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Part Master Settings

This article will provide an overview of the Part Master Settings in EMDECS.

Video Walkthrough

To manage parts in EMDECS, open the Parts menu and select Part Master

 

Parts List

1. When the Part Master is first opened, the Parts List tab is displayed.  
 
For each part, it's Part Number, Description, Preferred Vendor, Manufacturer, VMRS Code, Vendor Catalog, and Product Group are listed.  You can also see if the part is a Stock part and if it is Active or not. 
 
Note: If you have a label printer setup with EMDECS click on the printer icon to print a label.
 
2. You also have the option to filter the list by Including Inactive or Non-Catalog parts. You can use the check boxes to filter for these options and click Refresh.
 
 
3. If you click Show Advanced Search you will be able to filter out the parts list even more. 
 
Click on the Add fields dropdown to see more search options. Click the Search button to refresh the Parts List.
 

Non-Catalog Parts

1.  The Non-Catalog Parts tab only lists parts that are not set as stock parts. You may add parts as non-stock if they need to be created on the fly for one time use, but are not going to be stocked in your inventory for future use, or included in any parts reordering. Click on + New Part to add a new non-catalog part.
 
 
2. For Non-catalog parts there are three actions available:
 
Add: This will move the part to your main parts catalog.
Merge: This will allow you to merge the part with another part.
Ignore: This will mark the part as inactive.
 
3.  If you click Add, in the pop-up check the Stock checkbox. This will move the part to the Parts List. 
 
 
4. If you click Merge, this will allow you to merge the part with another part. In the popup, you can search for the part number that you want to merge the current part with. Once you've selected the part, click on the Merge button.

6. Clicking on the Ignore button will mark the part as inactive. Now this part will not be shown in the Parts List or the Non-Catalog Parts list.
 
Check the Include Inactive checkbox to search for this part and reactivate  if needed.

Manage Part Settings

1. In the Parts List tab, to locate a specific part, enter search terms in the Search field and click on the Refresh button. To view or make changes to existing part settings, click on the Part # hyperlink.
 
 
2.  This pop-up is called the Part Master At a Glance acreen. This shows some basic part information. Click on the More Info button to access the advanced part settings.
 
 
3. The top pane includes the Part number and Description settings. Here you can view and edit the Part #, Description, and Default Preferred Vendor.  This can be changed using the hyperlink.  
 
The following check boxes are available:

Active:  Active parts can be issued on repair orders, sold in counter sales, received in EMDECS, etc.  Parts cannot be deleted from EMDECS to ensure that part transaction history is always retained.  Uncheck Active if a part number is no longer in use and is not in stock in any of your inventory warehouses.

Stock:  Check this option if a part should be included in the Parts Catalog.  Uncheck stock to move the part into the Non-Catalog Parts list.

Auto Replenish:  Check this option if the part should be included in automatic part re-orders.
 

Settings Tab

1. There are several settings that can be viewed and modified using drop-down lists, including the Product Group, UOM, Markup Group, Warranty, Manufacturer, and GL Account Group can be specified by selecting the appropriate option from the drop-down lists. 

The following settings are available:

  • Product Group
  • UOM (Unit of Measure)
  • Markup Group
  • Warranty
  • Core Part #
  • Application
  • Inventory Line
  • Inventory Class
  • Count Cycle
  • GL Account Group
  • Weight & UOM for the entered weight
  • Notes

2. The green plus + signs next to a field can be clicked on to add a new option to the drop down list. The Edit hyperlink is also available to edit the current option that is selected.
 
 
 3. Add New Product Group: Product Groups require a Code and Description with an optional Category and Notes field.
 

 

  • 4. Add New Item Markup Group: Markup Groups require a Code and Description.
     
     
    5. Add a Part Warranty: Adding a new parts warranty code opens the New Warranty Schedule set up wizard.   Click Next to continue.
     
     
    5.1 A warranty Program Code and Description are required. Notes are optional. If an extended warranty is offered on top of the base warranty, put a check next to Extended Warranty Purchased.   Click Next to continue.
     
     
    5.2 The warranty coverage period can be defined using a Period of time and an optional reading value.   The warranty will expire when either threshold is reached (i.e. after 30 days or 500 KM, whichever comes first). Click OK to save the new warranty schedule.
     
