Parts Profile

A brief description of the part.

The description for any particular part number that exists in several branch locations must be the same for all branches. If you want the description to be different at a second branch location, you must change the table CMBR.

Enter a ? in the last position of the parts Description to prompt the user to enter a parts Description every time the part is sold. For example, used when adding a SUBLET part to the system.

The vendor number for the supplier of the part.

If the Cost Code assigned to the selected vendor differs from the Cost Code associated to the selected part (as specified in the Cost Code field below and the Cost Code field on the Vendor Profile), the system will use specific logic to determine the Landed Cost of the part when it is ordered. For details, please see the Cost Code Logic topic.

The bin location where this part can be found. All bin numbers should be the same length and they should have no embedded blanks (e.g. A 123 should not be used, instead A123).

The part's previous bin location appears in parentheses next to the Bin field.

A bin location is required for all OFC codes except OFC 5.

The source of supply for the part. Usually this is used to break down the parts into different categories within each vendor.

If the source of supply code starts with a zero and the vendor is DEERE (or begins with JD), the part will not be automatically ordered on a stock order.

Valid type codes are set up on the Source of Supply screen accessed through the Configuration Quick Links screen.

This field is used to categorize parts.

Setting a class of $MP will always prompt a user to enter the cost of this part every time it is sold. For example, a part of SUBLET.

The type of part.

Valid type codes are set up on the Types screen accessed through the Configuration Quick Links screen.

Select the checkbox to indicate that the this is an actively sold and stocked part.

The status of the part can only be inactive (un-checked box) if the part has zero quantity on hand, zero quantity on order and zero quantity back ordered. A part marked as inactive cannot be ordered or sold.

The Universal Product Code of the part. This code is also displayed on the Cross Reference tab and is used for wireless inventory control.

UPC numbers must be unique and cannot be shared among multiple parts.

To be applied to the regular list or cost in order to calculate the selling price of the part. Select either the List or Cost button to determine which price the increase percentage should be applied to. For a decrease percentage, enter a negative number.

The part's sell price is calculated by the system based on the value entered in the increase percent field. The parts sell price may be effected by the Parts/Package field.

The net cost of the part. To the right of the cost field is the Cost Code field. This code determines the PO Cost and Landed Cost The Landed Cost of a part is the final cost of the part on an order after all applicable Order Creation and Order Update cost code factors have been applied to the Current Cost of the part. Cost factors are applied when the part is ordered and receipted into the system based on the order Type (eg. SO: Stock Order, MD: Machine Down, FI: Fill In, etc.) The Landed Cost of a part will, in turn, be factored into the Average Cost of a part (as specified in the Average Cost field of the Parts Profile tab.) For details regarding cost code logic, please see the Cost Code Logic topic in the FAQs and Troubleshooting section of the online help. For details regarding the Average Cost of a part, please see the Average Cost definition in the Glossary section of the online help. of the part when it is ordered and receipted into the system which, in turn, affects the Average Cost The average cost is automatically updated whenever parts are receipted in the system (either through inventory adjustments or parts orders). When a part is returned, the system uses the Average cost to return that part to Inventory. To calculate Average Cost, assume a part is added to the system with a cost of $10.00 and 2 parts are receipted. The average cost is $10.00 for each of these 2 parts. Now assume the cost increases to $12.00 later in the year and 1 additional part is receipted after that cost has increased. The new average cost is calculated as follows: (Old Avg Cost x Old on Hand) + (New Cost x Number of Parts Receipted at New Cost) / Old on Hand + Number of Parts Receipted OR (10.00 x 2) + (12.00 x 1) / (2 + 1) = $10.66 of the part.

Only Order Creation cost codes can be entered in this field, however if there is a matching Order Update cost code, both codes will be used on any applicable orders to calculate the Landed Cost of the part.

If there is a Cost Code assigned to both the part and vendor on an order (or if the Cost Code is blank for either the part or vendor on the order), the system will use specific logic to calculate the Landed Cost of a part. For details, please see the Cost Code Logic topic.

The Average Cost The average cost is automatically updated whenever parts are receipted in the system (either through inventory adjustments or parts orders). When a part is returned, the system uses the Average cost to return that part to Inventory. To calculate Average Cost, assume a part is added to the system with a cost of $10.00 and 2 parts are receipted. The average cost is $10.00 for each of these 2 parts. Now assume the cost increases to $12.00 later in the year and 1 additional part is receipted after that cost has increased. The new average cost is calculated as follows: (Old Avg Cost x Old on Hand) + (New Cost x Number of Parts Receipted at New Cost) / Old on Hand + Number of Parts Receipted OR (10.00 x 2) + (12.00 x 1) / (2 + 1) = $10.66 of the part.

