Overview
The Parts Inventory form can be used to:
- Add, modify and inquire about parts, retrieve parts history information
- Identify warehouse and bin locations of parts, what vehicle models part can be used on and create custom notes for each part
- View the perpetual, vendor information, add, modify and delete vendors and vendor xref information.
- Tracks all the vendors the part was ever purchased from including lead time, latest purchase Order #, date & qty last received etc.
- View the entire life history of a part. Parts ordered via RQ & PO are reflected as well as parts issued out via Work Orders and more.
- Associate comments, attachments and links with items from this form
- Inventory parts are integrated into multiple modules within the system including Requisitions, Purchase Orders, Work Orders, Inspections etc.
Clicking on the line item, the user can also drill into an individual part to review it, make changes, update Vendor information, or add Notes.
Parts Inventory Form
Quick Filters
Quick Filters can be used to filter items. The Active, Inactive, Obsolete filters are based off of the Status field under the Basic Info tab.
Active (part status)
Inactive (part status)
Obsolete (part status)
On Order (quantity on order > 0)
Filter can be cleared by selecting the Clear Filter button or unselecting every filter.
Search
The user can search for a specific part in the Search field by entering its Part # or a description.
Sort on Columns
The user can sort all columns in Ascending or Descending order.
Viewing Partial Fields
Once filtered or searched simply click the + sign to the left of the part to display the Part Type (Stock vs Non-Stock) and the Unit of Measure of the part. Click the – to collapse the view.
Editing an Existing Part
When editing an existing part or creating a new part, the Save and Cancel buttons to the far right apply to all tabs. In order to save any modifications made to any of the fields within any tab the Save button must be selected to preserve the changes. Likewise, any changes made accidentally can be discarded by selecting Cancel.
Basic Info Tab
Part # - Part # of the item.
Description - Description of the part. The Description is a user-defined field that supports up to 30 characters.
Type - Stock or Non-stock, can be used for reporting, restocking, and Physical inventory purposes.
Status - Active, Inactive, Obsolete. Can be used for reporting, restocking, and Physical inventory purposes. To inactivate a part, select Inactive in this dropdown. The user can select Obsolete if part is still in inventory but not used.
Note: Before changing the Status of an item from Active to Inactive it is imperative to verify that no active transactions are still open which involve this item.
On Hand - This field is system generated and represents the item quantity currently ‘on-the-shelf’ available to pick for use.
On Order - This field represents the quantity that is currently on order with the Vendor via purchase orders.
Committed - This field is system generated and represents the number of units committed to Work Orders that have not been updated yet.
Available - This field is system generated and represents the number of units available based on the difference between Committed and On Hand.
Product Class Code - Product Class Code is a required 2-digit code setup in Misc. List codes within the Inventory module. GL accounts are tied to each product code for tracking and distributing inventory value and expense cost appropriately.
Unit of Measure - Unit Of Measure for the current item #. (EA (each), GL (gallon), PK (pack) etc.)
Min Stock - The lowest quantity that will be stocked for this item. This field will be utilized to determine additional purchases of an item through Auto-Reorder.
Max Stock - The highest quantity that will be stocked for this item. This field will be utilized to determine additional purchases of an item through Auto-Reorder.
Per Pack - The number of items that are in a pack and maintained in the inventory as such. For example, if widgets come packaged by the vendor as 10 widgets per pack, the Units Per Pack would be 10. This does not affect Qty on hand, or Available fields nor does this affect any cost fields. This is for information purposes only and inventory views each pack as one unit. It is recommended that UOM be PK for pack rather than EA for each in this case.
Last Count - This field is system generated and will display the quantity at the time of the last physical inventory count.
Average Cost - This field is system generated and will display the average cost of the item.
Current Value - This field is system generated and will display the current value of the item.
Hazardous - This checkbox is for items that are considered hazardous material. As a suggestion, the MSDS can be attached in the notes section and made available when needed.
Comment - The user can leave a comment or a general note in this section.
Extra Info Tab
The Extra Info tab is where users will find information pertaining to the part’s Warehouse/Bin, Vehicle Models, Substitute Item #’s and contract information.
Selecting the Add (Plus) button allows the user to add new warehouse/bin location. The Edit (Pencil) and Delete (Trash can) buttons allow the user to edit and delete information. Once the change is made, use the Save (Disc) button to save changes.
Warehouse - Warehouse in which the item will be located.
Bin Location - Bin Location in which the item will be located in the Warehouse.
Vehicle Model - If applicable, enter the Vehicle Model(s)
Substitute Item # - If there is an alternate item that can be used in place of the current item, enter this substitute item #. If this item has zero On Hand, a Substitute Item # may be available to minimize down time for that vehicle.
Preference - If there is more than one substitute item # for the item being set up, a preference number can be set to indicate which substitute item should be used first, second and so on.
Contract # - Contract #, can select but not edit.
Contract Vendor - Contract Vendor name, cannot edit.
End Date - Contract end date, cannot edit.
Contract Description - Contract description, cannot edit.
Vendor
The Vendor tab contains historical records of all vendors that have been used to purchase said part. These records are either automatically created by the procurement module or created manually here by users. The Edit and Delete buttons allow the user to edit or delete Vendor information. The user can also search for a vendor in the Search field. Each of the column headings allow for toggle sorting ascending and descending. The default page size for the Vendor page is 25 records.
The user can select the Add button to add a new Vendor record in the Add Vendor Part widow.
