"Part" is a description of an item that you want to type in once, and be able to easily select it within a workorder or a quote or a preventive maintenance.
NOTE: Part is not the quantity in stock or on order. Part is information about the part in general - its number, name, vendor, price, cost etc.
With AyaNova, there is a choice whether to use full inventory of parts or whether to only maintain a list of parts for selection in the areas above by setting the Use Inventory setting in Global Settings. The trial version has this enabled by default.
Note that actual inventory and status about parts are entered via:
| • | Part Adjustment (enter your starting inventory, or adjust inventory) |
| • | Part request in a service workorder |
| • | Purchase Order |
| • | Purchase Order Receipt |
NOTE: The information on a Part must be entered first before you can enter inventory information such as quantity and location, or create purchase orders, receive or make inventory adjustments.
Where to create Parts:
Create a new part using the New... menu option on the Parts grid
Create a new part by selecting the Accelerator key combination ALT-p when viewing any main grid.
See also:
Part entry screen fields:
Active
If checked, Part will appear in Part grid screen, and be listed in Parts drop down selection lists such as in Service Workorder, Purchase Orders etc
If unchecked, Part will only appear in Part grid screen and would not be available for selection elsewhere
NOTE: You can not delete a part once it has been created and saved at least once. This is to maintain database integrity with the interwoven inventory features of AyaNova.
If you no longer want a part to be available for selection, un-check the Active field and save.
If the part was mistakenly created and no inventory has been set for it, no PO's made for it, no selection in any other AyaNova object - a suggestion is that you edit the part's fields using it to make a completely new part
Part Name
A short description of the part so easy to select from drop down selection lists, especially if part numbers are not easily descriptive. Keep it short and in a format that the customer and AyaNova users can understand.
Part Number
This is a required field.
Usually the number used in your point of sale or accounting software. If you plan to integrate AyaNova with accounting software in future, or you presently integrate by entering invoices manually, you should be careful to enter part numbers exactly in the same format used in your accounting or point of sale software.
UPC
Entering the UPC code here will allow ease of use elsewhere in AyaNova. For example, if users are entering Parts in a Service Work order, they can select the UPC field and scan in the part using a bar code scanner which will automatically select the appropriate part. This adds up to saved time and left mistakes in entry.
Track Serial Number
This only affects if the Inventory module is in use. If selected, every one of this Part that is in Inventory requires a unique serial number.
Tracking serial numbers is vital for warranties, recalls and service.
If check marked, when receiving this part via Purchase Order Receipts, it will automatically provide a serial number field to enter in the serial number for the number of received parts.
If check marked, when entering an Inventory Adjustment, it will automatically provide a serial number field to enter the serial numbers for parts being added to inventory, or a drop down selection serial number field to select existing serial numbers to remove from inventory.
If parts have serial numbers, when selecting a part used in service in a workorder item, the Serial Number field will display as selectable to select the actual serial numbers that are inventory – preventing accidental incorrect entries in the workorder item.
Do note that you cannot change the checkmark on this field if this part object has ever been entered into inventory with serial numbers.
If setting the Track Serial field to True with parts already in inventory:
| • | remove the parts from inventory using a Inventory Adjustment |
| • | change the Track Serial field in the part to True (checkmark) |
| • | add the parts into inventory using a new Inventory Adjustment to add those parts back into inventory |
| • | if Track Serial is now selected, you will be asked for the serial number for each individual part quantity |
Wholesaler
From whom you purchase the Part from. This may also be referred to as a distributor.
For a part to be ordered via a purchase order for that vendor, it must have that vendor selected as either the Wholesaler or the Alternative Wholesaler.
Setting this also allows you to take advantage of the Restock By Vendor feature in a purchase order where by setting the wholesaler for the part, you can obtain a list of all parts that are below the Minimum Stock Level and easily order without having to do a manual inventory count of what is needed to be ordered.
The drop down lists all available Vendors set as Wholesalers that a Part could potentially be associated with.
If the Wholesaler is not in the drop down list and no Wholesaler has been selected, than with the drop down selection list blank, click on the Wholesaler button to open up a new Vendor entry screen so that you can enter the Vendor details, save, close and than select it from this list.
Or if the Wholesaler is selected from the drop down list, you can open up the Vendor entry screen displaying that Vendor information by clicking on the Wholesaler button.
Setting the wholesaler allows you to use the time saving list of items that need to be reordered based on wholesaler and minimum stock level via the purchase order. This allows you to maintain optimum stock levels and keep your techs and customers happy.
Wholesaler Number
Number used by the Wholesaler in reference to this part. Provided here as may be different than your part number, allowing you to easily order by the Wholesaler number from within a Purchase Order
Alternative Wholesaler
Second distributor that part may be purchased from.
For a part to be ordered via a purchase order for that vendor, it must have that vendor selected as either the Wholesaler or the Alternative Wholesaler.
The drop down lists all available Vendors set as Wholesalers that a Part could potentially be associated with.
If the Wholesaler is not in the drop down list and no Wholesaler has been selected, than with the drop down selection list blank, click on the Wholesaler ID button to open up a new Vendor entry screen so that you can enter the Vendor details, save, close and than select it from this list.
Or if the Wholesaler is selected from the drop down list, you can open up the Vendor entry screen displaying that Vendor information by clicking on the Wholesaler ID button.
Alternative Wholesaler Number
Number used by the Alternative Wholesaler.
Manufacturer
This would be who makes the part. This is another way of grouping parts.
The drop down lists all available Vendors set as Manufacturer that a Part could potentially be associated with.
If the Manufacturer is not in the drop down list and no Manufacturer has been selected, than with the drop down selection list blank, click on the Manufacturer button to open up a new Vendor entry screen so that you can enter the Vendor details, save, close and than select it from this list.
Or if the Manufacturer is selected from the drop down list, you can open up the Vendor entry screen displaying that Vendor information by clicking on the Manufacturer button.
Manufacturer Number
This is the number used by the Manufacturer and is another way of identifying the part.
Part Inventory menu option
Once a newly created part has been saved, this menu option becomes available.
NOTE: Only once an amount has been added to inventory for a specific warehouse, can you set the Restock Level in the part's entry screen.
Restock Level is the only edited part of this menu option. In the Part Inventory sub-grid for a specific part, you will note that all columns are grayed out and not editable except for the Restock Level column.
On Hand amount is obtained from Purchase Order Receipts, and from Inventory Adjustments. You may use Inventory Adjustments to enter your beginning inventory level.
Quantity on Order Committed is obtained from parts requested for workorders.
On Order is obtained from Purchase Orders that are ordered but not yet received.
You would enter a Restock Level to denote for your purchaser how many should always be on hand. In this way, when the purchase views the Restock List from within a PO for a specific vendor, it will automatically advise them of the minimum amount of each part provided by that vendor that should be ordered, to bring the stock level up to minimum.
See also: