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Understanding the Parts Inventory Module

Autosoft -

The Autosoft FLEX DMS Parts Inventory is a very sophisticated program that is easy to use. The software automates your Parts Department. All of the information needed for the daily management of your Parts Department is available at your fingertips. 

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The OEM Parts Tape is available at all times and can be accessed instantly for complete information on parts that you do not stock in your inventory, saving you repeated trips to the price book. In addition, part information can be updated automatically from the price tape, so you don’t have to spend time editing part records.

The system uses preset parameters to help minimize the need for data entry. When entering information, default values populate automatically from the information set in the system setup.  If necessary, the default values can be changed when applied. Although the entries are error checked in all of the critical areas of the program, there are a few restrictions set in the program. 

Part numbers may be up to 20 alphanumeric characters. Leading zeros from the manufacturer’s price tapes are always ignored and should not be entered. Each part in the inventory maintains its own identity based on the part number.

Parts may be flagged with limited special pricing or cost-plus pricing. This allows items, such as oil filters, to be priced for special sale or items, such as exhaust parts that are purchased locally, to be priced according to what you last paid. Parts may also carry two different costs. This frequently happens when factory parts are purchased from a warehouse distributor. You can select either cost as the default cost and override either cost as needed at the time of the sale. 

Customer files are also available for wholesale and repeat customers. This information is used to print counter slips and to ensure that customer’s pricing is consistent. Each customer can be flagged with the maximum credit levels and overdue balances. When Parts Inventory is integrated with the Dealership Accounting module, this information is automatically collected, and the system displays the necessary warnings for those conditions when sales are being posted. 

When parts are sold through a counter sale or service sale, the parts are relieved from inventory immediately. At the end of the day, accounting information is transferred to the Dealership Accounting module to be posted to the books. The statistical data is stored so monthly reports can be generated.

As sales are posted and parts are relieved from inventory, the sales history is recorded automatically. The history includes the last-sale date, previous last-sale date, and sales quantities. This information is used to create a “profile” for each part. The history is maintained month by month, with the 12-month history available for sales and four quarters of history for lost sales. This information is used to suggest order quantities and to help you maintain the proper inventory.

Parts orders can be generated for up to nine different inventory sources (such as GSMP, EOS, Motorcraft, or any custom source). The resupply order is generated using sales history or your own pre-set minimum and maximum stocking levels for each part. The Order Que feature allows you to add parts and special order parts to the order.

The order is then updated to a purchase order and stored in the system until the shipment arrives. At that time, you verify the quantities received and update the purchase order to the inventory. Back orders remain on the purchase order until they are received or purged from the system. The inventory is flagged to identify on order, back order, and special order quantities.  This helps to keep operator input to a minimum.

The system offers numerous predefined reports to help you manage your inventory. Many of the reports allow you to specify criteria you want to use to “fine tune” the report to meet your needs. All of the reports can be viewed on screen or printed to paper. This provides quick access to information you need when you need it.

The cycle inventory feature can be used to run continuous, weekly inventory counts or to run a complete cycle inventory count. Again, operator input is limited to help reduce errors.

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