Parts Catalog master records

The Parts Catalog is the master repository of part records. Before you can charge a part to an order, the part must be added to the Parts Catalog or to the Shop Inventory.

Adding parts to a shop’s inventory instead of the Parts Catalog can cause part discrepancies between shops. Trimble recommends that you add parts to the Parts Catalog and not to individual shop inventories. Best practice is to set the [Inventory] Allow Local Parts option to NO. This prevents users from adding parts directly to shop inventories.

Using the Parts Catalog:

  • Makes sure that all shops use the same part ID, description, manufacturer, unit of measure, and so on, for a part

  • Provides uniform inventory records for all shops

  • Reduces data entry time when setting up shop inventories

Go to Menu > Masters > Parts Catalog to open the Parts Catalog page.

Layout of the Parts Catalog page

When you open the Parts Catalog, it shows the part with the lowest ID number, such as 00030. The tabs you see depend on the part type.

When the displayed part is a standard part, you see these tabs:

  • Definition

  • Cross Ref

  • Vendors

  • Shops

  • Unit Xref

This illustration shows the Parts Catalog page when regular parts are loaded.

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If the part is a kit, you see these tabs:

  • Definition

  • Kit Config

  • Cross Ref

  • Shops

This illustration shows the Parts Catalog page when part kits are loaded.

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If the part is a tire, these tabs are shown:

  • Definition

  • Cross Ref

  • Vendors

  • Shops

  • Unit Xref

  • Tire

This illustration shows the Parts Catalog page when tires are loaded.

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The Parts Catalog page provides easy access to the:

  • Menu that lists application menu items

  • User menu that lists user-specific menu items

  • Command buttons that allow you to delete, add, reset, and save part records

  • Data Navigator used to page through part records
    For details, see Searching and navigating the application.

  • Functionality area used to enter information into the system

  • Navigation pane that includes the Part lookup field and the image4 Search icon

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    The identification number used to look up a part is user defined. You can enter up to 24 letters and/or numbers in this field. Best practice is to use the OEM part number without any supplier prefix, such as entering 10250Y instead of TL10250Y.

    Notes:

    1. The identification number can be the manufacturer’s part number or a number used by your company for the part.

    2. The part number cannot start with blanks. The system removes any blanks entered on a part automatically.

Definition tab

The Definition tab shows eight sections: Part Classification, Inventory Method, Manufacturer, Warranty Information, Cores, User Defined, RO Requirements, and Description Options. Use this tab to include basic information about a part.

This illustration shows the Definition tab sections.

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Part Classification section

The Part Classification section shows the part’s description, component code, and part type information.

All fields are required.

Field Definition

Description

Part’s description

Component Code

Component codes are based on the ATA standard component codes for Systems, Assemblies, and Parts on a unit. The codes are developed in three sets of three digits. They are separated by dashes:

  • XXX
    Three digits represent a system on a unit. This is the highest level of a component. For example, 013 is the component code for Brakes.

  • XXX-XXX
    The second set of three digits represents an assembly on a unit. For example, 013-001 is the component code for the Front Brakes and Drums.

  • XXX-XXX-XXX
    The third set of three digits represent a part on a unit. For example, 013-001-014 is a Front Brake Shoe.

Part Type

Classifies the part

Valid part types include:

  • Accessory
    An accessory is a major component on equipment (such as an engine, transmission, and GPS system). It is commonly a serialized part.

  • Casing
    A casing is a tire that needs to be re-capped. This part type is used when you have the Tire Module installed.

  • Fluids
    You use fluids on fuel tickets and repair orders. When setting up a fluid, the Fluid Type field appears. An entry in the field is required.

  • Kit
    A kit contains multiple parts. When you charge a kit part ID on an order, the system charges the parts that make up the kit on the order automatically.

  • Spare
    This is a Spare tire on a unit. It is used when you have the Tire Module installed.

  • Standard
    Use this type for all parts that do not fit into specific categories.

