order Types

The three order types represent fundamentally different purchasing categories:

Order Type	Purpose	Vendor Contact	Typical Cost Range	Common Examples
Part	Replacement components, consumables, spare parts	Parts Contact Email	$10 - $5,000	Hard drives, toner, brake pads, filters, batteries
Service	Labor, maintenance, repairs, professional services	Service Contact Email	$50 - $10,000+	Inspections, preventive maintenance, repairs, calibration
Capital	New equipment purchases, major asset acquisitions	Capital Contact Email	$5,000+	New servers, vehicles, machinery, equipment upgrades

While cost ranges provide general guidance, the primary distinction is what you're requesting rather than how much it costs. A $200 service call should be classified as Service, while a $10,000 server should be Capital.

Part Orders: Components and Consumables

Part orders request physical components, replacement parts, or consumables for existing assets. These orders typically involve:

• Replacement parts for broken or worn components
• Consumables that need regular replenishment
• Spare parts for inventory or preventive replacement
• Accessories or add-ons for existing equipment

When to Use Part Orders

Choose Part when you need physical items for an existing asset.

Common scenarios:

• Server hard drive failed → Order replacement drive
• Printer running low on toner → Order toner cartridges
• Vehicle needs new brake pads → Order brake pad set
• HVAC filter needs replacement → Order filter
• Battery backup unit needs new battery → Order battery pack
• Computer needs memory upgrade → Order RAM modules

Part Order Details

When creating a part order, you typically include:

• Part Number: Manufacturer or vendor part number (if known)
• Quantity: How many units needed (specified in notes)
• Asset Context: Which asset the part is for (automatically included)
• Notes: Additional specifications, urgency, installation requirements

Example Part Order:

Asset: Server - DataCenter-Rack12-U24
Order Type: Part
Part Number: WD4003FZEX
Notes: Need 2x 4TB hard drives for RAID array rebuild. High priority - array degraded.

Vendor Routing for Part Orders

When you create a part order, the system:

1. Matches the asset's tags against configured automation rules
2. Finds the matching rule's assignment for the part order type
3. Sends notification to the vendor's Parts Contact Email

If a vendor doesn't have a Parts Contact Email configured, part orders cannot be routed to that vendor automatically. You'll need to either:

• Add a Parts Contact Email to the vendor configuration
• Manually assign a different vendor that has parts support
• Create the order as a Service order if the vendor will provide both parts and installation

Service Orders: Labor and Professional Services

Service orders request labor, maintenance work, repairs, or professional services performed on existing assets. These orders involve technician time rather than physical products.

• Scheduled maintenance per manufacturer recommendations
• Repair work to fix broken or malfunctioning equipment
• Inspections for compliance or condition assessment
• Calibration to maintain accuracy and performance
• Installation services for parts or upgrades
• Consulting or professional services related to the asset

When to Use Service Orders

Choose Service when you need someone to work on or inspect an asset.

Common scenarios:

• Server showing hardware errors → Request diagnostic and repair
• Vehicle due for preventive maintenance → Request oil change and inspection
• HVAC system not cooling properly → Request repair visit
• Forklift annual certification due → Request inspection and certification
• Network switch needs firmware update → Request technician visit
• Lab equipment needs calibration → Request calibration service

Service Order Details

When creating a service order, you typically include:

• Problem Description: What's wrong or what work is needed
• Urgency: How quickly service is needed
• Symptoms: Error messages, unusual behavior, performance issues
• Scheduling Preferences: Preferred times or date ranges
• Access Requirements: Special access, shutdowns, safety considerations

Example Service Order:

Asset: Forklift - Warehouse-FL-003
Order Type: Service
Notes: Annual inspection and certification due by Dec 15. Hydraulic leak noticed near lift cylinder - may need seal replacement during service. Available for service Mon-Wed 6am-8am before shift starts.

Vendor Routing for Service Orders

When you create a service order, the system:

1. Matches the asset's tags against configured automation rules
2. Finds the matching rule's assignment for the service order type
3. Sends notification to the vendor's Service Contact Email

If a vendor doesn't have a Service Contact Email configured, service orders cannot be routed to that vendor automatically.

