Entering and Editing Parts

When you click the Inventory button, a dropdown list appears with two entry settings.

The dropdown menu expanded from the Inventory button in the toolbar.

View/Add/Edit

This is the recommended method for adding or editing parts because it allows you to search for parts in inventory before adding them. This helps you avoid entering the same part multiple times.

Search Mode

When you click View/Add/Edit, the Inventory window opens in search mode.

Watch the video below to learn more about View/Add/Edit. (This video was recorded using R.O. Writer 1.31.)

Inventory Entry

This is similar to View/Add/Edit but designed for those times when you need to enter multiple parts that have the same information with different part numbers.

NOTE: Inventory Entry is usually password-protected because it is designed for a special situation when you have to enter many similar parts at the same time.

Entry Mode

When you click Inventory Entry, the Inventory window opens in entry mode.

As an example, you would use entry mode when entering a list of oil filters.

Searching for Parts

When you click Inventory > View/Add/Edit, the Inventory window opens in search mode, which means that

The Inventory window in search mode with the search criteria circled.

The following table describes the search criteria for parts.
Search Criteria Description

Part Number

Enter a portion of the part number and press the ENTER key on the keyboard.

Parts whose part number begins with the numbers entered are retrieved.

Description

Enter a portion of the description of the part and press the ENTER key on the keyboard.

Only parts whose description begins with the information entered are retrieved.

Make sure the Part Number field is blank when searching by description. If any characters are in the Part Number field, that information is used to search part numbers as well and may override the description search criteria.

Alternate #

Enter a portion of the alternate number in the alternate number field. Only parts whose alternate number begins with the numbers entered are retrieved.

Part number searches in Tire Quote search for the part number in the Alternate # field.

Search Process

Whenever you perform a search, the Parts List appears with the matching parts:

the Parts List displaying matching parts.

Entering New Parts

You may need to enter new parts for several reasons.

To Enter New Parts

Complete these steps:

  1. In Inventory, click the Inventory toolbar button > View/Add/Edit.
  2. On the Inventory window, search for the part. The Parts List opens displaying the matching parts that have already been entered.

the Parts List displaying matching parts.

  1. If there are no matches, this window says, "No Matches Found!"
  2. If no matches are found, click the New Part button.
  3. The Inventory window opens in entry mode, which means that
    • The Edit, Delete, and Save buttons are enabled.
    • The fields on all windows are active and enabled.
  4. Enter the appropriate information on the tab windows.
  5. Click Save to save the part record.

Inventory Window

The Inventory window has three main tabs for all parts:

The following tabs are specific to parts in the tire group or the oil group:

The main inventory window.

Buttons at the Bottom of the Window

These buttons appear at the bottom of the Inventory window and apply to the entire inventory record, not just the tab you are on.

The following table describes the buttons at the bottom of the window.

Button

Description

Update Fees

You can set fees on individual part records that are different from the parts department group on the Other Information tab. Clicking this button replaces those fees with the fee information from the parts department group the part belongs to.

Stores

If Central Office is installed and configured properly, you can click the Stores button to search for, review, and edit inventory information from other store locations.

Cancel

Click to cancel a search or close the Inventory window.

Edit

When a part is first opened, all information is viewable but not editable. Click the Edit button to enable the entire record for editing.

This button is inactive until a part is open on the window.

Delete

Click to delete a part. This button is inactive until a part is open on the window.

Save

Click to save a new part or save edits to an existing part.

This button is inactive until a part is open on the window.

General Information Tab

The General Information about a specific part is broken down into the Part Information, Pricing, Suppliers and Department, and quantities sections.

Parts Information Section

The information in this section is used in searches to locate the part record and on posted tickets to describe the part.

The Parts Information Section of the General Information tab.

The following table describes the settings in the Parts Information section.

Setting

Description

Part Number

This is your shop’s internal number for the part. This could be the vendor’s number, or something unique to the shop. Part numbers should not be duplicated unless the line code is different. This is also the search field.

Description

A verbal representation of the part. When choosing a description, keep in mind how the description appears in lists and is retrieved during searches.

