Linking Parts to Epicor Fluid Grades

The Smart Fluids Setup window opens when you click the Configure button after selecting Automatic Transmission Fluid (ATF) or Engine Coolant in the Smart Fluid dropdown list on the Smart eJob.

When you Click Configure for the ATF Smart Fluid, the Smart Fluids Setup window contains ATF fluid grades in the Epicor Fluid Grades Not Linked to Parts section.
When you Click Configure for the Engine Coolant Smart Fluid, the Smart Fluids Setup window contains coolant fluid grades in the Epicor Fluid Grades Not Linked to Parts section.

NOTE: This topic provides a general overview of how part linking works in R.O. Writer so that you link parts for each Smart Oil job in the way that is most appropriate for your day-to-day business.

Smart Fluids Setup Sections

The Smart Fluids Setup window is divided into two sections with the Epicor fluid grades on the left and the linked parts on the right.

Epicor Fluid Grades Not Linked to Parts

The Epicor Fluid Grades Not Linked to Parts section on the left shows only the Epicor fluid grades that have not been linked to parts yet. After a fluid grade is linked to a part, that fluid grade is removed from the list automatically.

The fluid grades that have not been linked to parts.

There are three columns:

In the Select column, select the fluid grade to link.
The Fluid Grade column displays the description of the fluid grade from Epicor.
The Vehicle Count column displays the number of vehicles that use the fluid grade based on Epicor data.

Epicor Fluid Grades Linked to Parts

The Epicor Fluid Grades Linked to Parts section on the right shows only the parts that have been linked. Use this section to review your linked parts.

The list of linked fluid grades.

The Fluid Grade column shows the Epicor fluid grade.
The Part Number, Line Code, and Part Description columns display the part information from the inventory record.
The Modifier Part Number, Modifier Line Code, and Modifier Part Description columns display the modifier part information from the inventory record.
- If these columns are blank, no modifier part has been added.

Updating Epicor Data

Smart Fluids uses Epicor part information. Epicor updates this information regularly. You always want to make sure you are using the most current information from Epicor.

Before linking parts for Smart Fluid jobs, you should update the Epicor data.

Update Smart Fluids Data running.

Linking Guidelines

When linking parts to Epicor fluid grades, keep the following guidelines in mind.

Part linking applies to one job at a time and cannot be shared across multiple jobs.
You can link to the same part in different jobs.
You can link an Epicor fluid grade only once within one job.
- After the fluid grade is linked to a part for a job, that fluid grade is no longer available for selection until the link is removed.
You can choose to leave Epicor fluid grade unlinked to a part.
- Smart eCat launches in integrated catalog search when that fluid grade is selected for the vehicle.
When you remove the Smart Fluid from the job, you are removing all part linking for that job.
When the part is linked, you can add a modifier part to that link.
- The modifier part is usually a fluid additive required by most jobs.
- When the main part is selected for a job in Smart eCat, the linked modifier part is added automatically.

Linking Parts to Epicor Fluid Grades

How you decide to link (or not link) parts depends on how you manage fluid jobs and parts in your shop.

To Link Parts to Epicor Fluid Grades

The process of linking parts is the same for any type of part you link - stock or non-stock.

Complete these steps:

On the Edit Smart Job window of a Smart eJob, select Automatic Transmission Fluid or Engine Coolant in the Smart Fluids dropdown list.
Click the Configure button. The Smart Fluids Setup window opens displaying the ATF or coolant fluid grades from Epicor.
In the Epicor Fluid Grades Not Linked to Parts section, select the fluid grade or fluid grades by checking the Select box of each row.
Click the Link to Part button. The Smart Fluids Part Search window opens.
In the Department dropdown list, select the department.
- You can also type in a Description, Part Number, or Line Code to search.
Click the Search Inv button to search for the part. The search results appear on the Parts List window.
Select the part and click OK. The part appears on the Smart Fluids Part Search window.
Click OK and the part is linked.
- The linked part appears in the Epicor Fluid Grades Linked to Parts section.
- The fluid grade is removed from the Epicor Fluid Grades Not Linked to Parts section.
To link more parts, repeat Steps 3—9.
When all parts are linked for the job, click Close.
You are returned to the Edit Smart Jobs window. The Required Catalog Parts appear in the Catalog Parts section on the Edit Smart Job window.
Finish configuring the Smart eJob. Part linking is one part of configuring the job; you need to enter the other settings after the parts have been linked.

NOTE: To remove the link, click the Remove Link to Part button.

Linking Options

How you choose to link parts within each job depends on how you set up your ATF and coolant jobs based on how you use these fluids in your shop. Please review the following topic before linking parts: Where to Begin.

To Link to Stock Oil Parts

Stock parts would be the fluid grades you stock regularly and usually have on-hand. These are the fluids you want to use first. These parts are usually set to Stock in Inventory but do not have to be for Smart Fluids.

To link fluid grades to stock parts, simply choose the fluid you keep in stock in the part search.

A stock part on the Parts List with the on-hand quantity.

The appropriate part for the vehicle posts to the Posted Parts and Labor tab automatically.

To Link to Non-Stock Parts

There are some fluids that you use often enough to enter in Inventory but do not usually keep on hand. These parts are usually set to Non-Stock in Inventory. To link to these parts, simply select these parts in the Part List when linking a fluid grade for a job.

The appropriate part for the vehicle posts to the Posted Parts and Labor tab automatically. After posting to the ticket, you would have to order the part if there is not enough quantity on hand.

To Link to a Non-Stock Part Number

You may choose to create a non-stock part number. This is a part that contains no supplier or pricing and is set to Non-Stock in Inventory. There are advantages to using this method. For complete details, click the following link: Using a Non-Stock Part Number for ATF or Coolant.

To Link Multiple Fluid Grades to One Part

You can link multiple fluid grades to one part by checking the Select box for each fluid grade in the list.

Multiple fluid grades selected in the list.

What Happens When Parts Are Not Linked

The majority of the time you link to parts that have a record in Inventory - either stock or non-stock. However, you can choose to not link parts to fluid grades.

If the unlinked fluid grade is recommended for the vehicle and then selected for the job, Smart eCat launches an integrated catalog search for the selected fluid.

If the part is in your local inventory, you can select it.
If the part is not in your local inventory, you need to select it from a catalog as an outside purchase.

Adding Modifier Parts

You can add a modifier part to a linked part in the Epicor Fluid Grades Linked to Parts section. When the linked part is selected for the vehicle in Smart eCat, the modifier part is added to the Posted Parts and Labor tab automatically.

To Add a Modifier Part to a Linked Part

Modifier parts tend to be additive fluids that are often required to complete the job.

Complete these steps:

On the Smart Fluids Setup window, select the linked part in the Epicor Fluid Grades Linked to Parts section.
Click the Link Modifier Part button.
The Smart Fluids Part Search window opens.
In the Department dropdown list, select the department. You can also type in a Description, Part Number, or Line Code.
Click the Search Inv button to search for the part. The search results appear on the Parts List window.
Select the part. The selected part appears on the Smart Fluids Part Search window.
Click OK. The modifier is added to the part link line.