  • Supplies
    Supplies are items that you do not normally charge on a repair order, such as shop towels.

  • Tire
    Special designation for tires tracked in inventory

Inventory Method

The Inventory Method section allows you to specify inventory method details.

Required field: *

Field Definition

UOM *

Unit of measure for the part quantity (such as Each, Dozen, Foot)

Valid choices are selected from the Length, Quantity, and Volume Units of Measure.

Purchase Quantity

Number of parts purchased

Inventory Account *

For part transactions to be reflected with period close, all parts must have an account type selected.

Notes:

  1. You must select an entry in this field to create a part.

  2. You can change the account selection in the Parts Catalog master record at any time. The change occurs in the Parts Catalog only.

Stocked

Identifies whether the part is a stocked part in inventory

Options are:

  • YES (default)
    The part is stocked in inventory

  • NO
    The part is not stocked in inventory

Notes:

  1. To change the value, toggle to the needed option.

  2. A part is considered Non-Stock when the Stocked or Consigned fields are set to NO. These parts are purchased, but not kept on hand in inventory.

  3. On a part record, you can select YES for either the Stocked field or the Consigned field. You cannot set both fields to YES.

Consignment

Determines whether the part is a consignment part

Consignment parts are parts in inventory that are not purchased from the vendor until they are installed on a unit or used.

Options include:

  • NO (default)
    The part is not a consignment part.

  • YES
    The part is a consignment part.

Notes:

  1. To change the value, toggle to the needed option.

  2. The part is considered non-stocked if either the Stocked or the Consigned option is set to NO. These parts are purchased, but not kept on hand in inventory.

  3. A part record can have either the Stocked or the Consigned option set to YES. It cannot have both options set to YES.

Manufacturer

The Manufacturer section includes fields for the manufacturer name.

Required field: *

Field Definition

Manufacturer *

Manufacturer’s ID code

Manufacturer’s Part Number

Manufacturer’s specified number for the part

Warranty Information

This section allows you to identify the part as having a warranty.

If the part does not have a warranty, click Expendable Item. The system turns off the fields used to record warranty information.

Field Definition

Meter Type 1, 2, or 3

Meter type used to measure warranty information (such as ECM, Odometer, Days, Hour Meter)

Meter 1, 2, or 3 Lifetime

Warranty’s duration based on the selected meter type (such as 35,000 miles or 365 days)

Part 1, 2, or 3 Life

Number that represents the complete life of a part

Cores

The Cores section contains the core parts fields: Core Value and UOM (unit of measure). These fields are used only in custom reporting. They have no other function.

The Uses Cores button toggles the Cores fields on and off. The field background color shows whether the fields are in use.

  • Gray background

    The fields are turned off.

  • White background

    The fields are turned on.

Click Uses Cores to turn the fields off or on, as needed.

Field Definition

Core Value

Core’s exchange dollar value

UOM

Shop’s default currency (such as US$, CN$)

RO Requirements

The Repair Order Requirements section determines requirements for charging a part on a repair order.

Field Definition

Position

Determines whether a position is required to charge the part on a repair order (RO)

Options are:

  • NO (default)
    A position is not required.

  • YES
    A position is required.

Note: To change the value, toggle to the needed option.

Component Match

Determines whether the part’s component code must match the component code shown in the repair order section to charge that part out to the repair order

For example, if the part component code is 034-001-001, the section component code must be 034 or 034-001 before you can charge the part on that section.

Options are:

  • NO (default)
    The components codes do not have to match.

  • YES
    The components codes must match.

Note: To change the value, toggle to the needed option.

Serialized Part

Determines whether a serial number is required when charging a part to a repair order

Options are:

  • NO (default)
    A serial number is not required.

  • YES
    A serial number is required.

Note: To change the value, toggle to the needed option.

Description Options

The Description Options section controls when a part description can be changed.

Field Definition

Description Requirement

Identifies whether the part description can be changed when you charge out the part on a repair order

Options are:

  • Change
    You can change the part description when charging the part to an RO.

