Creating parts

Create parts to identify parts, assets, and tools that can be entered into inventory. When creating parts, you can classify and categorize parts; identify serialized parts; and specify tax codes, warranty information, tracking methods, buyers, and preferred suppliers to facilitate the requisition and purchasing process. You can also designate parts as core tracked parts. Core tracked parts are issued and returned like regular parts; however, a core tracked part can also be repaired or reconditioned like a piece of equipment. When a part is flagged as core tracked, you can set up repair details on the Parts form to indicate how the part is to be repaired. Core tracked parts can be repaired internally on work orders or externally on purchase orders.

The pricing level of a part is set at either the part level or the stock level, but the prices are always set on the Part form. Price level determination is defined by the PRICELEV installation parameter. If the PRICELEV installation parameter is set to P, then define prices on the part level. If PRICELEV is set to S, then define prices on the store level.

If PRICELEV is set to P and you are not using multi-organization security (MOS), you can set prices on the Record View page of the Part form. If you have set the PRICELEV installation parameter to P and you are using MOS, you must set prices on the Prices page of the Part form.

If the PRICELEV is set to S, you must set prices on the Stores page of the Part form regardless of whether you are using MOS.

If you are using FIFO or LIFO as your pricing method, PRICELEV must be set to S. For LIFO/FIFO pricing, the system creates a receipt transaction that automatically updates and inserts records into the R5BINSTOCK and R5FIFO tables when you receive a part to store to ensure that the appropriate unit price is used for each subsequent issue transaction. Because receipt transactions require a supplier, the system automatically inserts an asterisk (*) as the supplier for the receipt. See Understanding time-based inventory valuation (LIFO/FIFO).

The PRICETYP installation parameter is a fixed parameter that determines the default price type that the system uses to process storeroom transactions for parts. The default value for PRICETYP is A (Average price); however, the system administrator can set PRICETYP to S (Standard price), L (Last price), LIFO (Last in first out price), or FIFO (First in first out price) depending on the setting of the PRICELEV installation parameter.

To create parts:

Open the Parts form.
Click New Record.
Organization—Enter the organization to which the work order belongs if you use multi-organization security.
Part—Enter a unique code identifying the part, and then enter a description of the part in the adjacent field. The system automatically populates Primary Manufacturer and Primary Manufacturer Part Number if the selected part has a record with Primary selected on the Manufacturers page.

Note: If the AUTOPNUM installation parameter is set to YES, the system automatically assigns a part number after you save the record if no Part code is entered.
If you need to change the Part number, click Change Part Number.
Class—Enter the class of the part. The classes shown belong to the PART entity.
Category—Enter the category.
Tool—Enter a tool for the part to identify the part as a tool. Identifying a part with a Tool enables you to issue and return tools and track tool usage for the part. Tools are defined on the Tools form.

Note: If Track by Asset is selected for the part, then the tool is also equipment. If Track by Asset is not selected, then the tool is only considered a part.
UOM—Enter the part’s unit of measure.
Commodity—Enter the commodity if the part is considered a commodity. Entering a commodity code for a part enables you to segregate parts into broad groups for purchasing and inventory, e.g., wiring, office supplies, and safety equipment.
Secondary Commodity—Enter the secondary commodity if the part is considered a commodity within more than one commodity group. Entering a secondary commodity code for a part enables you to further segregate parts into multiple groups for purchasing and inventory, e.g., wiring, office supplies, and safety equipment.
Track by Asset—Select to track parts by asset number or serial number. Tracking parts by asset indicates that parts are pieces of equipment.

Note: If you select Track by Asset, you must first receive the part and then enter a unique serial number for each part upon receiving the part.
Track by Lot—Select to track parts by lot number. If you select a Lot, then a lot number will be required for all material transactions involving the part.
Track as Kit—Select to track the part as a kit part.
Track as Kit must be selected to include the part on a kit template.
Calibration Standard—Select to indicate the part is used as a standard for calibration.
Track Cores—Select this checkbox if the part is a core tracked part. Core tracked parts can be repaired internally on work orders or externally on purchase orders.

