| Part Profile Buttons | |||
| Print Part | Search Part | Delete Part | Mass Update Part |
| Locked Profile | Add Part | Previous / Next | Print History |
| Transaction History | List | Upload Docs / View Docs | |
Part Profile Buttons
There are several buttons at the top and bottom of a part profile when first accessed.
Print Part
Choosing to print the part will open the part record in a printable format.
Search Part
Selecting to search for a part will open a screen that allows you to enter one or more criteria to search.
Delete Part
You can choose to delete parts. This will mark the part as deleted and hide it from selection on invoices.
Mass Update Part
Selecting to make mass updates can be performed after searching for the parts that you wish to change. Choosing this option will open a window where you can enter the changes you want to make for up to 2500 of the parts returned by your search.
Locked Profile
By default, part profiles or records are read-only. You will need to unlock a profile for editing by clicking the Edit button in the lower right. These buttons will change when the part has been unlocked for editing.
Add Part
Select this button to start adding a part to your inventory.
Previous / Next
When you have searched for a part and wish to move between the results, you may use the previous and next buttons to move to the record just before or after the current record in the list of results.
Print History
Choose this button to view the part's historical orders, receiving, and demand.
Transaction History
Choose this button to view the part's historical orders, receiving, and demand.
List Button
When you have searched for a part and wish to view the results, you may use the list button to return to the list of results.
Upload Docs / View Docs
You can use the buttons to upload or view documents like a scan of the prospect’s driver's license.
Part Profile Tabs
General Tab
The general tab contains information about the part, including the total quantity on hand (TOH), total allocated, on order, on backorder, and more.
Details on each section are below.
Parts Quantity
Total on Hand - This shows the total number of parts in the dealership.
Total on Hand View Button - Click this button to view the part quantity information for all locations.
Total Allocated - This field shows the number of parts that have been reserved by open invoices.
Total Allocated View Button - Click this button to view details about parts that have been allocated.
Total Available - The amount shown here will be the total on hand less the total allocated.
Total on Back Order - Shows the part quantity that has been placed on backorder on a receiving ticket.
Total on Order - Shows the total quantity of the part that is on the order list and on open part orders.
Last Price Book Update - Shows the latest date that the price book containing this part was updated.
Part Pricing
Retail Price - The list price of the part. This can be entered manually, updated when the part was received, or be updated from a price book upload.
Replacement Cost - This field contains the cost to replace the part. This can be entered manually, updated when the part was received, or be updated from a price book upload.
Profit Margin % - Automatically calculated field showing the profit percentage between cost and retail price.
Average Cost - Automatically calculated field showing the average cost of the part over time. Resets if the quantity on hand goes to zero.
Standard Cost - Manually entered field. Not commonly used. Standard costing is the practice of substituting an expected cost for an actual cost in the accounting records, and then periodically recording variances to show the difference between the expected and actual costs.
Core Charge - If the part will have a core charge when sold, enter the core dollar amount into this field.
Order/Shipping Info
Category - Choose the category for the item. Categories are set up in the App Settings and used to designate the category where the item amount will show on invoices and how the item accounting will process.
Default Supplier - Choose the supplier that the part is most often ordered from. This can be selected manually or be entered from a price book upload.
Min / Max - Enter a minimum and/or maximum quantity for the part. This can be used to fill a suggested order quantity on the Order List.
Reorder Method - The default reorder settings are set up in the App Settings. If you want to use a different reorder method for this specific part, select it from the dropdown.
Source - Parts sources are set up in the App Settings, then chosen for individual parts.
Replenishment Code - Replenishment codes are set up in the App Settings, then chosen for individual parts.
Selling Packaging - Used when there is a parts selling and/or purchase packaging ratio for the part.
Purchase Packaging - Used when there is a parts selling and/or purchase packaging ratio for the part.
Packaging Ratio - Used when there is a parts selling and/or purchase packaging ratio for the part.
Weight / Type - Enter the part weight and weight type.
Height / Width / Depth - Enter the height, width, and depth of the part.