  • Disabled OR None
    You cannot change the part description when charging the part to an RO.

Kit Config tab

The Kit Config tab displays when the selected part is a KIT. It contains the Kits Information section. This section lists the parts that make up this kit and the quantity for each part. Using kits allows you to enter a single part number on an order and charge all the parts that make up the kit as line items on the order automatically.

You cannot add a kit to a purchase order because kits are made from existing parts in your inventory. You can only add kits to repair orders.

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Field Definition

Part

Part number

Description

Part description

UOM

Part’s unit of measure

Quantity

Number of parts required for this kit

Cross Ref tab

The Cross Ref tab contains the Cross Reference Information section. You use it to identify three types of parts: Substitute Parts, Superseded Parts, or Cross-referenced parts.

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The system allows you to choose between three cross-reference types:

  • Substitute
    Substitute parts each have their own part number, but you can use one part to replace another. For example, assume you stock both the Donaldson P55958 lube filter and the Fleetguard LF3000 lube filter. You can mark each filter as a substitute part for the other.

    When you use a substitute part number on an RO, the program automatically uses the correct part in inventory or shows a list of the parts for that substitute part number. You set up substitute parts in the Parts Catalog.

  • Superseded
    A vendor may replace an older part number with a newer one. When you create a part with the new part number, you set it to replace the old number. The old part number then becomes a superseded part.

    When you select a superseded part number on an order, the program automatically uses the newer part number if it is in the inventory.

  • Cross References
    Parts are cross-referenced when you use one part number to cover several similar parts. For example, assume you stock three fuel filters:

    • Baldwin BF957

    • Donaldson P550105

    • Fleetguard FF105

      You can use Baldwin BF957 as your official shop part number. Then you can cross-reference the Donaldson and Fleetguard filters under it. When you select Baldwin BF957 on an order, you can use any one of the three parts. The order shows the part number Baldwin BF957, no matter which part you used.

    All cross-referenced parts use the same part number. If you need to know which specific part was used in an order, you may want to use substitute parts instead.

The system displays the same columns for all three cross-referenced part types.
Field Definition

Part

Part number or kit number

Mfg Code

Manufacturer’s code or ID

Manufacturer

Manufacturer’s name

Created Date

Date the cross-reference part was created

Created by

User ID of the person who created the cross-reference part

Vendors tab

The Vendors tab includes the Vendor Information section. This tab identifies the vendors from which you purchase this part. When a part is available from multiple vendors, you can identify the preferred vendor as the Primary vendor.

This illustration shows the Vendor Information tab section.

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Required field: *

Field Definition

Vendor *

Vendor’s ID number

Vendor Name

Vendor’s name

Primary

Identifies a primary (preferred) vendor

Price

Amount the vendor charges for the part

Price UOM *

Vendor’s default currency (such as US$, CN$)

Target Point

Stocking level for the part

This value is part of the formula used for reordering parts.

Quantity UOM *

Quantity unit of measure (such as Each, Foot, Quart)

Bid Price

Vendor’s contractual purchase price for the part

Normally part of a contractual agreement.

Bid Date

Start date of a part’s contractual purchase price

Bid End Date

End date of a part’s contractual purchase price

Bid Number

Reference number for the vendor’s pricing contract

Bid PO Number

Purchase order number used when purchasing a contracted part from a vendor

Referred to as a Blanket PO in the system.

MFG Code *

Part manufacturer’s ID

Note: The system uses the standard ATA codes for the manufacturer’s ID.

MFG Part

Vendor’s specified number for the part

Shops tab

The Shops tab contains the Shops Information section. The Shops tab includes the last cost, the quantity on hand, and the quantity on order. Use this information to decide how many parts to buy for a shop, or whether parts should be transferred from one shop to another.

This illustration shows the Shops tab.