The quantity of parts purchased from a vendor in a single package. The parts per package signifies how the system will maintain inventory on this part.

For example, a vendor may only sell you oil filters in cases of 12, but you can number and sell them individually from your store. When you receipt the part however, you would receipt it as a quantity of 12.

The price and cost loaded on this part should be the list price of one whole package. When the part is sold, the selling price and cost is divided by the Parts/Package to calculate the selling price and cost for a single item.

If the Use the same PPP for all locations switch is activated on the DIVTAB1 table and you change the value in this field, the system will automatically update the Parts/ Package value for this part number across all branches.

The selling price for pricing level 1. Pricing levels usually refer to such things as wholesale price, fleet price, jobber price, etc. If no pricing levels apply to the part then leave these fields blank or zero.

Note:  Prices do not need to be entered for all four pricing levels, any combination of the four fields can be used.

The price matrix that is loaded for this part. The system uses this to determine to proper price increase percentage for the part.

Depending on the setting of the Reclass Matrix Trigger parameter on the System Settings screen, this field may be automatically updated by the system if the Source, Class, Type, or Inventory Class fields are changed. See Naming a Price Matrix.

The normal TAX 1 code for the part is entered in this field. For example, code 1 may represent 6% federal tax. The percentage rates for tax 1 codes are set up on the Tax 1 screen.

Note:  If the tax calculated by the tax code entered in Tax 1 is included in the selling price, then the tax calculated for the tax code entered in Tax 2 will be based on the resulting selling price.

The normal TAX 2 code for the part is entered in this field (e.g. code 2 may represent 7% provincial tax).

The discount code applicable to this part is entered in this field.

This option is to be used by dealers using Discount Codes rather than discounting options like Customer Pricing.

The percentage rate for the discount code is set up on the Discount screen. The discount code specified in this field is the maximum discount allowed for the part. If a customer normally qualifies for a 20% discount, but the part being purchased is coded in the part master with a code indicating a maximum 10% discount, then the customer only receives a 10% discount. If the part has no discount code, the customer will receive whatever discount that they may qualify for.

The quantity of allocated parts. A part is considered allocated when:

• The part is sold on a p/c invoice

• The part is sold on a parts requisition

• The part is sold on a rental contract

• The part is sold on an equipment invoice

• The part is adjusted on a work order.

Once parts are invoiced, they are cleared from this field after a rental billing run, and/or a regular billing run has been processed.

The quantity of parts that have been reserved. A part is considered reserved when:

• The part is entered as a non-serialized rental

• The part is issued on a sales order

• The part is issued on a sales order requisition

• A work order adjustment is performed to adjust parts on a work order

• The part is put on reserve using cash code R

• A Machine Down or Field Inspection order has been created to special order the part, and then receipted in using the Parts Ordering screen, causing the part to be issued

• A part is put on consignment

The Reserved field is cleared out after a sales order billing run has been processed. Parts are no longer reserved after a sales order billing run has been processed.

The quantity of parts currently on order with the supplier.

The On Order quantity on the main parts profile screen is the same as the stock order quantity. If the number present is hyperlinked then there are special orders (ie. Type MD) still outstanding.

A single demand entry (1) will be made by each sales order to a part's profile regardless of the number of times that part is sold on that one order.

Also, only one credit demand entry (-1) will be made by each sales order regardless of the number of times that part was returned on that one order.

However, if a part is sold (1) and returned (-1) on the same sales order the demand entry will be zero.
[e.g. 1 +(-1) = 0].

Demand is calculated the same way for both sales orders and work order requisitions.

Note:  The Delete button only appears if the On Hand, Reserved, Allocated, On Order, and Back Order quantities for the selected part are all equal to 0. The Delete Part switch must also be activated on the Authorization List For Product Support - Parts Profile screen in order for the button to appear.

If selected, these files are checked by the system: 

• SALDET (parts invoicing)

• PURPART (parts ordering)

• PARTCNT (inventory count)

• PARTRET (surplus returns)

If the part is found in any of these files it cannot be deleted. Additionally, the following deletion logic applies:

1. If the part has no history records or the history is beyond the retention period specified in the DIVTAB table (Years Of Journal History and Parts Receipt History fields), it can be deleted.
   

2. If the part does have history records within the retention period, the system will check for an accrual account entry for the part in the PARTHIST file. If an accrual entry exists for the part, it cannot be deleted. This logic was added to ensure that the Inventory Accrual journal details remain complete with all valid details for the parts that may affect the general ledger.

If the part can be deleted based on the criteria noted above, it is removed from these files:

• PARTCOMM (comments)

• PARTBIN (secondary bins)

• PARTDES (description)

• MEMOS (memos)

• PARTLIST (related parts)

• PARTMAST (part master)