For instance, if you want to see all types of filters on a search, then describe all filters, oil, air, fuel, etc., beginning with "Filter", followed by the specific type of oil (for example, "Filter-Oil 5W20"). As a result,

  • Searching "Filter" retrieves all filters in the Parts List
  • Searching "Filter - Oil" retrieves all oil filters in the Parts List.

For consistency and accuracy in searches, assign consistent descriptions.

Alternate #

This is another means of grouping similar parts. If you are entering a tire, enter the tire size in the Alternate # field. Tire Quote checks the Alternate # field for the size when searching by tire size. If Tire Quote does not find the size in the Alternate # field, the tire is not included in the search results.

Line Code

This is the part manufacturer’s line code. You can use it to group parts on Inventory Reports. A line code is automatically added when posting parts from some of the online catalogs such as Epicor. You need to update these parts in History and Inventory when different line codes are added from parts catalogs.

Existing line codes are updated by the When Changing Existing Part setting in PO Transfer Configuration. Prompt For Action (for Posting From Suppliers) is the default. When new line codes come in, you are prompted as follows:

The Line Code Change window.

Package Add

If the part is added to a labor operation with a package price, this amount is multiplied by the quantity and that total is added to the total package price.

This amount appears in the Premium (Custom Name) field on the Editing Parts window when the part is in a labor operation with a package price.

For details, click the following link: Package Adds on Parts.

UPC Code

This is the Universal Product Code (UPC) for the part. Entering this code enables bar code functionality for the part throughout R.O. Writer.

For more information, click the following links: Adding Bar Codes to Parts and Adding Parts to Tickets by Scanning Them.

Other Information This is a 20-character field that may be used for any purpose.

Average Cost

This is the average cost of the part over time.

Pricing Levels

This is the price charged to the customer at each of the pricing levels. Press the Calc Prices button, and the customer’s pricing at each level is calculated based on the average cost. Pricing levels may be manually adjusted, as appropriate.

For more information about pricing models, click one of the following links:

Suppliers and Department Section

This section determines the pricing and ordering information for the part. Supplier information is particularly useful if you use Purchase Order Management to generate purchase orders.

The Suppliers and Department Section of the General Information tab.

The following table describes the Suppliers section.

Setting

Description

1st, 2nd, 3rd Suppliers

Select suppliers from the dropdown list. If the appropriate supplier is not in the list, press the "+" to add the supplier.

  • 1st is the primary supplier. This is the supplier this part defaults to.
  • 2nd and 3rd are the alternate parts suppliers.

These can be updated when posting purchase orders in Purchase Order Management (in Inventory) and posting receipts in Inventory.

Cost

Enter the cost for the part for the supplier selected. The cost is automatically updated whenever the part is received from the supplier. The amount always reflects the most recent price paid to purchase the part from the supplier.

Department

Assign the part to a parts department. Parts departments help you manage part pricing levels and reporting. Some sales reports show parts sales by parts department and most inventory reports can be grouped or filtered by department.

Stock Information Section

This area displays quantity, ordering, and stock vs. non-stock information.

The Stock Information Section of the General Information tab.

If the ordering rules are applied in Configuration, Purchase Order Management looks at the following values when creating purchase orders - either manually or automatically.

The following table describes fields and options in the Stock Information section.
Item Description

On-Hand

The quantity on hand. The number includes parts on the shelf and parts committed on open repair orders.

Stock To

The maximum quantity to stock to (keep on hand) at any time. When the quantity on hand falls below this level, this part is included the next time you auto-build purchase orders. The quantity of the generated order is the amount that returns the quantity on hand to the level set here.

Reorder At

When the part hits this quantity, it triggers a replenishment order in Purchase Order Management - manually or automatically.

MOQ

The minimum order quantity for replenishment orders in Purchase Order Management.

Total Sold

The quantity sold since the part was added to Inventory. The date the part was added is listed on the Other Information Tab.

Committed

The quantity committed on open repair orders.

On-Order

The quantity on purchase orders generated by Purchase Order Management.

