Special Part Numbers

There are several special part numbers that should be set up in the parts system. Some are required for the parts management system others are required by service management. Sales history is automatically maintained for each of these parts indicating the frequency of use, date of last use, etc.

Topics in this section include:

Special Part Numbers for Invoicing

  • *

    • Used for comments on machine down and fill-in orders on sales order invoicing.

    • This part is a miscellaneous part #. To force a description to be keyed, put a ? in last position of the description field.

  • DISC

    • Used to apply special discounts that can not be automatically applied using discount codes.  If all discounts can be applied using the discount codes, then this part number is not be required.

    • The description should be DISCOUNT.

  • FRT

    • Used for freight charges for special shipped parts.

    • The description should be FREIGHT.

  • STOCK

    • Used for restocking charges on returned parts.

    • The description should be RESTOCK CHARGE.

  • INST

    • Used for installation charges such as attaching ends to a hydraulic hose.

    • The description should be INSTAL. CHG.

  • JDWAR

    • Used when giving partial warranty on a DEERE part.

    • This part is set up as a miscellaneous part number (? in the last position of description), therefore, when the part is keyed on the invoice the operator can specify the warranty claim number in the description field.

    • Vendor specific e.g. JDWAR = John Deere Warranty.

  • JDRETURN

    • Used when parts are being returned to Deere.

    • The part description should be RETURN PARTS.

    • Vendor specific e.g. JDRETURN = John Deere Return.

  • RECD

    • Used for payments on account at the parts counter.

    • The description should be REC'D ON ACCT.

    • The sale account used should be accounts receivable.

  • INVADJXX

    • Used for inventory adjustments.

    • XX = location number

Special Part Numbers for Sales Orders

  • DISC

    • For adding special discounts that can not be applied using discount codes.

    • Description should be DISCOUNT.

  • FRT

    • For freight charges for special shipped parts.

    • Description should be FREIGHT.

  • RESTOCK

    • For restocking charges on returned parts.

    • Description should be RESTOCK CHARGE.

  • INST

    • For installation charges such as attaching ends to hydraulic hose.

    • The description should be INSTAL. CHG

  • XXWARR

    • For giving a partial warranty on a part. XX is a two letter vendor code (i.e. JD)

    • Part should be set up as a miscellaneous part number.

    • Sale account should be the warranty receivable account for the vendor.

  • XXRETURN

    • For parts returned to the vendor. XX is a two letter vendor code (i.e. JD)

    • Description should be RETURN PARTS.

  • RECD

    • For payments on accounts at parts counter.

    • Description should be REC'D ON ACCOUNT.

    • No list price should be entered and the sale account should be the A/R.

Special Part Numbers for Work Orders

In the samples below, the part number should be LABOR, SUBLET, etc. Often it is necessary to have more than one part number for the same category. As long as the part number starts with LABOR, SUBLET, SR CALL, DELIVERY, OTHER, or TAX then it will be totaled in the corresponding total field on the work order. Using this method, any number of part numbers can be set up for each total.

  • PARTS—Total of all parts sales excluding those part numbers that start with LABOR, SUBLET, SR CALL, DELIVERY, OTHER, and TAX.

  • LABOR—Total of all transactions posted through the W/O LABOR HOURS screen plus any parts sales for part numbers starting with LABOR.

  • SUBLET—Total of all parts sales where the part number starts with SUBLET.

  • SERVICE CALL—Total of all parts sales where the part number starts with SR CALL.

  • DELIVERY—Total of all parts sales where the part number starts with DELIVERY.

  • SUPPLIES—Total of all parts sales where the part number starts with OTHER.

  • TAX—Total of all parts sales where the part number starts with TAX, plus any tax calculated according to tax codes used on any parts or labor transactions.

  • LABOR—To allow labor charges on the invoicing screen.

  • SUBLET—To allow the charging of outside parts and labor to the work order. Often sublet parts and labor must be shown separately. To do this, two parts can be set up numbered SUBLET P and SUBLET L.

  • SR CALL—Used to charge a service call to a work order.

  • DELIVERY—Used to post a delivery charge to the work order.

  • OTHER—Any part number starting with OTHER is totaled on the shop supplies line of the work order.

  • TAX—Usually the tax codes are used to automatically calculate the amount of taxes.

Revision: 2025.03