Dimension Type - The dimension types (inches, feet, etc.) are set up in the App Settings, then selected for individual parts.
Country of Origin - Manually enter the country the part is from.
Tariff Code - Manually enter the 10-digit international tariff code.
Location Info
Company Number - Automatically populates with the company number where the part was created.
Department - Part departments are set up in the App Settings, then chosen for individual parts.
Class - Part classes are set up in the App Settings, then chosen for individual parts.
Make - Part makes are set up in the App Settings, then chosen for individual parts.
Tax Alternate - Tax alternates are set up in the App Settings, then chosen for individual entities, invoices, or parts.
Text Boxes
Invoice Reminders - Enter text into this box to view the information as a popup when the part is added to an invoice.
Memo - Used for part notes.
Merge Part Button - Used to consolidate duplicate parts.
Open Price Book - Opens the Parts Price Book opened to the part where you selected the button.
Checkboxes
Clearance Item - Used when a part is marked to display on internet.
Drop Ship Item - Checked when the part is drop shipped to customers as part of the Drop Ship Process.
Non Stock Item - Check this box if the part will not be maintained as a part to keep on hand as a stock item.
Taxable Item - Check this box to charge tax when the item is sold to customers.
GST Taxable Item - (Canada) Check this box to charge tax when the item is sold to customers.
PB Update Retail - Checking this box will allow a price book update to update the retail price of the part.
Commercial Tax Exempt - Check this box to not charge tax when the unit is marked as a commercial vehicle on the entity record's vehicles tab.
Tax on Purchase - Check this option if the part will never be sold to customer and only used in-house. As the end user, the dealership will need to pay taxes when the item is purchased.
Incentive item - Deprecated feature.
Obsolete Item - Check this box if the part has not been received or sold within the last year. Verify part sales and receiving in the Trend Tab.
Track Serial Number - If you will need to have the serial numbers tracked per part, check this box. More information can be found in the Serial Number Tab section.
PB Update Replacement - Checking this box will allow a price book update to update the replacement cost of the part.
Do Not Allocate - If you do not want this part to be allocated when added to an open invoice, check the box.
Barcode - Check the box to show this part when printing barcode labels. More information can be found in the Barcode Tab section.
Do Not Round - Leave unchecked to round parts to two decimal places individually, then multiply by quantity sold. Checking this box will multiply the part price by quantity sold, then round to two decimal places.
Lock Desc. On Invoice - Check this box to lock the part description for the part when added to an invoice.
Do Not Discount - If you do not want to allow discounting this part on an invoice, check the box.
Prompt for Cost - Checking this box will open a popup when the part is added to an invoice. This popup allows cost amount entry.
Prompt for Price - Checking this box will open a popup when the part is added to an invoice. This popup allows retail price amount entry.
Sell in Finance - Check this box to allow this part to show in the deal's accessories tab.
Featured Item - Used when a part is marked to display on internet.
Active - Deprecated feature.
Bins/Pricing
Information entered on other tabs is shown on the general tab, including the bin locations and pricing matrix.
Bin Locations Tab
The bin locations tab allows bins to be assigned to or removed from this part. You can also do a TOH adjustment from this tab. Bin locations are created in the App Settings, then are available to be assigned to parts.
Assign a Bin Location
- Click the Add Bin button at the top of the screen.
- On the bin search window, leave search for blank and click Search. This will pull up a list of all bin locations to choose from.
- Select a bin location and click OK.
Remove From a Bin Location
- Click once over the bin location you would like to remove in the list.
- Click the Delete Bin button.
Pricing Tab
The pricing tab shows the matrix of prices for the part. Different letters mean different things when entered within each line. For example, an L here designates the price for that matrix level as a percentage of the List price, so 100L means that the corresponding level will charge 100% of the list price.
- L = percent of retail list price (commonly-used)
- C = percentage over replacement cost (commonly-used)
- A= percentage over average cost (rarely used)
- S = percentage over standard cost (rarely used)
Ship Times Tab
Ship times are calculated for each supplier you order the part from. The time between the ordered date and received date for each part is averaged out and displayed here. You can use this information to determine which vendor has the quickest ship times.