Package Quantity

The quantity of the package if you order this item in a case or package.

Item Size

The number of units contained within the Package Quantity; what would be considered an "each" for the item. For example, if the part is a spark plug that you order in boxes of four, the Package Quantity is 1 (for one box) and the Item Size is 4 (for four spark plugs in that box).

  • Average Cost is calculated based on the Item Size.
  • Item Size is considered when auto-building purchase orders in Purchase Order Management.
  • Item Size is not considered when manually building purchase orders until you post the purchase order. Then, it increases the On-Hand quantity by the order quantity multiplied by the Item Size.

Inventory Type

The inventory type determines what kind of inventory the part is in R.O. Writer. Non-stock is selected by default whenever a new part is created.

  • Select Stock if this part is a stock part that you re-stock often and like to have on hand in the shop.
  • Select Non-stock if this is a part that is generally ordered through outside purchases.
    • Creating a non-stock part record for parts that you order frequently can help you manage reporting, tracking, and pricing levels.
  • Select Consigned if this is a part you purchase from the supplier as it is used.

Price Lock Status

Use this dropdown list to lock the current pricing for the part when it is added to tickets.

The Price Lock status determines if the price is locked when it is added to tickets. There are three statuses: Unlocked, Locked, and Locked w/ Price Minimum.

  • The Unlocked status keeps the part unlocked.
    • There is no change to the pricing fields and all fields can be edited.
    • This is the default status; parts remain unlocked until you lock them - either individually or globally.
  • The Locked status Locks the price and specific fields for the part.
  • The Locked w/ Price Minimum status locks the same fields as the Locked status.
    • The Price/Unit field can be edited but not to an amount lower than the minimum price.

For details about price locking, click the following link: Price Locks on Stock Parts.

Other Information Tab

This tab contains various information about the part, including its sales history. You can also associate the part with a specific labor operation.

The Other Information Tab.

Other Information Section

The following table describes the items in the Other Information section.

Item

Description

Location

This is the part’s location in the shop. If a warehousing system has been established for parts, this could be the bin location where the part is normally stored. Inventory reports can be grouped by location.

The bin location prints on customer documents and appears as a column in Tire Quote search results.

Start Date

This is the date the part was added to inventory. When a part record is added initially, this field defaults to the current date.

Fee1/Fee2 and Fee Fields

Select the type of fee from the dropdown list and enter the appropriate amount in the corresponding Fee field.

The Fee entries circled.

The selected fees and amounts are included whenever this part is added to a ticket. If the fee selected is a percentage of the part price, the amount of the fee is automatically calculated from the retail price.

To mark a part as a core, select Core Charge in the Fee 1 field and type in the Fee amount.

Menu

Check Menu to post the part to tickets as a menu job.

When posted to a ticket, the part has no price. "Menu" appears as the price in the Jobs section of the Parts/Labor Tab instead.

The Cost Per Unit, Price/Unit, and Extended Price appear on the Edit Parts window but are not included in the total.

The part prints only if the Print Menu Parts option is selected Configuration.

No Smart Pricing

When checked, the price can be updated only by the Calc prices button or manually entering a price. The Smart Pricing option is disabled.

When the Calc Prices button is selected, prices are calculated using either the default CPM matrix or the department CPM matrix, if a department is selected.

Taxable

When checked, the customer is charged sales tax for this part. Taxable parts are totaled on the Calculations tab.

No Supply Fee

Selecting this option stops Supply Charges (Shop Fees) from being calculated for the price of this part.

Manufacturer Number

The manufacturer's number.

Warranty

The manufacturer's or retailer's warranty number. For tires, the warranty number is considered part of the tire information. This is most often the number of miles in the warranty.

Popularity

The popularity of the part.

DC Availability

The DC availability.

DC Status

The DC status.

Linked Part Number and Linked Line Code

If another part is linked to this part, these fields display the part number and line code of the linked part.

Labor Information Section

In this section, you can add a labor operation to a part. Each time the part is added to a ticket, the labor operation is added automatically as well.

The Labor Information section on the Other Information tab.