Note: If Track Cores is selected, Track as Kit and Fugitive Gas cannot also be selected.
Out of Service—Select if you do not want the part to appear in the parts lookup elsewhere in the system.
Tax Code—Enter the tax to apply to the part. The values in this lookup come from a previously defined tax structure.
Insp. Method—Enter the inspection method for the part.
Insp. Required—Select to indicate that an inspection is required for the part when it is received on the PO Receipts form
System Level—Enter the VMRS code identifying the system level for the part.
Assembly Level—Enter the VMRS code identifying the assembly level for the part.

Note: You cannot enter an Assembly Level unless you entered a System Level.
Component Level—Enter the VMRS code identifying the component level for the part.

Note: You cannot enter a Component Level unless you entered an Assembly Level.
Tracking Method—Select one of the following options:
- Stock—Use stocked, quantity tracked, and amount tracked for normal, stocked parts.
- Expense—Use stocked, quantity tracked, and amount not tracked for devalued spare parts. These parts are issued at no cost.
- Non-stock—Use non-stock, not tracked, expedited ordering for expediting the parts procurement process.
Warranty Days—Enter the number of days the part is under warranty.
Save History—Select to capture historical inventory valuation data for the part in the parts daily snapshot (PDS).
Prevent Reorders—Select to prevent this part from being reordered.
Fugitive Gas—Select to track gas emissions for the part.
Part Hierarchy—Enter the part code hierarchy level to attach to the part.
Profile Name—Enter the profile to attach to the part.
Department—Enter the department to attach to the part.
Equipment Class—Enter the equipment class to attach to the part.
Manufacturer—Enter the manufacturer of the part.
Model—Enter the model of the part.
Revision—Enter the revision number for the part.
Variable 1 through Variable 6—Enter any additional information about the part as necessary.
Buyer—Enter the part’s buyer. Buyer assigns a particular person to buying functions for the part.
Preferred Supplier—Enter the part’s primary supplier if the system automatically generates requisitions for this part. The system automatically populates Supplier Price, Supplier UOM, and Qty. per UOP if they have been added to the supplier’s catalog. If you enter a Preferred Supplier with no catalog records, the system automatically creates a record of the part in the supplier’s catalog. You can update part details for the supplier on the Suppliers page.

Note: If the MULTIORG installation parameter is set to YES, part pricing is organization specific, and Price Type, Average Price, Last Price, Standard Price, and Core Value are read-only.
If the PRICELEV installation parameter is set to S, part prices are recorded at the stock level on the Stores page of the Parts form, and Price Type, Core Value, Average Price, Standard Price, and Last Price are read-only. Part pricing at the stock level enables you to maintain different prices for the same part in different stores.

If the PRICELEV installation parameter is set to P, part prices are recorded at the part level. Complete steps 32-36.
Price Type—Select the price type for the part. The system automatically populates Price Type depending on the setting of the PRICETYP installation parameter.

Note: If PRICETYP is set to LIFO or FIFO, the system does not display Last in First Out or First in First Out as a price type because LIFO/FIFO is not available for part pricing when prices are set at the part level. You must select Average price, Last price, or Standard price as the price type for the part.
Core Value—Enter the value of the part when it needs repair.
Average Price—Enter the average price paid for the part if prices are based on the average price paid.
Standard Price—Enter the standard price for the part if prices are based on standard price.
Last Price—Enter the last price paid for the part if prices are based on last price paid.
Track by Condition—Select this checkbox if the part should be tracked by condition. If Track by Condition is not selected when the part is created, you cannot select the checkbox after the part has been created.

Note: When creating parts, you cannot select Track as Kit or Fugitive Gas if Track by Condition is selected. However, it is possible to build a kit then add the parts that you have designated as track by condition to the kit template.
Part Condition Template—Enter the part condition template for the part. The system automatically populates Part Condition Template Org..
Click Save Record. If a review has been performed on the Safety tab, the system automatically populates Safety Date Review Required and Safety Reviewed By.