The purpose of part codes is to help users quickly understand:
-
Where the money went
-
Whether action is required
-
When an invoice is safe to pay
The AP Hub is designed to be exception-driven, and part codes are what make that possible.
Part Code Color Meanings:
🟢 Green — Accounted For (Done)
Green codes indicate the invoice is fully accounted for and requires no further action.
🟡 Yellow — Bought for RO not Sold
Yellow codes signal a potential issue that should be reviewed before payment.
This means parts were purchased for a Repair Order but were not:
-
Sold to the customer, or
-
Credited back by the vendor
🔴 Red — Uncategorized Spend
Red codes indicate WickedFile cannot determine where the money went. The invoice's PO Number is not tied to an RO Number in your SMS (with at least 1 part listed on an approved job).
The AP Hub Workflow:
The intended workflow is:
-
Ignore green invoices
-
Review yellow-coded invoices
-
Review red-coded invoices
This dramatically reduces time spent in AP while increasing accuracy.
When a user updates or confirms a part code, they are placing the invoice into its final state. Matching is not the goal. Coding the parts code is the goal.
The end goal is confidence in where the money went — not perfect data alignment.
Why Part Codes Matter?
Part codes:
-
Reduce AP noise and manual review
-
Surface real financial risk quickly
-
Enforce discipline before payment
-
Prevent missed parts, credits, and profit leaks
-
Make month-end close faster and more predictable
They turn AP from a reactive, statement-driven scramble into a controlled, daily workflow.