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On this tab, you can:

  • Add Parts To Local Inventory
    Use this command to populate a Shop Inventory using the Parts catalog. You can select a single part, multiple parts, or all parts.

  • Add Current Part To Local Inventory
    Use this command to add the selected part record to a Shop Inventory.

Field Definition

Shop

Shop’s ID

Name

Shop’s name

On Hand

Number of parts available at the shop

On Order

Number of parts on order at the shop

Last Cost

Last cost listed for the part

Use Last Three Months

Number of times the part was used in the last three months

Unit Xref tab

The Unit Xref tab contains the Unit Cross Reference Information section. This page cross-references parts to a group of like units. The Advance Search feature in Shop Inventory uses Unit Cross Reference Information to search for parts used by a group of units. This can be useful to identify parts that are no longer needed and that can be returned as the units are retired.

This illustration shows the Unit Cross Reference Information tab section.

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The units you can see and use depend on the Application option Enforce Enhanced Shop restrictions. For details, see the Shops tab section above.

Before V.2020.3, this Application option was named Enforce Shop Restrictions.
Field Definition

Component

Part’s component code

Make

Unit’s manufacturer

Model

Manufacturer’s model number for the unit

From Year

First year that this part was used on this unit

To Year

Last year that this part was used on this unit

Engine

Unit’s engine model

Capacity

Maximum amount or number that the unit can receive or contain (such as how much fuel a vehicle holds, and how many pounds a unit can haul)

Note: The system recognizes 80000, 80,000, and 80K as three different capacities.

Wheelbase

Distance between axles on the unit

Unit Type

Describes a vehicle (such as mixer, reefer, forklift, tract, and trailer)

Activity

Unit’s purpose

The options in this field are user defined field (such as Recycling, Maintenance, Line Haul, Short Haul, Shuttle, etc.).

Narrative

Free form text field

Use this field enter comments about the unit.

Tire tab

The Tire tab is activated when the select part’s Part Type is Tire. The Tire tab contains two sections: Tire Information and Tire Depths.

This tab is available when you are licensed for the Tire Module.

This illustration shows the Tire tab sections.

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Tire Information

This section displays basic tire information.

Required field: *

Field Definition

Size *

Size of the tire (such as 11R22.5, 295/75R22.5, 455/50R22.5)

Load Rating *

Tire’s maximum load

Note: Contact the tire’s manufacturer or dealer for this information.

Ply Rating *

Tire’s load, based on the tire’s established pressure

Note: Contact the tire’s manufacturer or dealer for this information.

Tire Type *

Type of tire (such as Block-lug, Rib or ribbed, Rib-block)

Tread Depth *

Tread depth

Tread Type *

Type of tread/tread pattern

Note: Contact the tire’s manufacturer or dealer for this information.

Weight

Tire’s weight

Note: Contact the tire’s manufacturer or dealer for this information.

Inflation Pressure *

Tire’s suggested pounds per square inch (PSI)

Max Speed *

Maximum speed tire is rated to handle

Note: Contact the tire’s manufacturer or dealer for this information.

Percent Nitrogen *

Percentage of nitrogen inside tire when inflated

Note: For solid or pneumatic tires, this value will be zero.

DOT Number

Tire’s Department of Transportation compliance number

Tire Depths

This section displays additional tire information.

All fields are required.

Field Definition

Axle Type

Identifies which axle types support this tire

Note: Your company determines the options available in this field.

Examples:

  • Booster
    Booster Axle (B)

  • Dolly
    Converter Dolly Axle (C)

  • Drive
    Drive Axle (D)

  • Free
    Other Free Rolling Axles (F)

  • Lift
    Lift Axle (L)

  • Pusher
    Pusher Lift Axle Before Tandem (P)

  • Steer
    Steer Axle (S)

  • Tag
    Tag Lift Axle After Tandem (G)

  • Trailer
    Trailer Axle (T)

Depth Warning

Tread depth at which the tire should be replaced

Depth Replace

Tread depth at which the tire must be replaced