Create a New Part

This article will provide an overview of creating a new part in EMDECS.

Video Walkthrough

Create a New Part in the Part Master
1. Open the Parts menu and click on Part Master.
2. To create a new part, click on the + New Part button in the top right corner.


3. The New Part pop-up window provides a form to fill in the new part details. The Part #DescriptionStocking UOM (unit of measure), Product Group, and Cost are required fields.  The Costing Method defaults to your corporate default setting in EMDECS. It can be changed for individual parts, as required.
There are other fields that you can fill up, such as Retail Markup %Retail PriceGL Account GroupPreferred Vendor, and any Notes.



4. Additional part settings can be added by clicking the triangle beside Advanced to expand the advanced settings section. Some examples are Inventory LineInventory ClassMarkup GroupWarrantyUPC Barcode. These fields are all optional.
Click Create Part when you are finished adding details.

Definitions for each field are listed below:
Part # : Enter a unique part number for each part. If different manufacturers use the same part number in their systems, you will need to make them unique in EMDECS (i.e. enter 123456789-ACME as a part number instead of just 123456789 if the part number is already in EMDECS under a different part manufacturer or vendor). The part number can contain letters, numbers, and standard English language keyboard special characters. It cannot contain other special characters, such as degree symbols (°) or lettings with accents (i.e. á, é, í, ó, ú, ü, ñ, etc).
Description: Long form description of the part number. The description can also contain letters, numbers, and standard English language keyboard special characters.
Stocking UOM : Unit of measurement. Select a unit of measure from the drop-down list.
Stock Part: Check this box to add the part to your parts catalog list. If this is not checked, the part is added as a non-catalog part.
Product Group: Product groups are used to group parts (i.e. filters, engine parts, tires, miscellaneous parts, etc.) Select a part product group from the drop-down list.
Cost: Purchase cost of the part.
Costing Method: Your system default costing method will populate automatically. This can be changed for individual part numbers.
GL Account Group: Select a GL Account Group if the part cost should be tied to a specific GL account. Leave this blank to use the system default GL accounts for parts sales.
Vendor: The default preferred vendor when the part is ordered on POs or quick receivings.
Core Part #: Click the Select Core Part link to link the part to a core. A window will pop up to select an existing part to be the core, or to create a new core part.
Inventory Line (aka manufacturer): The Inventory Line is used to group parts by manufacturer.
Inventory Class: An optional inventory classification field.
Markup Group: Select a markup group if the part should be sold / marked up according to a specific part markup group you have configured in EMDECS. Leave this blank if the part mark up or sale price should follow the customer contract or system default markup rate.
Warranty: If a warranty applies to the part, select the appropriate warranty code from the drop-down list.
UPC Barcode and Quantity: Using a barcode scanner, you can scan a the barcode label on the vendor's packaging and record the quantity of parts in the package.
Warehouse: To set a warehouse storage location, enter the warehouse name.
Location: Sets the default storage location for the selected warehouse.
Replenishment: Sets Min and Max stocking levels for generating replenishment purchase orders.
5. Now, once you search for the Part Number in the Parts List tab, it should show up in your parts list. Click on the hyperlink to see the at-a-glance view of the part information. Click on the More Info button to open up the more advanced part settings.


6. The screen opens up to the Settings tab. There is also other tabs such as Cost and PricingStock AvailabilityReplenish Settings etc. 

Create a New Part in a Repair Order

1. Open the RO you want to add the new part to, add the appropriate labor line and click + Add Parts. Click on the + New Part button to create a new part.
2. This will open the same screen that we see in the Part Master. This allows you to create a new part on the fly when you're working on a repair order and you use a part that you don't have in the system yet. You can fill in all the mandatory fields, then click on Create Part when you're done.
3.  The new part number will populate in the Part Number field. Adjust the Quantity and click on Issue Part to add the part to the RO.
Now the new part has been added to your RO. If you go back to the Part Master list, you should be able to see the new part number and adjust any of the settings. 


Linking Core Parts

1. To link a core part to a new part, click on the Select Core Part link in the Part Master settings of the new part.
2. In the pop-up window, select one of the following radio buttons: Choose From Existing Part or Create New Core Part . If you choose an existing part, then enter the part number in the Main Part # field.
3. If you select the option to Create New Core Part, then fill out the form to add a new Part Number as the core for the main part. Click Link Core at the bottom of the screen to add the part and complete the core linkage.

Core Part Transactions

Below are examples of how core part transactions are handled in EMDECS:
Note: Whenever a part with a core is added to a repair order, counter sale, or purchase order, both the main part and the core part will be added together at the same time.
1. When the main part BRACKET 18 is added to a repair order, the core part (BRACKET 18C) is added at the same time.
2. To return a core part, add it to the same repair order and the system will detect it is a core and defaults to performing a core return (adds the part with a negative quantity, -1) to credit back for the return of the core. 
3. Adding a part linked to a core on a counter sale results in both the main part and core part being listed. When a core is added, counter sales also default to the core return option, as pictured below.
4. Pictured below is an example of adding the main part to a part purchase order. Both the main part and core are added to the order list.