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Ordering Shop Supplies Using a "Shop Aircraft"

This article explains how MROs can set up a "Shop Aircraft" within EBIS to allow users to request shop supplies and consumables without charging to a customer Work Order.

In EBIS, many shops need a streamlined way to request and stock consumables (like rags, gloves, lubricants, etc.) without tying those orders to customer aircraft or billing them to work orders.

A useful solution is to use a "Shop Aircraft" with a Purchase Order (P.O.) Stock Room Override. This workflow lets technicians request parts, allows the parts manager to order them via P.O., and then receive them directly into stock — all within the EBIS system.

 

Using the P/O Stock Room Override to Receive Purchase Order Items Directly to a Stock Room via a “Shop Aircraft”

When a P.O. Stock Room Override is set on an aircraft, any items ordered through a work order for that aircraft will default to the specified stock room during the receiving process. This eliminates extra steps when restocking frequently used consumables.

💡 The override ensures all received parts land in the correct location, even though they’re not tied to a billable customer order.

 

Creating a “Shop Aircraft”

  1. Go to the Aircraft Module > List View
  2. Click the + Add Aircraft button
  3. Fill out the required fields:
    1. Default City
    2. Meter Profile
    3. Registration Number: Use something like SHOP or SHOP-AIRCRAFT
    4. Primary Customer: Create a dummy customer such as Shop Stockroom or your internal company name
  4. Click Add and Go To to create the aircraft
  5. On the new aircraft, go to the Main Info tab, scroll to the Override section, and locate the P/O Stock Room dropdown
  6. Select the stock room where consumables should be received and click Save

 

Creating a “Shop Work Order” and Assigning a Shop Aircraft

  1. Go to the Work Order Module
  2. Create a new Work Order and assign the Shop Aircraft as the tail number
  3. Add a work order line item, and name it something like Shop Work Order for Consumables
  4. Optional: Use multiple line items to separate types of supply requests by category

This creates a centralized place where parts can be requested and managed before purchasing.

 

Requesting Parts and Consumables from the Shop Work Order

From the Shop Work Order:

  1. Open the relevant Work Order Line Item
  2. Click the + Add Part button in the top right
  3. Enter the Part Number and select the desired part from the list
  4. Set the Quantity Needed
  5. Under the Quantity Options dropdown, select Request Part Only
  6. Click Add and Close

📘 The part request now appears on the Outstanding Parts screen where a parts manager can take action.

 

Creating and Receiving a Purchase Order Linked Directly to a Stock Room

  1. From the Outstanding Parts screen, the parts manager can add the requested part(s) to a Purchase Order
  2. Issue the P.O. to the vendor
  3. When receiving the items, the default Stock Room will be auto-filled based on the P/O Stock Room Override set on the Shop Aircraft
  4. Receive the items — they will be stocked directly into the assigned stockroom with no manual reassignment needed

💡 This process keeps internal supply orders organized, traceable, and outside of customer billing workflows.

 

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Keywords: Shop Aircraft, Consumables Ordering, Stockroom Override, EBIS Internal Supplies, Purchase Order Receiving Audience: Parts Managers, Admins, Shop Technicians Article Type: Workflow How-To