Parts can be selected within a service work order, within a quote, as well as within a preventive maintenance order.
Only selection of parts within a service workorder affect inventory.
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.
To View an Existing Part
| 1. | Within the Parts grid, select the field under the Part column, or the Part Number column, or the UPC column to open up that parts entry screen. |
| 2. | Within the Parts Inventory grid, select the field under the Part column to open up that parts entry screen |
To Create a New Part
| 1. | From the Parts grid, select the  New… button to open the Part entry screen |
| 2. | Or within an existing Part entry screen, select the  Save & New menu option |
Part Entry Screen
The Part entry screen is where the information on each individual part is entered.
This must be entered before you can use inventory features for this part such as in a purchase order, receiving, adjustment or selection in a workorder.
Part entry screen fields:
Active
Un-checking this box will make the part inactive and no longer accessible from drop down selection lists. If a part is no longer sold, set it to inactive as it can not be deleted.
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
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. This is a required field.
Unit of Measure
This is the determinate or magnitude of the kind designated. This displays within where a part is selected when entry quantity to specific the type of measure. For example, a part could be “each”, “box”, “case”, “dozen”, “gallon”, “feet”, “meter” etc
Refer to the section on additional grids and screens in AyaNova for more information on the Units of Measures.
Clicking on the Unit of Measure button opens the Unit of Measure grid. Additional Units of Measure can be quickly and easily added to the list, or edit existing as needed and as you have rights to.
Unit of Measure grid
As with other sub-grids within AyaNova, you can quickly add a new item to the list by clicking within any of the columns of the top row and begin entering.
A new line will appear where you can enter in the new item.
Close the grid by selecting the X in the upper right hand corner.
Now if you select the drop down list for Unit of Measure, the newly added item is now available for selection.
Cost
Cost relates to what the part cost you to purchase for resale.
Cost is optional if for some reason you do not want it to display within the program or on reports.
If you wish to obtain reports on costs involved in providing service against profit realized, it is suggested to enter in the cost.
The currency symbol is dependant on your Windows settings. Refer to the technical section on Windows Settings relating to this if needed.
Retail
Retail relates to the price you will charge a client.
Retail is not optional if you plan to charge your clients for the parts used.
Within Service Workorders, when a part is selected, this price will come up automatically.
Part Category
Identifying the Part Categories is another way of grouping parts.
Clicking on the Part Category button opens the Part Categories grid. Additional Part Categories can be quickly and easily added to the list, or edit existing as needed and as you have rights to.
As with other sub-grids within AyaNova, you can quickly add a new item to the list by clicking within any of the columns of the top row and begin entering.
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.
Part Assembly
Assembly is an object that has a name and id that parts can be assigned to, to indicate this is an assembly of those parts. It itself does not have a price as it is for group parts together for assemblies (i.e parts of a bike) as opposed to Part Category which is to group similar parts (i.e all bikes or all sporting equipment)
At this time, Part Assemblies are used in AyaNova for grouping purposes and reporting purposes only. You can not at this time select a Part Assembly and have all its part’s populate the parts used in service in a Service Work order item.
Clicking on the Part Assembly button opens the Part Assemblies grid. Additional Part Assemblies can be quickly and easily added to the list, or edit existing as needed and as you have rights to.
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
| 1) | remove the parts from inventory using a Inventory Adjustment |
| 2) | change the Track Serial field in the part to True (checkmark) |
| 3) | add the parts into inventory using a new Inventory Adjustment to add those parts back into inventory |
| 4) | 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.
Setting this 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.
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.
Notes
Notes are just for general information regarding this part.
Additional Custom Fields
Refer to the tutorials on adding custom fields and to the section “Custom Fields” for information on how to add custom fields to entry screens.
Toolbar options particular to the Part entry toolbar:
Part Inventory
Once a newly created part has been saved, this menu option becomes available where you can indicate the min stock level for each warehouse.
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.
This is because all information is obtained from linked records in the AyaNova database.
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.
For example, from the screenshot above, the Default warehouse has a restock level of 6. As only 2 are on hand and none are on order, the Restock List would display that the Default warehouse needs at minimum 4 to be ordered for the Default warehouse.
As the other warehouses have a restock level of 0, they would not show up in the Restock List for a purchase order.
Additional information on the Restock List accessible from within a purchase order is detailed further in this Inventory section.