Creating parts in the Parts Catalog

Parts created in the Parts Catalog are global parts. They are common to all shops. You can add catalog parts to multiple shop inventories. Doing this ensures that all instances of a part have the same descriptive information.

Before you can charge out a part to a repair order, you must first create that part record in your system.

Your company may require that parts exist in the Parts Catalog before you can add them to the Shop Inventory. This requirement is controlled by toggling the [Inventory] Allow Local Parts option to NO.

image1 See it in action

Use the Parts Catalog page to:

  • Create global part records

  • Create tire part records

  • Create part kit records

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You do not use the Parts Catalog to identify whether a part is Stocked or Consigned. You should make that association in the part’s record in the Shop Inventory. Trimble recommends that you toggle both the Stocked and Consigned options to NO.

Creating part records in the Parts Catalog

When you create part numbers, Trimble highly recommends that you use the original equipment manufacturer (OEM) part numbers and not the part number used by your local parts supplier.

Using OEM numbers lets you take advantage of the Vehicle Maintenance Reporting Standards (VMRS) parts lookup or the Trimble Parts Network (TPN).

  • VRMS lookup has been in TMT for many years. It includes almost 200,000 OEM parts, VMRS component codes, manufacturer codes, and descriptions.

  • Starting with V. 2020.2, TPN replaces the VRMS lookup with a Cloud-based crowdsourced list. Currently, it has data on more than 1.6 million parts.

Using the OEM part number lets you fill your parts catalog quickly with data accurate down to the nine-digit VMRS component code.

To create a part record:

  1. Go to Menu > Masters > Parts Catalog.
    The Parts Catalog page opens.

  2. Click Add New.
    The Add New Part window opens.

    Show me

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  3. Enter the new part number in the Part field and press ENTER.
    You can use the wildcard feature to help you find VMRS parts. For details, see Understanding the wildcard feature in the Parts Catalog.

    Note: Using the wildcard feature may return many existing parts catalog entries, but it will not find a match to TPN records.

    The page shows any available part results.

  4. Do one of the following:

    • If the page shows the part number in the Parts Catalog Selection section, this means that the part is already in the Parts Catalog. Click Cancel to close the window.

      This illustration shows a part number that was found in the Parts Catalog.

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    • If the page shows the part number in the VMRS Part Selection section or the Trimble Parts Network section, it means the part record is in the system, but it is not in the Parts Catalog. Select the correct part and go to Step 5.

      This illustration shows a part number in the VMRS Part Selection section.

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      Note: If you select a part from this section, the system fills the Manufacturer field automatically.

    • If the page does not show any results in any section, the part is not in the system. Enter the part’s manufacturer in the Manufacturer field and press ENTER.

      Go to Step 5.

  5. Click Next.
    The Part Classification (Local), Inventory Method, and Manufacturer sections are displayed.
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    Note: The system shows the component code and description automatically if you select a part from either of these sections:

    • VMRS Part Selection

    • Trimble Part Network

      To follow the best practice:

    • Find the correct nine-digit VMRS component code for all parts.

    • Use the standard description.

    If you want, you can add qualifying details such as size or engine model to the description.

  6. Make entries in the required fields.

  7. Click Save.

Creating a tire record in the Parts Catalog

Before you create a tire part record, you must verify that your company owns the Tire Module. Otherwise, you are creating a standard part identified as a tire. To find out if your company owns the Tire Module, contact your system administrator.

To create tire part records in the Parts Catalog:

  1. Follow Steps 1-5 in Creating part records in the Parts Catalog.

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  2. Make entries in the required fields.
    For details about individual fields, see Definition tab.

  3. In the Part Type field, select Tire.
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  4. In the Inventory Method section, toggle the Stocked option to NO.

  5. Do one of the following:

    • If your company does not own the Tire Module, click Save.
      The new part record is displayed.

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    • If your company owns the Tire Module, follow the steps listed below.

      1. Click Save.
        The new part record is displayed and the Tire tab appears in the Navigation Pane.

        Show me

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      2. Click the Tire tab.
        The Tire Information and Tire Depths sections are displayed.

        Tire Information section

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        Tire Depths section

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      3. In the Tire Information section, make entries in the required fields.
        For details about individual fields, see Tire tab - Tire Information.

      4. Click Save.
        The system activates the Delete, Edit, and Add buttons in the Tire Depths section.

      5. In the Tire Depths section, click Add.
        The Add Depth window opens.

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      6. Make entries in all fields.
        For details about individual fields, see Tire tab - Tire Depths.

      7. Click OK.
        The window closes. The Tire Depths section reflects your entries.

        Click Cancel to close the window without saving your changes.

      8. In the upper-right corner of the page, click Save.

Editing a tire’s depth

  1. In the Tire Depths section, select the row you want to edit.

  2. Click Edit.
    The Edit Depth window opens.

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  3. Make changes as needed.

  4. Click OK.
    The Tire Depths section updates.

  5. In the upper-right corner of the page, click Save.

Deleting a tire’s depth

  1. In the Tire Depths section, select the row you want to remove.

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  2. Click Delete.
    The Delete Tire Depths confirmation message window opens. It asks, "Are you sure you want to delete tire depths for axle type?"

  3. Click Delete.

  4. In the upper-right corner of the page, click Save.

Creating a part kit record in the Parts Catalog

A part kit contains all the required parts needed to make a repair. When you use a part kit for a repair, you ensure that every shop uses the same parts to make the repair. When you charge parts out for a repair order, a part kit allows you to charge out a single part number instead of each individual part.

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.

The part numbers and quantities assigned to the kit appear as line items on the repair order.

image1 See it in action

When you create a kit number, Trimble recommends that you include the word Kit as a suffix in your kit part number (for example, 1825FrontBrakeKit). Do not include spaces in kit part numbers.

To create a part kit in the Parts Catalog:

  1. Follow Steps 1-5 in Creating part records in the Parts Catalog.
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  2. Make entries in the required fields.
    For details about individual fields, see Definition tab.

    When assigning a component code to a kit, use a component code that represents the kit’s purpose.

    Component code examples:

    • 047-001-001 (Kit, Filter - Diesel Engine)

    • 047-001-002 (Kit, Filter - Gasoline Engine)

    • 047-001-003 (Kit, Filter - LPG Engine)

    • 013-002 (Rear Brakes and Drums)

    • 000-002 (PM Level B)

    For information on using component codes, see Component codes overview.

  3. In the Part Type field, select KIT.
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  4. In the Inventory Method section, toggle the Stocked and Consignment options to NO.

  5. Click Save.
    The new kit record is displayed.

    To close the window without saving your changes, click Cancel.