Time and charge are calculated for one unit. If more than one unit of the part is added, the number of units added is multiplied by the time and the charge.

TIP: You can mark up labor charges based on a labor category and/or operation by using smart labor pricing instead.

The following table describes the items in the Labor Information section.

Item

Description

Category

Select the labor category first; labor operations are inside categories.

Operation

This is the labor operation associated with the part. Each time this part is added to a repair order, the labor operation is added automatically.

Additional Time

If more time is required than the time on the selected labor operation, you can add additional time on the linked part. The Additional Time will be added to the time on the labor operation when the labor is posted to a ticket.

When you add Additional Time, you must calculate the Additional Charge.

Complete these steps:

  1. Enter the Additional Time and the Rate you want to charge for that time.
  2. Click the Calc Charge button.
  3. The Additional Charge is calculated for you based on the Additional Time multiplied by the Rate.

Additional Charge

If you need to charge more for the part on the selected labor operation, you can add an additional charge in the part record. The Additional Charge amount is added to the charge on the labor operation when the labor is posted to a ticket.

When you add an additional charge, you must calculate the Additional Time.

Complete these steps:

  1. Enter the Additional Charge and the Rate.
  2. Click the Calc Time button.
  3. The Additional Time is calculated for you based on the Additional Charge divided by the Rate.

Rate

This is the labor rate used to calculate the Additional Charge or the Additional Time.

Sales History Section

The sales history displays the quantity sold for the current month and the previous 11 months. This section is read-only and cannot be modified.

The sales quantities are revolving, with the current month’s figures cleared at the beginning of the month.

Notes Tab

This is a section that is provided to add additional notes regarding the part.

The Notes tab.

Tire Information Tab

This tab is blank unless the part is included in the tire group. If the part is in the tire group, this tab includes active fields where you can enter tire information.

The Tire Information Tab.

When this part is added to a ticket, a Tire Info Button appears on the Edit Parts window. When you click the Tire Info Button, a Tire tab appears at the bottom of the Edit Parts window that displays this information.

For information about this window, click the following link: Entering Tire Information on Parts.

Oil Information Tab

This tab is blank unless the part is included in an oil group. If the part is in an oil group, this tab includes active fields where you can enter oil information.

The Oil Information fields on the Oil Information tab in Inventory.

When this part is added to a ticket, an Oil Info button and an Oil tab appear on the Edit Parts window.

For details, click the following link: Adding Oil Information to Oil Group Parts.

Package Adds on Parts

You can charge an additional amount per quantity for specific parts by entering a Package Add amount. When these parts are added to labor operations with package pricing, the Package Add amount is added per quantity posted to the ticket.

TIP: You can use Package Adds to use a package price for oil changes while still charging for additional oil if the vehicle requires it. For example, enter $2.00 as the Package Add on the oil part to charge $2.00 more per extra quart on a regular oil change.

To Add a Part with a Package Add

Complete these steps:

  1. In the View/Add/Edit inventory window, enter $2.00 in the Package Add field for synthetic oil and save it.

The Package Add field circled.

  1. The Package Price appears on the Edit Labor window in Configuration.
  2. Add the part (via a parts kit) to a labor operation with a package price.

The Edit Labor window with the Package Price and Parts Kits fields circled.

  1. Add the labor operation to a ticket.
  2. The package price is increased by $10 because $2.00 is added per quart of oil. There are five quarts of oil (5 quarts X $2.00 per quart).

The labor in the Jobs section of the Parts/Labor tab at 10 dollars more.

NOTE: The discount distribution set in the Package Options setting in Configuration still applies.

To Add a Package Add Price to a Part on a Ticket

You can also enter a package add amount on individual tickets by opening the part after it has been added to the ticket.

On the Editing Part Window, type in the package add amount in the field just under the Price/Unit field. This field is named Premium unless it has been assigned another name in Configuration.

The Premium Charge field circled on the Editing Part window.

When you click OK to save the change, the dollar amount is multiplied by the quantity.

NOTE: The discount distribution set in the Package Options setting in Configuration still applies.

This field is