Frequently asked questions about parts |
The following are common questions about parts. Scan this list before you call Technical Support—you might save yourself a phone call!
Common Questions
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I am sure that I deleted a part. Why does it still appear in my database?
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What is parts tracking and which screen do I use to set it up?
I am sure that I deleted a part. Why does it still appear in my database?
There are two tables in the software that maintain the part information. One table (PTS_main) maintains the part primary information; the other table (PLU_main) contains the part location information. If you specify a location when you delete a part, the software deletes only the part from that part location record. See online help on the Data -> Parts Items -> Primary Information screen for more information.
How do I use the system to take a physical inventory?
You can use two different methods to take physical inventory:
Non-bar code users
Step 1. Perform a physical count of the inventory. You can print the Inventory Taking List report (PR:PTS-INV TAKING LIST-CEN or PR:PTS-INV TAKING LIST-LOC) to use as a reference. (You can use the Reports list box on the standard toolbar to print the report.)
Step 2. Write down the physical counts of the parts in the Count column on the report.
Step 3. Use the Data -> Parts Activity -> Inventory Counts screen to record the on-hand quantities of the parts.
a. Search for the correct record using the Search button.
b. Click Edit, type in the new count for each part, and click Save.
c. Repeat steps a and b until all locations and bin ranges have been updated.
Step 4. Run the Inventory Analysis report (PR:PTS-INV ANALYSIS-CEN or PR:PTS-INV ANALYSIS-LOC) and compare it to the actual physical count to make sure there are no typing errors.
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Note: If you have access to the Inventory Analysis report, it displays in the Reports list on the standard toolbar.
Step 5. Resolve all differences between the physical count and the printed report. To do this, either recount the parts that differ or use the Data -> Parts Activity -> Adjustments screen to adjust the inventory accordingly. (Alternatively, you can use the Adjust inventory to counts for all items at this location ID for part counts on or after __/__/__ field on the Data -> Parts Activity -> Inventory Counts screen to automatically adjust on-hand quantities to match the last inventory count.)
Step 6. Repeat step 5 for all parts locations.
Bar code users with hand-held devices (optional Bar Code module must be installed)
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Note: The optional Bar Code module, Mobile Software, must be installed. Refer to the related documentation.
Step 1. Set the hand-held device to Inventory Taking mode. An inventory taking list will help you conduct the count.
Step 2. Scan the bin label and enter the physical counts into the device.
Step 3. Use the Data -> Parts Activity -> Inventory Counts screen to record the on-hand quantities of the parts.
Step 4. Run the Inventory Analysis report to determine the difference between the existing count and the new count. If you have access to this report, it displays in the Reports list in the standard toolbar.
Step 5. Resolve the differences between the physical counts and the computer counts that the report reflects. To do this, either recount the parts that differ or use the Data -> Parts Activity -> Adjustments screen to adjust the inventory accordingly. (Alternatively, you can use the Adjust inventory to counts for all items at this location ID for part counts on or after __/__/__ field on the Data -> Parts Activity -> Inventory Counts screen to automatically adjust on-hand quantities to match the last inventory count.)
How do I define (add) a part?
To add (define) a part:
Step 1. On the Data -> Parts Items -> Primary Information screen, insert a new data record for the part.
Step 2. On the Data -> Parts Items -> Location Information screen, specify the locations that stock the part.
Step 3. On the Data -> Parts Activity -> Adjustments screen, adjust the on-hand quantity and price.
To specify that a part is eligible to be reordered, see How do I increase the inventory of a part (order/receive).
How is data about single boxes of multiple parts handled?
The Purchase/Issue factor field on the Basic Info tab of the Data -> Purchasing -> Vendor/Part Information screen manages the bulk ordering of parts. If the factor is 12, every order quantity of one consists of twelve units of the part.
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Note: The cost for the quantity is spread equally over each unit. For example, if the value is $12.00 for a part with an issue factor of 12, the unit price is based on an average unit price of $1.00 (12 parts for $12 = $1 per part).
How is the price of an inventory part determined?
The Inventory pricing method field on the General tab of the Parts Items -> Setup -> Options screen specifies how the prices of parts in inventory are determined.
How can I determine the status of a part? and
What is parts tracking and which screen do I use to set it up?
If you have activated the parts tracking option, parts are identified by a part ID and a numeric suffix, the combination of which must be unique. The part ID identifies the part and the suffix identifies the part's state or status. You may characterize parts as serialized stock items, serialized components, having a core, rebuildable, or re-useable. The assigned suffix applies system-wide.
Parts tracking applies only to parts that are classified as warrantable, serialized, having a core, rebuildable, or re-useable. Consumables and parts without these classifications will have no status other than new, and may be assigned any suffix other than one of the special suffixes.
Parts tracking offers the following functionality:
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Identify rebuilt items going into stock (the item will keep the same part ID but have a different suffix)
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Maintain “stock” of cores and parts replaced under warranty
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Manage appropriate costing of rebuilt parts separately from newly purchased parts
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Distinguish between new, core, and rebuilds of the same interchangeable part
To activate parts tracking and specify which suffixes to use, go to the Part Status Tracking tab on the Data -> Parts Items -> Setup -> Options screen.
How does parts tracking affect daily activities and tasks?
Refer to the parts tracking processing information page for more information.
How can I track components and serialized parts?
Parts that are rebuildable but do not have a serial number can be tracked as:
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Repairable or Rebuildable-Fixed Price
Parts that are rebuildable and have a serial number can be tracked as:
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Repairable or Rebuildable-Fixed Price
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Serialized
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Note: These parts will have a serialized part record. They also may have a component record, depending on other parameters on the part record.
Parts that are rebuildable and have a serial number and position will be tracked as:
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Repairable or Rebuildable-Fixed Price
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Serialized
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Requires Positional info
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Note: These parts will have a serialized part record. They also may have a component record, depending on other parameters on the part record.
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See Also
Primary Information (Components)
Part Status Tracking tab (Options screen)