Shop Inventory master records

Before your company can track parts in the system, you must create part records. The system allows you to set up parts in the Shop Inventory or the Parts Catalog.

  • Shop Inventory
    Parts set up in the Shop Inventory are local parts. Parts you set up in the Parts Catalog are not. Local parts are unique to a specific shop. For example, a bumper used on a tractor by a single client. These parts are not synchronized with the Parts Catalog. They do not appear in other shop inventories, unless you add them to that shop’s inventory.

    Note: As a best practice, Trimble recommends that you set the system to require that parts exist in the Parts Catalog before anyone can add them to the Shop Inventory. To do so, open the Application Options page and toggle the [Inventory] Allow Local Parts option to NO.

  • Parts Catalog
    Parts set up in the Parts Catalog are global parts. These parts are common to all shops, such as 10W30 engine oil. The system lets you add these parts to multiple shop inventories. When you do, all instances of global parts have the same description. When you make changes to the Parts Catalog, the system makes changes to the Shop Inventory automatically.

Go to Menu > Masters > Shop Inventory to open the Shop Inventory page.

Layout of the Shop Inventory page

This illustration shows the Shop Inventory page.

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Pages are designed so that menus and functionality areas appear the same way throughout the application. While some elements are not part of every page, the basic layout of the page is consistent.

The Shop Inventory page provides easy access to the:

  • Menu that opens the application menu

  • User menu that lists user-specific menu items

  • Command buttons used to Delete, Add, Reset, and Save shop inventory records

  • Functionality area where you enter information into the system

  • Navigation pane includes the Shop and Part lookup fields, and image2 Search icons

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    All fields are required.

    Field Definition

    Shop

    User defined shop identification number

    Enter up to 12 alphanumeric characters.

    Part

    User defined part identification number (either a user defined number or a manufacturer’s part number)

    Enter up to 12 alphanumeric characters.

    Notes: . You cannot start a part number with a blank space. The system ignores blank spaces. . The Vehicle Maintenance Reporting Standards (VMRS) component codes are provided in the part records and therefore do not need to be used in the part ID.

Definition tab

The Definition tab shows the Inventory Overview, Part Classification, Inventory Method, RO Requirements, Description Options, Manufacturer, and User Defined sections.

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Inventory Overview

Field Definition

On Hand

Total quantity of parts currently on hand

Notes:

  1. The amount in this field is used in the reorder formula.

  2. This field is read-only. It is populated automatically when you do a physical inventory or purchase order. This maintains an audit trail of all parts entered in the system.

On Order

Total quantity ordered on a purchase order but not received

The value in this field is used in the On-Hand Based Reorder formula.

Avg Cost

Calculated as total cost divided by total quantity on hand

This amount is maintained by the system as the quantity on hand changes.

Trigger Point

Amount used to determine when to reorder parts

The value in this field is used in the On-Hand Based Reorder formula.

Safety Point

The value in this field is used in the On-Hand Based Reorder formula.

Part Classification

Required field: *

Field Definition

Description

Part’s description

Part Type *

Classifies the part

Options include:

  • Accessory
    An accessory is a major component on equipment. It is commonly a serialized part. Examples of an accessory include an engine, transmission, and GPS system.

  • Casing
    A casing is a tire that needs to be re-capped. This part type is used when the Tire Module has been purchased.

  • 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 the Tire Module has been purchased.

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

  • 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

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: The first 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 last three digits represent a part on a unit. For example, 013-001-014 is a front brake shoe.

Cores

Identifies whether the part uses cores

Options are:

  • NO (default)
    The part does not use cores

  • YES
    The part uses cores

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

Taxable

Determines whether the part is taxed when purchased

Options are:

  • YES (default)
    Tax should be calculated when this part is purchased

  • NO
    Tax should not be calculated

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

B.Code (Bar Code)

Determines whether the system will print barcode labels for ordered parts

Options are:

  • YES (default)
    Barcode labels are printed when received on purchase orders

  • NO
    Barcode labels are not printed

Notes:

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

  2. For additional information, see:
    [Purchasing: Barcoding] Print Barcoded Receiving Labels

Catalog/Local

Indicates where the part was added

  • If Catalog displays, the part was added from the Parts Catalog.

  • If Local displays, the part was added by the shop.

Inventory Method

Required field: *

Field Definition

UOM *

Part’s unit of measure (such as Each, Dozen, Gross)

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. After a part has been saved, the Account Type field is disabled. You cannot change it unless the quantity on hand and the quantity on order are both zero.

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 have both fields set to YES.

Consigned

Identifies whether the part is a consignment part

Options are:

  • YES (default)
    The part is a consignment part

  • NO
    The part is not a consignment part

Notes:

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

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

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

  4. On a part record, you can select YES for either the Stocked option or the Consigned option. You cannot have both set to YES.