Auto-Maintenance Mode

Service orders often benefit from the Auto-Maintenance flag on rule assignments. When enabled, creating a service order automatically sets the asset to maintenance mode, which:

• Signals the asset is temporarily out of service
• Removes the asset from availability reports
• Prevents accidental assignment to new tasks

After the service work is complete, admins manually remove the asset from maintenance mode.

Capital Orders: New Equipment and Major Purchases

Capital orders request new equipment, major asset purchases, or significant upgrades that constitute new capital assets. These orders typically involve:

• New equipment purchases not replacing existing assets
• Major upgrades that transform or significantly enhance assets
• Fleet additions or capacity expansions
• Technology refresh for end-of-life equipment

When to Use Capital Orders

Choose Capital when you're acquiring new equipment or making major asset investments.

Common scenarios:

• Datacenter expansion → Request new server hardware
• Fleet growth → Request additional vehicle purchase
• Production capacity increase → Request new manufacturing equipment
• Technology refresh → Request replacement of end-of-life equipment
• New location opening → Request equipment for new facility
• Compliance requirement → Request specialized equipment for new regulations

Capital Order Details

When creating a capital order, you typically include:

• Equipment Specifications: Model numbers, configurations, features required
• Justification: Business reason for the purchase
• Budget Information: Approved budget range or purchase order number
• Delivery Requirements: Timeline, delivery location, installation needs
• Approval Status: Whether purchase has been approved by management

Example Capital Order:

Asset: DataCenter - Building-A
Order Type: Capital
Notes: Request quote for Dell PowerEdge R750 server, 2x Xeon Gold 6338 CPUs, 512GB RAM, 8x 1.92TB NVMe SSDs, dual 10GbE NICs. Budget approved $25K. Needed for Q1 capacity expansion. Requires rack mounting and cabling service.

Vendor Routing for Capital Orders

When you create a capital order, the system:

1. Matches the asset's tags against configured automation rules
2. Finds the matching rule's assignment for the capital order type
3. Sends notification to the vendor's Capital Contact Email

Capital contacts often differ from parts or service contacts because:

• Major purchases involve different departments (purchasing, sales, account management)
• Capital equipment requires quotes, proposals, and approval workflows
• Vendors may have specialized teams for new equipment vs. parts/service

Capital vs. Part: When Equipment Replaces Broken Assets

A common question: "If I'm replacing a broken server, is that a part order or capital order?"

The distinction depends on your organization's capitalization threshold and whether the replacement is:

• Part Order: Replacing components within an existing asset (hard drive, power supply, RAM)
• Capital Order: Replacing the entire asset with new equipment (whole server, whole vehicle)

If you're replacing a complete asset that was individually tracked and valued, use Capital. If you're replacing components within that asset, use Part.

Choosing the Right Order Type: Decision Framework

When in doubt, use this decision tree:

1. Are you requesting a new complete asset (not replacing a component)?
   • Yes → Capital
   • No → Continue to #2
2. Are you requesting someone to do work (labor, repair, inspection)?
   • Yes → Service
   • No → Continue to #3
3. Are you requesting physical parts or components?
   • Yes → Part
   • No → Re-evaluate - orders must request parts, service, or new equipment

Combination Scenarios

Some situations involve multiple order types. Here's how to handle them:

Scenario	Recommended Approach	Reasoning
Need part + installation	Create Service order, specify part needed in notes	Service contact will coordinate parts and labor together
New equipment + installation	Create Capital order, specify installation in notes	Capital contact will provide complete solution
Multiple parts needed	Create single Part order with all items in notes	Avoid duplicate orders; consolidate requests
Regular maintenance + incidental part	Create Service order, note potential part need	Technician will assess and source part if needed
Emergency repair + parts	Create Service order, mark urgent	Emergency service contact will coordinate everything

How Order Types Interact with Vendors

Vendors configure up to three separate contact emails for each order type. This allows vendors to route requests to specialized departments:

Example Vendor Configuration

Vendor: TechServ Solutions

• Parts Contact: parts@techserv.com (Parts Department)
• Service Contact: dispatch@techserv.com (Service Dispatch)
• Capital Contact: sales@techserv.com (Account Manager)

When you create orders for assets matched to TechServ Solutions:

• Part orders → Email sent to parts@techserv.com
• Service orders → Email sent to dispatch@techserv.com
• Capital orders → Email sent to sales@techserv.com

Vendors with Partial Support

Some vendors only provide certain order types. For example:

Vendor: QuickParts Supplier

• Parts Contact: orders@quickparts.com
• Service Contact: (not configured)
• Capital Contact: (not configured)

This vendor can only receive part orders. If you create a service or capital order for an asset matched to QuickParts Supplier, the system will skip this vendor during resolution and look for alternative vendors (if configured with lower priority).

