Use GSF Car Parts in the MotoDesk quote workflow

1. Enable GSF and understand Test Mode

An authorised owner or administrator configures the integration through the existing protected Integrations area. The Parts GSF tab and Quote GSF picker appear only when the server reports the connection as enabled.

Test Mode is visibly labelled. Use only the approved test connection and test data while validating a workspace. The screen never displays the supplier secret, and staff should not paste credentials into notes, selections or support messages.

2. Find a vehicle by registration

GSF vehicle information is reference-only. It never silently creates a vehicle or overwrites the registration, make, model or other data on an existing MotoDesk vehicle.

1. Open Parts, choose GSF and enter the registration, or choose an existing MotoDesk vehicle.
2. Select Verify vehicle. MotoDesk sends the bounded lookup through its server-side integration and shows the returned reference vehicle and components.
3. Check the make and model before searching. If the reference is wrong, stop and correct the registration rather than forcing a fitment.

3. Search components, catalogue results and SKUs

After verification, search the complete returned component list and choose the relevant component, or enter a supported catalogue term. Search fitment returns provider results for review. The result filter helps narrow a larger response by description or SKU.

Use Check SKU when a supplier SKU is already known. Multiple comma-separated SKUs can be checked together. A catalogue result is still only a provider result: confirm its identity and fitment before adding it to the selection.

4. Understand GSF commercial information

MotoDesk displays provider commercial fields separately from the Customer Sell Price. Unless the provider contract has independently established their meaning, customerPrice, guidePrice, retailPrice, surcharge, taxRate, availability and stock remain reference information.

Customer Sell Price is the workshop-controlled amount used on the quote. MotoDesk does not silently choose a provider reference price as the selling price and does not add a surcharge to the quote unless the user intentionally prices the line that way.

5. Build Selected GSF Parts

The selection is a temporary, signed-in user and workshop-scoped draft. An exact duplicate provider product and fitment replaces the earlier row deterministically; different SKUs remain separate even when their descriptions match. The safe draft can survive refresh for a limited period, contains no supplier credentials or session identifiers, and expires automatically.

1. Set the quantity and Customer Sell Price on a catalogue result.
2. Select Add to Selection. Repeat for each required SKU.
3. Review product count, unit count, quantities and net customer value in Selected GSF Parts.
4. Change a quantity or sell price, or remove a product, before continuing.

6. Create a Quote from GSF

The temporary selection is cleared only after successful Quote creation. If the Quote request fails, the user can correct the issue and retry without repeating the supplier search.

1. Select Continue to Quote. MotoDesk opens the existing New Quote form with all selected GSF products already present.
2. If one existing MotoDesk vehicle safely matches the verified vehicle ID or registration, it is preselected. Otherwise the registration is carried into the existing vehicle search/create workflow for the user to resolve.
3. Select or create the customer using the normal Quote controls, then add labour, manual lines or ordinary MotoDesk inventory items as required.
4. Review descriptions, quantities, Customer Sell Prices, VAT and totals, then create the Quote.

7. Add GSF products from within New Quote

A user who starts in Finance can use the GSF picker inside New Quote and select Add to Quote. This creates the same safe external line and provenance fields as the Parts-to-Quote route. The two entry points do not use different pricing, VAT or inventory rules.

8. GSF products on Jobs and Invoices

After normal customer acceptance, Quote-to-Job conversion carries the quoted description, quantity, sell price, VAT treatment and supported GSF provenance into the Job. GSF lines remain external-only and do not consume local stock.

The supported accepted Quote can continue to Invoice, and the direct GSF Quote-to-Invoice route remains available where the existing workflow permits it. Customer-facing quote and invoice output shows the customer line, quantity, selling price and VAT; it does not expose supplier costs, provider reference prices, availability, stock or internal integration metadata.

9. Register a GSF product in MotoDesk Parts

Register in MotoDesk Parts is an explicit separate action for a workshop that wants a reusable local Parts record. It is not required for quoting a GSF product.

A registered GSF product starts with local stock of zero. Provider availability is not copied into local stock, unknown supplier cost stays unknown, and the provider identity remains attached under the existing conflict protections.

10. VAT, supplier cost and margin limitations

The Quote calculates customer VAT from the line's MotoDesk VAT rate and Customer Sell Price. Provider taxRate remains reference data and does not silently replace the customer VAT treatment.

Margin must not be inferred when supplier cost is unknown or when the provider field semantics are unconfirmed. A genuine known zero can remain zero, but missing cost is preserved as unknown rather than being forced to 0.00.

11. Troubleshooting and security

MotoDesk routes GSF requests through the authenticated backend, applies the current workshop boundary and returns bounded safe fields. The browser draft is scoped to the current user and workshop, contains proposal/reference data only, and never contains the GSF secret, access token, provider session or authorisation header.