Sales Tab
Sale Tab allows the part to be placed on sale between two dates. When the part is sold between these dates, a special price will be used.
Add a Sale
- Click the Add Sale button.
- Select a begin Date and End Date for the sale.
- Type the Description of the sale,
- Enter the price calc to use during the sale period. For example, if the sale is a 10% discount, you can enter 90L.
- Mark the sale as Do Not Discount if the sale price can not be combined with another discount.
Accessories Tab
An accessory is a part that might be sold as an accessory to another part.
Add Accessory Part
- Open the main part.
- Select the Accessories tab.
- Click the Add Accessory button. A part search screen appears.
- Type the description or part number of the accessory.
- Select the Search button.
- Choose each part and click the Select button to add it to the list at the bottom of the window.
- Once you have chosen all accessories, click the Add to Accessories + button.
BOM Tab
BOM tab is used to create a bill of materials for this part. This is often used when manufacturing a part using other parts in inventory. An example would be when you have a hitch, the bill of materials could be the drop and the ball.
Add New Bill of Materials (BOM)
- Click Add Material. A part search screen appears.
- Type the description or part number of the material.
- Select the Search button.
- Choose each part and click the Select button to add it to the list at the bottom of the window.
- Once you have a complete bill of materials, click the Add to BOM + button.
Delete A BOM
- Select the Material.
- Click the Delete Material button.
Upsell Tab
The UpSell tab automatically populates with parts that were sold on the same invoice as this part. An upsell shows you the percentage of concurrence, the part number, and the description.
Serial Number Tab
Tracking Serial numbers allows for individual parts to be tracked for each sale. For example, if a customer returns a defective part, you can check the serial number of the part being returned against the part that was sold to that customer.
To start tracking serial numbers, you must first check the part's track serial number box on the General Tab. From this point forward, the software will ask the user to enter a Serial Number for each part received.
Any time this part is relieved from inventory, the user will need to pick which serial number is being relieved from inventory.
To make changes to the serial numbers, click the Serial number Tab. Here you will see the list of serial numbers currently in inventory, and the list of sold serial numbers.
If you are setting up a new serial number part or making corrections to the list of serial numbers, you can click Add Serial Number and type the serial number that should be in the list.
Sub Tab
The substitutions tab is used to designate possible alternate options for this specific part, if unavailable.
Add a Substitution
- Open the main part.
- Select the Sub tab.
- Click the Add Substitution button. A part search screen appears.
- Type the description or part number of the substitution part.
- Select the Search button.
- Choose each part and click the Select button to add it to the list at the bottom of the window.
- Once you have chosen all options, click the Add to Substitutions + button.
Trend Tab
The trend tab can help you manage your inventory, viewing the quantities sold, ordered, and lost for this part. This information is populated by the part orders placed and received, and sold through the point of sale.
Barcode Tab
If the barcode box is checked on the general tab, the box in the upper left of this tab will be checked. You can add text or additional information for the barcode label on this tab.
Choose the Print Barcode button in the lower right to be able to print your preferred barcode layout for this part.
Images Tab
The images tab allows you to enter a URL of the part's picture. Entering it on this tab will reflect the image on the part's general tab.
Add a New Part Image
- Open the part in a new Internet browser window.
- Right-click over the picture to access a menu.
- Choose to Copy the Image Address.
- In the part profile's images tab, paste the address into the field to the lower left.
- Select the Save button.
Identifiers Tab
The identifiers tab allows you to enter multiple part numbers that reference this part. This is helpful when the part is available from multiple suppliers under different numbers. Enter the secondary supplier and their part number on it's own row. If that secondary number is entered when adding a part to an invoice, the program will automatically supply this part.
Internet Tab
This tab is used by businesses who host their parts for sale online. You can enter internet-specific categories, description, keywords and attributes on this tab.
Change History Tab
The history tab shows information about changes made to the part record.