     
    6. Create a Core Linkage: You can select an existing part as the core, or to create a new part as the core part linked to the main part. Fill out the form and click Link Core to add the core part linkage.
     
     
    7. Add Inventory Line: Inventory Lines require a Code and Description.
     
     
    8. Add Inventory Class: Inventory Classes require a Code and Description.
     
     
    9. Add Count Cycle: Physical count cycles require a Code and Description.
     
     
    10. GL Account Group: Choose a GL account group form the drop down list. To create a new GL Account Group go to Administration > Standard Codes > Accounting > Part Account Groups
     
     
    11. Add Part Notes and Check Box Options: Notes can be added and check boxes provide settings for whether negative on hand quantities are permitted (this will be greyed out if your corporation is set up with a negative on hand restriction), a return policy, location requirement, tax exempt status, and serial number settings and initialization.
     
     
    12. Initialize Serial Numbers: 
    To initialize serial numbers, a unique serial number needs to be linked to each on hand part in inventory.   Click Add to input the serial numbers then click Initialize at the bottom of the screen.
    Note: There must be stock available in a Warehouse to add Serial Numbers.
     
     
    13. Other settings are found on the right-hand side as links that can be clicked on to specify additional settings and features, including:
    • VMRS Restrictions
    • Superseded
    • Equivalents
    • Barcodes
    • Kit
    • Features
     
    14. VMRS Restrictions: A VMRS restriction will highlight a part in red when it is used on a repair order with a labour activity that does not match the selected VMRS codes.  This serves as a reminder or warning for service technicians that they may be issuing the wrong part number for a job, or they may have selected the wrong VMRS code for the work they are doing.
     
    Selected system codes are displayed in the pane in the right hand side.  To add additional system code restrictions, select them from the allowed system codes list on the left and then click on the right arrow to move them to the selected code list.  Selected codes can be removed by clicking on them and clicking on the left arrow to move them to the left. Repaeat as necessary then click Finish to save the part VMRS settings.
     
     
    15. Superseded: The pop up window displays the Date the part was merged under the current part, along with the Part Number and its Description.
     
     
    16. Equivalents: Equivalent parts that can be used as a substitute are listed on this screen for reference.  To add a part to the list, search for it in the Part # field, then click + Add.
     
     
    17. Barcodes: Vendor or manufacturer barcodes can be scanned and linked to the part on this screen.  Using a barcode scanner, scan the UPC code and then enter the quantity of parts, and click +Add.
     
     
    18. Kit: Creating a kit is a reference for parts that are usually used together for a job.  Search for a Part Number, enter a Quantity, then click Add to build a kit.
     
     
    19. Features: Click + Add to add additional part feature codes. To add new Feature options in EMDECS go to  Administration > Standard Codes > Parts > Features & Values
     
 

Costs and Pricing Tab

 
This screen has three major sections, Company Costs, Warehouse Costs/Overrides, and Catalog. To learn more about Costs & Pricing go to this article.
 
 
1. Catalog Parts: Parts added in the Catalog pane are identical parts from other vendors that use a different part number. (i.e. Vendor ACME Parts Inc. might sell an identical part with a different part vendor and different pricing).
 
To add catalog parts, click + Add Catalog Part. In the pop-up window, enter the Vendor, part # in the Catalog field, and then provide a Description, Currency, and UOM. The Convert to Stock value is also required and defaults to 1. Change this value if the part is ordered and received in multiples. For example, if the vendor sells the part in a package by the dozen, enter "12" in the Convert to Stock field. Each time the part is ordered and received, EMDECS will add six parts to your on hand inventory. The Price and Notes are optional fields.
 
 

Stock Availability Tab

This screen is where you can view the inventory On Hand quantities for each of your inventory Warehouses. If you click on each warehouse, you'll see information on the right hand side update, such as the On Order and the Part Location.

1. Add a Part Location: Click on  + Part Location and input the Store Room, Row Number, Shelf, Bin Number, and add any Notes. 

 

 
2. To edit and existing Part location click on any of the hyperlinks under Store Room, Row Number, Shelf, and Bin Number.
 

