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Basic Info

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The Basic Info tab for parts items enables you to display and define identifying information about each part and to define the part's inventory.

• Tip: You can use the filter to restrict the information that displays to a specific part ID, part suffix, inventory month, keyword, stock status, product category, or part classification, among others. The list of searchable fields on the filter is extensive; use the scroll bar to view them all. If you specify a cross-reference part ID that cannot be found, the applicable part ID displays.

Detail View Header

The fields in the top section of this tab define the data that displays.

Part ID

Identifier of the part currently selected in the grid or that you are defining.

• Note:  If there is a check in the Enable automatic part numbering field on the Data -> Parts Items -> Setup -> Product Categories screen, the part ID is assigned automatically. Its characteristics, if any, are based on information entered in other fields on that screen.

The part ID may only consist of valid bar code characters. This field has a zoom button to the Data -> Parts Items -> Cross-references screen, which defines cross-references of part IDs. It also has a list box. The part description displays to the right of the ID. This field is required.

The combination of this part ID and the part suffix must be unique for each part.

• To delete a part and all its data from inventory, refer to how to delete a part from inventory.

• To delete a part from a specific location, use the Basic Info tab on the Data -> Parts Items -> Location Information screen.

• Note: You cannot delete a record that has part quantities to be reconciled.

Part suffix

Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID. The combination of this part suffix and the part ID must be unique for each part.

You can track parts by the manufacturer’s part number. The value in the Manage parts ordering and Economic Order Quantity (EOQ) values field on the General tab of the Setup -> Parts Items -> Options screen determines where you record manufacturer's part numbers:

• ENTERPRISE:  Purchasing Info tab on the Parts Items -> Location Information screen.

• BY LOCATION:  Purchasing Info tab on the Parts Items -> Location Information screen.

• CENTRALLY:   Purchasing Info tab on this (Primary Information) screen.

• Note: If part status tracking is active, part primary data created for new suffixes from existing suffixes carries over the template equipment ID from the source part primary record. The status tracking option is specified on the Part Status Tracking tab of the Data -> Parts Items -> Setup -> Options screen.

New part/location/inventory

If you are entering a new part, you can click the New part/location/inventory button to launch the Add New Part wizard. The wizard will walk you through specifying the required data for the Part Primary, Part Location, and Inventory Adjustment screens.

• Note: The wizard must be activated before it will launch. Refer to Add New Part Wizard for more information.

Detail View

Data in the fields on the bottom section of this tab define the basic information about the part. Unless otherwise indicated, these fields are required.

Keyword

Valid keyword for the part. It is a short (15-character) entry that describes or generally categorizes the part, such as FILTER. This field has a list box.

Keywords are defined on the Setup -> Parts Items -> Keywords screen.

Short description

Short description of the part, specific enough to identify it. Maximum field length is 120 characters. Also see the Long description field on the More Info tab.

Product category ID

Identifier of the product category to which the part ID belongs. This field has a list box. The category description displays to the right of the ID.

• Note: If there is an entry in the Default product category for new parts entered in Part Primary field on the General tab of the Data -> Parts Items -> Setup -> Options screen, this field populates automatically.

• Tip: If you are entering a new part through ordering and would like the product category to default to the one specified on the General tab of the Setup -> Purchasing -> Options screen, enter the order quantity before you enter either the product category or the part ID. The product category will default, and if it is set up for automatic part numbering, the part ID will also default. Automatic part numbering is specified on the Setup -> Parts Items -> Product Categories screen.

Product categories are defined on the Data -> Parts Items -> Setup -> Product Categories screen. You can specify that each vendor's purchase orders be separated by product category. The Manage parts ordering and Economic Order Quantity (EOQ) values field on the General tab of the Setup -> Parts Items -> Options screen determines which screen to use in order to do this.

• As was previously announced, the system will be discontinuing support for legacy purchasing setup options. 22.1 is the last version of the application where the ordering configuration can be set to CENTRALLY or BY LOCATION.

Upon upgrade, your system will notify you if it requires a conversion to the supported ENTERPRISE method of management. While the legacy configurations are still allowed for this version, those utilizing CENTRALLY or BY LOCATION must receive a temporary license key to gain access to the legacy purchasing methods.

• BY LOCATION or ENTERPRISE: Inventory- More Info tab of the Setup -> Organization Structure -> Locations -> Primary Information screen

• CENTRALLY: Purchase Orders tab of the Setup -> Purchasing -> Options screen

Part classification ID

Identifier of the part classification with which the part is associated. This field has a list box. The classification's description displays to the right of the ID. Part classifications are defined on the Data -> Parts Items -> Setup -> Part Classifications screen.

VMRS code

American Trucking Association (ATA) Vehicle Maintenance Reporting Standards (VMRS) code for the part. This field is optional.

If you insert or change a VMRS code and there is a check in the Automatic cross-references between Part IDs and VMRS codes field on the General tab of the Setup -> Parts Items -> Options screen, the system automatically constructs a cross-reference entry between the part ID/suffix and this VMRS code. To construct the cross-reference, the system creates or updates two entries on the Parts Cross-reference (RPT_MAIN) table: the part ID/suffix to VMRS code and the VMRS code to part ID/suffix.

• Note: You must buy VMRS codes and enter them into the system.

Tire

If this field has a check, the part is a tire. This field is informational only.

Core

If this field has a check, this is a core part. This field is for information only. You can use it in the Query/Report Generator to identify core parts. You can also use Web Modules Reporting, Microsoft Access, or any other reporting tool to create and run reports. See the related documentation for these products.

Controlled substance

If this field has a check, the part is a controlled substance or hazardous material.

Item is fabricated/rebuilt without a core

If this field has a check, the part is fabricated or rebuilt from scratch and does not have a core.

Kit type

Type of kit. This field has a list box:

• NONE: The part is not a kit.

• ASSEMBLED: The part is a kit that is physically assembled so that all the components that comprise a single kit are stocked together. Refer to assembled kits.

• UNASSEMBLED: The kit’s components are kept in inventory under their individual part numbers and are not physically stocked separately as kits. Refer to unassembled kits.

• Note: If a part is a component in a kit (either assembled or unassembled), you cannot change the kit type.

When you post charges to part ID/suffixes with either ASSEMBLED or UNASSEMBLED kit types, the system posts charges for all component parts of the kit. The components included in a kit are defined on the Kit Components tab.

• Note: If any of the components of an unassembled kit has a part classification ID that has a check in the Warrantable field on the Setup -> Parts Items -> Part Classifications screen, assign a part classification ID to the unassembled kit that is designated as WARRANTABLE.

Date and time added

Date and time the part ID was entered into the system. This field is display only.

Associated file

Path and file name

Path and file name of a file associated with the part. This is useful if you want to associate a procedures document, diagram, schematic, and so forth with the part. Maximum field length is 255 characters. This field has a file launch button . Be sure the size of the files you upload are small enough to not bog down the system, especially when using catalogs with many items with images.

Description

Description of the file associated with the part.

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See Also

Note to bar code users