Order Type Best Practices

Consistency Across Your Organization

Establish clear guidelines for your team on how to classify orders:

• Document Examples: Provide concrete examples of parts vs. service scenarios
• Cost Thresholds: Define when "replacement" becomes "capital" based on your accounting policies
• Vendor Coordination: Understand which vendors provide which services and configure accordingly
• Training: Ensure users understand the implications of each order type choice

When to Override Automatic Vendor Assignment

The automation system selects vendors based on asset tags and order type. However, you may need to manually override the vendor when:

• Warranty Coverage: Specific vendor required for warranty service
• Specialized Equipment: Only certain vendors certified for the work
• Relationship Management: Strategic vendor partnerships requiring specific routing
• Cost Considerations: Alternative vendor offers better pricing for specific requests

Manual vendor override is supported during order creation—simply select a different vendor before submitting the order.

Reporting and Analytics Implications

Accurate order type selection improves reporting and analysis:

• Spending Analysis: Track parts vs. service vs. capital spending separately
• Vendor Performance: Evaluate vendor responsiveness by order type
• Asset Maintenance Costs: Calculate total cost of ownership including parts and service
• Budget Planning: Forecast future needs based on historical order type patterns

Common Questions

What if I choose the wrong order type?

If you realize you selected the wrong order type after creation but before sending:

• Cancel the existing order
• Create a new order with the correct type

If the order has already been sent to the vendor:

• Contact the vendor directly to clarify
• Create a new order with the correct type if needed
• Document the situation in order notes

Can I change order type after creation?

No. Order type is set at creation and cannot be changed. This is because order type determines:

• Which vendor contact receives the notification
• Which rule assignment applies
• How the order is categorized in reporting

Changing order type after creation would invalidate vendor routing and reporting accuracy.

What if my vendor uses the same contact for all order types?

You can enter the same email address for multiple or all order type contacts. The vendor will receive all orders at that address, and the order type will be clearly indicated in the email notification so they can route it appropriately on their end.

What happens if no vendor contact is configured for my order type?

If the matched vendor doesn't have a contact email for your selected order type:

• The order is created but cannot be automatically sent
• You'll need to manually select a different vendor that supports the order type
• Or update the vendor configuration to add the missing contact

Real-World Examples

Example 1: Server Hard Drive Failure

Situation: Production server showing hard drive errors

Order Type: Part (if you just need the drive) or Service (if you need installation)

Reasoning: If you have internal IT staff who can install, order the part. If you need vendor technician to install, order service and note the part requirement.

Example 2: Vehicle Preventive Maintenance

Situation: Fleet vehicle due for 30K mile service

Order Type: Service

Reasoning: Requesting labor for maintenance work. Parts (oil, filters) are incidental to the service work.

Example 3: Datacenter Expansion

Situation: Need 10 new servers for capacity expansion

Order Type: Capital

Reasoning: New equipment acquisition, not replacing existing assets.

Example 4: Printer Toner

Situation: Office printer needs toner replacement

Order Type: Part

Reasoning: Requesting physical consumable item, no labor involved.

Example 5: HVAC Annual Inspection

Situation: Building HVAC system needs compliance inspection

Order Type: Service

Reasoning: Requesting technician time for inspection work.

Next Steps

Now that you understand the three order types, explore these related articles:

• Order Permissions & Roles - Who can create different order types
• Placing Orders From the Web Portal - Step-by-step order creation instructions
• How to Create a Vendor - Configuring vendor contacts for each order type
• What Are Order Automation Rules? - How order type affects vendor routing

Selecting the appropriate order type ensures your requests reach the right vendor contact and maintains organized, accurate order tracking across your organization.