Replenish Settings Tab

In this screen part specific replenishment, or re-ordering settings, can be configured.
 
1. Replenish Stock: Click on + Add Replenish Stock to set up auto replenishment settings for the part. 
 
 
The following options are available for configuring auto replenishment:
 
Warehouse:  If applicable, select a warehouse from the drop-down list (auto-replenishment is warehouse specific and needs to be configured for each of your inventory warehouses).
 
Reorder Method:  The following options can be selected from the drop-down list:
  1. No Order:  The part will not be re-ordered
  2. 90-Day Trend:  Ordered based on its usage over the last 90 days
  3. Min/Max: Orders are based on minimum and maximum stock level settings.  Once the on hand quantity goes below the minimum, EMDECS will generate a reorder to restock up to the maximum on hand quantity.  For example, if you have a min of 10 and a maximum of 20, once the on hand goes down to 9, EMDECS will suggest re-ordering 11 parts to restock up to the maximum of 20.
  4. Just-In-Time: Orders are derived from a formula that considers usage history and preferred supplier lead time to estimate when the part should be re-ordered so it arrives just in time to be used.  This helps reduce on hand stock levels so you do not sit on excess inventory.  For assistance in adjusting the just in time formula, please contact our customer experience team
Stock Level Min:  The minimum on hand stock quantity when using Min/Max reordering.  A re-order is triggered when the on hand quantity is below this number.
 
Max:  This is the maximum stock level that should be kept on hand.  Each time a re-order is generated, the system will re-order up to this maximum quantity.
Order Qty Min:  This is the minimum number of parts included on an individual purchase order.  This overrides the max setting above, in the event that individual orders have a quantity limit that is higher than the stock level maximum (for example, if the part is ordered in bundles of 12 but the max value is 10).
 
In Multiples of:  Enter a number here if the part is received in multiples.  For example, if the part can only be purchased in pairs of rwo, enter "2" in this field.
 
Order UOM:  Select a unit of measure from the drop-down list, if the part is purchased in a unit of measure other than the part default.
 
Factor:  The factor indicates the quantity of parts that corresponds with the Order UOM.  For example, if the part is ordered by the gallon, but sold by the quart, enter 4 in the factor field.
 
Usage (12M Manual):  This field allows you to enter a part usage code.
 
Notes: Optional free form notes field.
 
Consignment: Check this option only if the parts being re-ordered are the property of the vendor and do not count as an inventory asset.   When generating a stock on hand value report, for example, you can specify whether or not to include consignment parts.
 
2. Set Preferred Vendor by Location: To set different preferred vendors for your different shop locations, click the + Vendor in the Preferred Vendor by Location pane, fill in the fields shown below, and click OK to save:

Location: Type in the location then select the location from the search results in the drop-down list.

Vendor: Type in the preferred vendor for the selected location above.

Effective Date: Defaulted to the current date and time.   You can change the date and time if it should not take effect immediately.

 

Override Taxes and Surcharges Tab

This tab is where you can add part-specific overrides or exceptions for taxes and surcharges. 
 

1. Overide Taxes: Click on the + Add Override button, then select the Tax Code from the drop-down list and enter a Location if applicable. You have the option to add a Percent or a Flat Rate. Click OK to save the override.
 

 

2. Overide Surcharges: Click on the + Add Override button, then select the Surcharge from the drop-down list. You have the option to add a Percent or a Flat Rate. Click OK to save the override.
 

 

Pictures Tab

Pictures can be uploaded to display images of the part or its packaging.
 
Open the Pictures tab then click Choose File to select a file from your computer to upload.
 
 
Next, click on the Upload button to upload the file. Once uploaded you can open the files by clicking on the file name hyperlink. If you have multiple images you can use the horizontal scroll bar to look through mulitple uploaded images.
 

 

History Tab

This screen provides a detailed part transaction history. Use the radio buttons at the top to specify whether you want to see transactions based on RO usage, RO Invoices, Profit & Loss, Purchases, Vendor Invoices, or All Transactions. Enter your search criteria and click Refresh to update the search results.
 

 

You can also use the Export button to download the search results to a spreadsheet file that can be opened using Microsoft Excel. 
 

 

Here is an example of what the export would look like in Excel.