Why are Some Parts Missing from my Estimate?

Overview

A common issue during day-to-day use — and especially when transitioning from a previous ordering workflow to PartBay — is that a file appears in EMS Activity but does not show up in the Dashboard. In most cases, this is expected behavior with a straightforward fix. This article walks through the most common causes and how to resolve them.

Scenario 1: The File Shows in Activity but Not in the Dashboard

If you see a file in EMS Activity but it hasn't appeared on the Dashboard yet, check the following:

The file hasn't been submitted to the marketplaces yet

Files that arrive in EMS Activity start as Pending. They won't appear on the Dashboard until you send them to the marketplaces. Once submitted, the file typically appears on the Dashboard within 10–20 seconds, depending on volume.

What to do: Open the file in the Activity view and submit it to the marketplaces. Then check the Dashboard after a few moments.

The file was already quoted directly in the marketplace

When this happens, you should finish out that order without PartBay. Please note that this is the reason it's so important to not use the marketplaces ahead of PartBay.

Scenario 2: The File Shows on the Dashboard with No Parts

If the file makes it to the Dashboard but shows zero parts, there are two common reasons:

All parts are duplicates

Every part you submitted has already been quoted or ordered through the marketplaces. PartBay and the marketplaces will not pick up all duplicate lines, so they are excluded automatically.

The file was already quoted directly in the marketplace

If someone manually quoted the file in the marketplace (e.g., PartsTrader) before PartBay processed it, the parts will not carry over to the Dashboard because they've already been handled.

Scenario 3: Individual Parts Are Missing from the Dashboard

If most parts came through but one or more specific lines are missing, the fix is to delete and re-add the part in your estimating system.

What to do:

1. Open the estimate in your estimating system (CCC or Mitchell)

2. Delete the line for the missing part

3. Re-add the same part to the estimate

4. Export the updated estimate back to PartBay

5. In EMS Activity, send the file to the marketplaces again

The part should now appear on the Dashboard.

Why This Happens During Transition

This issue is especially common when shops are transitioning from a previous ordering workflow to PartBay. Older files may contain parts that were previously sent to the marketplaces but were never quoted or ordered. The marketplaces treat those lines as already handled, so they won't come through again automatically.

Deleting and re-adding the part in your estimate resets it in the marketplace's system, allowing PartBay to pick it up cleanly.