RO Requirements

Field Definition

Position

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

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 component codes do not have to match.

  • YES
    The component 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.

Notes:

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

  2. For additional information, see:

Description Options

Field Definition

Description Requirement

Identifies the part description requirements

Options are:

  • Change
    You can change the part description when charging out the part on a repair order.

  • Disabled OR None
    You cannot change the part description when charging out the part on a repair order.

Manufacturer

Required field: *

Field Definition

Manufacturer *

Part manufacturer’s ID

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

Manufacturer’s part number

Manufacturer’s specified number for the part

Bins tab

You use bins to track inventory in a shop with greater accuracy. When you run a physical inventory, the count sheets print the bin ID with the part number. In addition, you can run physical inventories for a single bin or range of bins and sort the count sheets by bin ID.

You must include at least one bin when setting up parts in inventory. If you create a part when no default bin exists, the Set Default Bin for Shop ## tab opens. It shows NON-STOCK (N/S) for the default bin ID. You can accept the ID or create a new default ID.

The Bins tab shows two sections:

  • Bins Information

  • Used Cores

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Required field: *

Field Definition

Bin

Bin identification number where this part is stored

On Hand

Total parts on hand in the selected bin

UOM

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

You select valid options from the Length, Quantity, and Volume Units of Measure.

Item Max

Maximum number of parts the selected bin can hold

A zero indicates that there is no maximum established.

Pick Order

Determines the order in which you remove parts from inventory.

For example, if BIN A has a picking order of 0 and BIN B has a picking order of 1, you remove the part from BIN A first. If BIN A has no parts, then you use BIN B. The bin with 0 as the pick order value is the primary bin. This bin prints on the purchase order when you order parts. Parts with only one bin assigned must have a pick order of 0.
A part included in an Open Physical Inventory is not editable. Open Inventory displays in the title bar to indicate that there is an open physical inventory on the part.

Kits tab

The Kits tab shows the Kits Information section.

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 that will be charged out when the Kit number is used on the order

Kits are only available for use on repair orders, indirect charges, and direct sale invoices.

Description

Part’s description

UOM

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

You select valid options from the Length, Quantity, and Volume Units of Measure.

Quantity

Quantity that will be charged out for the part number in the Kit.

Warranty tab

The Warranty tab shows the Warranty Information section.

Use the Warranty tab to track the part after-market warranty. Enter up to three different meter types for this warranty.

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When you select Expendable Item in the Warranty Information section, the Meter Type, Meter Lifetime, and Part Life fields are disabled. As a result, the system does not create warranty records for the part.

Field Definition

Meter 1, 2, or 3

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

Note: You can edit this field in the Shop Inventory only if the part is a local part. Local parts are not entered in the Parts Catalog.

Meter 1, 2, or 3 Lifetime

Number that represents the duration of the warranty based on the selected meter type

For example, use number of miles for Odometer, and number of days for Days.

Note: You can edit this field in the Shop Inventory only if the part is a local part. Local parts are not entered in the Parts Catalog.

Meter 1, 2, or 3 Part Life

Tracks the complete life of a part

Vendors

The Vendors tab shows the Vendor Information section.

Use this tab to identify the primary and secondary vendors for a part. When you purchase a part from a vendor but no vendor record exists for that part, the system creates a vendor record automatically. The record includes the vendor ID, pricing information, and a target-default value based on the quantity ordered for the first time.

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Required field: *

Field Definition

Vendor

Vendor supplying the part for purchasing

Note: For additional information, see [Inventory: Catalog Vendor Sync] Update Vendor.

Vendor Name

Vendor’s name

Primary

Identifies whether this is the primary vendor for this part

Price

Vendor’s price for the part

Note: For additional information, see [Inventory: Catalog Vendor Sync] Update Price.

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.

Note: For additional information, see: [Inventory: Catalog Vendor Sync] Update Target Point.

Quantity UOM

Vendor’s part unit of measure based on the price (such as Each, Dozen, Foot)

Bid Price

Vendor’s contractual purchase price for the part

Bid Date

Start date of the vendor’s contractual purchase price for the part

Bid End Date

End date for the vendor’s contractual price of the part

Bid Number

Bid reference number for the vendor’s pricing contract

Bid PO Number

Purchase order number to be used when purchasing this part from the vendor

Note: This is commonly a Blanket purchase order number in the system.

Manufacturer

Part manufacturer’s ID

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

Manufacturer Part

Vendor’s specified number for the part

Costs tab

The system tracks a part’s cost based on the cost of the part when you add it to your inventory. When you add a part to your shop’s inventory, the system adds a row to the Cost Information grid. The row shows the date, quantity, and price for the part received. When you charge a part on an order, the customer’s cost is based on the actual price of the part when you received it, and your inventory method. The Inventory Method is the accounting method you use to determine the part’s base price.