Vendor - The user can select a Vendor name from the dropdown list of available vendors.
Contract - The user can select a Contract # from the dropdown list of available contracts.
Bid Rank - The user can enter the bid rank #.
Vendor Part # - The user can enter the Vendor part #.
Vendor Part Description - The user can enter the Vendor part description.
Units of Measure - The user can select the Units of measure from the dropdown list of available units of measure.
Bid Item - The user can check this checkbox to indicate that this is a bid item.
Comment - The user can enter some notes pertaining to this vendor part.
When creating a new vendor record, all fields require entry with the exception of Bid Item. Not entering all required fields will result in a prompt in yellow indicating which fields still require entry.
If the user by chance enters the Vendor that has already been associated with this Part, the error message in red will warn the user about this.
If successful, the prompt message in green will appear.
To delete the Vendor part, select the Delete (Trash can) icon and then OK on the confirmation modal.
Perpetual
The Perpetual tab shows the historical records of the life of the part. Manually adding records is not possible. Records are created automatically by other features throughout the system such as PO creation, receiving and invoicing, work order issues, WO in-house rebuilds, inventory adjustments, physical inventory etc. The default page size for the Perpetual page is 25 records.
The Perpetual tab allows for selection of inquiry criteria from date range to types of transactions, to minimize or narrow your search for more specific information.
Enter the part number in the Part Number field. Select the From and To dates in the Date fields. If the Date fields are left blank all records will be selected. Click one or more check boxes to select the desired history records. Select the All Transactions checkbox to show all records. Once selections have been made click the Display Transactions button.
The records by default will sort in order by Tran Date descending regardless of Tran Description. Clicking on any column heading will revise the sort order to that column. Clicking the column heading again will toggle the sort to ascending. All column headings allow for this.
The user can also search for an item in the Search Ref. # and Asset # field by entering the Asset # or Ref # on the right side of the form. It allows for a more refined filter based on data found in the Ref # and Asset # columns. Ref # are usually Purchase Order numbers, Work Order numbers or Reference # entered via Inventory Adjustments. Asset # is a vehicle # or facilities asset #.
Selecting the Excel Export button allows the user to export the transaction grid to the Excel spreadsheet.
Notes
On the Notes tab the user can enter a note for this part. The notes can relate to multiple topics such as warranty, installation tips, reasons for purchasing from a particular vendor, first aid for hazardous items etc.
The Code dropdown may contain several options to select from. It may have such options as First Aid Procedures or Install. Attaching a photo or a diagram for visual reference is not currently supported but will be implemented in the future release. A hyperlink to additional information may also be added to the notes form. Codes appearing in the dropdown list can be added, modified or deleted by the user. See the next paragraph on how to do that.
The number badge on the Note indicates the number of notes that the part has.
To modify Notes Codes the user must go to the Misc Codes (IN) card in the ETMS to open the Modify/Add Misc List Codes form.
On the Modify/Add Misc List codes form, select Document Code from the Type dropdown. The codes list will appear. To add new record, begin entry on the record. To delete right mouse click on
next to the desired record.
Audit
The Audit tab will display the name of the last user that either created or made a change to the part's record including the date and the form where the change was made.
Renumbering
Upon selecting the Renumber button, the Part Renumber modal appears. The user can renumber the part by entering a new number and may select the New Label checkbox to generate a new label record. This option will not automatically create and/or print the new label. It just records the info in the DB for future processing. The user can then click OK to save.
Adding a New Part
Upon selecting the Add Part button, the Enter New Part Number modal opens. The user can enter a new part number consisting of alphanumeric characters; only the hyphen (-) is permitted as a special character. The user can click OK to move to the next step.
If by chance the user enters a duplicate part number, the warning message in Yellow will say that that part number is already in use.
Next, on the Create New Part modal, the user can enter the Description, Type, UOM, and the Product Class Code, and click Create.
Now, the user can go from tab to tab and fill out the necessary information and click Save when done. See more information on these tabs earlier in this article. When the new record is saved, it will appear on the grid and the system will report Part Number Validated in green if part number is accurate.
Dropdown List Fields
At this time revisions to the dropdown lists is done via legacy forms. The two methods include either via the green check mark options found in legacy Inventory Master card or via the Misc Codes card option (recommended).
Modifying Product Class Code List via legacy Inventory Master
Additions, deletions and modifications to the Product Class code will continue to be made via the legacy Inventory Master form. Click the green check mark next to the Product Class Code to open form. Do not delete codes that are still assigned to parts.
Modifying UOM via Misc Codes card
Navigate to Misc Codes (IN). Select UnitMeas from the Type dropdown. The codes list will appear. To add new record, begin entry on the record. Do not delete or modify codes if still assigned to parts.
Transit Assets > Parts Management > Inventory Management
Security Functions and Permissions
The Permission that governs the Parts Inventory form is in Transit Assets > Parts Management > Inventory Management > Parts Inventory section. View, Create, and Edit permissions allows the user to view, create, and edit parts.
View Parts Inventory - Allows only to View parts similar to legacy Parts Inquiry. The Add Part button and all fields within Basic Info will be shaded indicating not accessible. No editing is permitted on any of the Tab options including Bins & Notes.
Create Part - Allows for creation and editing of parts. The Add Part button will be active and new parts can be created. If the Create Part permission is checked the Edit Part permission checkbox must also be checked.
Edit Part - Allows for editing of parts but not creation.