Entering and Editing Parts

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.

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.

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 is the default. When new line codes come in, you are prompted as follows:

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 barcode functionality for the part throughout R.O. Writer.

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

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.

• If a parts department has not been selected, the default pricing multipliers are used.
• If a parts department has been selected, the multipliers for that department are used.

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

• Click Non-Stock Parts Pricing for detailed information on pricing non-stock parts.
• Click Smart Pricing for more information on using smart pricing matrices.

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.

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 Lock on Stock Parts.

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 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.

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