The Cost tab has two sections: Cost Information and Cost Summary.

image9 See it in action

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Cost Information

The Cost Information section allows you to view where parts being added and removed from inventory are tracked. The records in this section are for informational purpose and are not editable.

Field Definition

Timestamp

Date and time the part is added into inventory

Quantity

Number of parts remaining in inventory based on the timestamp

Quantity 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.

Actual Cost

Cost of the part when it was added into inventory

Cost UOM

Unit of measure for the charge or price (such as US$, CN$)

Order Number

Order number that created the cost line

If the cost row was created from a Physical Inventory, the field is blank.

Order Type

Order type (Purchase, Transfer, etc.) shown on the order that created the cost line

If the cost row was created from a Physical Inventory, the field is blank.

Vendor

Vendor listed on the order that created the cost line

If the cost row was created from a Physical Inventory, the field is blank.

Cost Summary

Field Definition

Average Cost

Calculated as total cost divided by total quantity on hand

The system maintains this number as the quantity on hand changes.

Last Cost

Last cost of the part

Inventory Method

Accounting method used to track inventory within the system

Options are:

  • FIFO (First In First Out)
    When you remove a part from inventory and charge it to a repair order, the system uses the earliest cost record.

  • LIFO (Last In First Out)
    When you remove a part from inventory and charge it to a repair order, the system uses the last cost record.

  • AVGCOST (Average Cost)
    When you remove a part from inventory and charge it to a repair order, the system uses the part’s average cost.

Prices tab

You use part prices to invoice customers for parts or submit parts for warranty consideration. You can specify different price categories such as Retail Pricing, Wholesale Pricing, and Contract Pricing. You can use these categories when setting up Invoice Price Tables for customers and Claims Price Tables assigned to Vendors for use on Warranty Claims.

As an option, the system allows you to specify a price by percentage. When you set By Percentage? to YES, and add a value in the Percentage field, the system applies the percentage to the average cost of the part, creating the new price.

The Prices tab shows the Price Information section.

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Required field: *

Field Definition

Price Type *

User defined category for the price

You use part prices when invoicing customers for parts. The system allows different price categories such as Retail Pricing, Wholesale Pricing, Contract Pricing, etc. You can use these categories when setting up Invoice Price Tables for customers.

Price UOM *

Unit of measure for the charge or price (such as US$, CN$)

Quantity UOM *

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

You select valid choices from the Length, Quantity, and Volume Units of Measure.

Required Quantity

Required quantity of the part that you must order from the vendor

By Percentage?

Indicates whether the system is using a percentage of the average cost to create the price for the selected part

Notes:

  1. As the average price changes, so does the price used on invoices for the selected category.

  2. The current average price marked up with the percentage shows in the Price field.

Percentage

Percentage applied to the average cost of the part to calculate the price

The system calculates the price as:
Avg. Cost * (1 + (Percentage/100))

This calculated price appears on invoices when you create them for the selected price category.

Price

Price charged on an invoice when using an Invoice Price Table specifying the price category

Cost History tab

The Cost History tab allows you to view historical cost data for a part. As the parts in your shop’s inventory change, the system records the changes. It tracks when a part is removed from inventory and when the cost of a part changes.

image9 See it in action

The Cost History tab shows the Cost History Information section.

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Field Definition

Transaction Date

Date and time when the cost history record changed

Order Number

Order number that changed the cost history record

Note: If the Order Number and the Order Type fields are blank, a user made a physical inventory adjustment. The quantity or price changed, but that change was not linked to an order.

Order Type

Order type (Purchase Order, Repair Order, Invoice, etc.) that changed the cost history record

Note: If the Order Number and the Order Type fields are blank, a user made a physical inventory adjustment. The quantity or price changed, but that change was not linked to an order.

Transaction Type

How the cost history record changed

There are three transaction types:

  • ADDED
    Indicates that a part was added back into stock

    For example, a user removed a part from a repair order or invoice, or received a purchase order. The Quantity Changed value is always a positive number.

  • CHANGED
    Indicates that a part has been placed on a repair order

    The Order type is Purchase. The Quantity Charged value is always a negative number because the purchase order (cost history record in this case) is having one part subtracted from it.

  • DELETED
    Indicates that all the parts purchased on a purchase order are charged out to repair orders. There is no need for the Cost History Record. Therefore, the reference to this purchase order is deleted. Deleting the Cost History Record does not delete the purchase order.

The transaction type has different meanings depending on the order type.

On Hand

Quantity of parts remaining in your inventory

Qty Change

Shows a positive or negative change in quantity, based on the number of parts added to or removed from the Cost History Record

Actual Cost

Cost of the parts added to or removed from the Cost History Record

Average Cost

Average cost for all cost history record changes

User Name

System ID of the person who changed the part cost record