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Adding a New Part to Your Master Inventory

Autosoft -

If you need to add a part that is not in your master inventory or on the price tape, you must manually enter and maintain the information for the part. To do so, follow these steps:

Note:  The Master Inventory screen has a “time out” feature that automatically closes the screen if the screen remains idle for five minutes. This means that if the screen is open but no activity is taking place on the screen (no information is being added), the system closes the screen after five minutes and returns you to the Parts Inventory menu. This feature helps to prevent file lockout. Once a file is open on one computer, it cannot be accessed from another computer. Therefore, this feature helps regulate access to inventory files in the event users walk away from their desk or tend to other tasks while an inventory file is open on their screen.  

Step 1. From the Parts Inventory main menu, select Master Inventory. The Master Inventory screen appears. 

master_inventory_screen_blank.png

Step 2. Type the part number in the Part field. (If this part does not exist in the inventory or on the price tape, no information is displayed on the screen and "New Part Number" displays in red under the Part field.)

Step 3. Continue to enter the appropriate information in each field. The following table lists the fields on the Master Inventory screen and identifies the information required in each field. Use it to help you complete the screen.

Step 4. Press ENTER to advance from field to field.

Step 5. Click Save to save the part information.

Field

Information Required

Part Type the part number. You can also enter a partial part number and click Search. The system will search for the first occurrence of this number. Click the arrows on each side of the Search button to scroll through the part numbers. This field holds up to 20 alphanumeric characters.
Name This field displays the name/description of the part.
Subsource If you use subsource management, type the subsource for the part. You create subsources using the Subsource Management option on the System Setup & Updates menu. If a part is associated to a subsource, the parameters defined for that subsource will be used when the part is sold or scanned for resupply. If a part is associated to a subsource that does not exist, the subsource parameters for subsource 000 will be used. If a part is not associated to any subsource, then subsource 000 will be used. Subsource 000 is the default subsource that comes preloaded in the system.
Memo

This field displays any additional information about the part that needs to be added. Up to 30 characters can be entered in this field. This information will be displayed whenever the part is added to a counter slip or repair order. 

Whenever the system adds a new record for a part that is not in the inventory and records the first sale, it records the document number and sale date in this field.
Bin

This field displays the bin number where the part is located. The field can contain up to three characters. Although the bin is usually numeric, ranging from 1 to 999, this field can contain alpha characters to accommodate special locations other than bins. There are two fields to accommodate dealers with two locations but one inventory file. This allows you to track the parts for each location separately.

Do not use a mixture of the bin and shelf in this field. Be consistent when entering bin numbers. The system considers 001, 01, and 1 as different bins.  Use leading zeros to fill this field if you want bin locations to be sorted in strict numeric sequence (as with a physical inventory).
Shelf This field displays the shelf location within the bin where the part is located. The shelf is usually an alpha character (A to Z). There are two fields to accommodate dealers with two locations but one inventory file. This allows you to track the parts for each location separately.
Drawer This field displays the drawer location within the bin and/or shelf where the part is located. This field can hold up to four alphanumeric characters. There are two fields to accommodate dealers with two locations but one inventory file. This allows you to track the parts for each location separately.
On Hand This field displays the current stock on hand. This field holds up to four digits. Do not use this field to receipt parts in your inventory. There are two fields to accommodate dealers with two locations but one inventory file. This allows you to track the parts for each location separately.
Dirty Cores This field indicates the dirty cores in stock. Dirty cores are added to inventory based on the entry in the C field on the counter Parts Sales and Service Line Parts screens. You can edit this field as needed.
Reorder At This field displays the lowest quantity you want in stock.
Stock To This field displays the highest quantity you want in stock.
On Order This field displays the quantity on order.
Back Order This field displays the quantity on back order.
MSQ This field displays the minimum sales quantity for parts that must be purchased in minimum package quantities. This information usually pulls from the price tape.
Kit This field identifies a part as a kit. This information usually pulls from the price tape.
List

This field displays the manufacturer’s suggested list price for the part. This value usually pulls from the price tape when available.

If the part number you add does not have a list price or has a $0 list price, a red flag message displays when adding the part to the Parts Queries, Counter Parts Sales, Service R/O Parts, Customer Quote, and (Service Quotes) Add Parts screens, alerting you that the list price was either omitted or calculated. When you complete the entry line, the part appears in the parts list with it's List price in white, highlighted in red.

Trade This field displays the manufacturer’s suggested trade price. If this price is not included on the price tape, the value is calculated using parameters entered using the Default Tape Parameters button on the System Setup & Updates menu.
Cost This field displays the amount you pay an OEM supplier for this part. In most cases, this value usually pulls from the price tape.
Alt Cost This field displays the price you pay when the OEM part can be purchased from a wholesale distributor at a discounted rate.
Core This field displays the amount of the returnable core and separate value. This value usually pulls from the price tape.
Whls Comp This field displays the wholesale compensation amount for the part. This value usually pulls from the price tape. This field applies primarily for Chrysler and Ford sources.
Stock Status (Y/N/S/C/R)

This is the stocking status of the part. Type the letter that corresponds to the stocking status for the part:

Y if the part is normally stocked,
N if the part is not normally stocked,
S if the part is a special order part,
C if the part number has changed, or
R if the part has been returned within the last year.

Order Code The entry in this field is used to generate a specific type of order. The entry defaults to S for regular stock parts, but other entries can be added to meet the needs of your dealership.
Return Code This field displays the return status of the part. Typical entries are R for returnable, N for non-returnable, or * for last time returnable. This information usually pulls from the price tape.
Group/Base This field displays the group or base the part is assigned. This information is used to group parts into related “families.” This information usually pulls from the price tape.
Model Year This field displays the model year range this part will fit. This information usually pulls from the price tape.
Sales Level This field displays the manufacturer’s sales or reorder level. This information is for informational purposes only and is not used to calculate orders. This information usually pulls from the price tape.
From This field displays the part number that is being replaced with the part number displayed in the Part Number field.
To This field displays the part number that is replacing the part number displayed in the Part Number field.
See Also This field indicates if another part number is affected by the new part numbers in the From and To fields.
Skip Tape Update (C/P/B/A)

This field is used to bypass the periodic price tape update. Type the letter that corresponds to what you want to bypass during the update:

C for cost,
P for list price,
B for both, or
A for all updates.

Monthly Sales

These fields display the quantity of the part sold each month and the total number of the part sold. The system automatically updates these fields as sales are posted.

Qtr. Lost Sales

These fields display the number of lost sales per quarter. The system automatically updates these fields as sales are posted.

Last Sale

This field displays the date this part was last sold. The system automatically updates this field as sales are posted.

Prev Sale This field displays the date of the second to last time this part was sold. The system automatically updates this field as sales are posted.
Last Stock This field displays the date the part was last stocked. The system automatically updates this field as parts orders are generated.
Last Activity This date is automatically updated as the part is sold and stocked. This identifies the last time activity was recorded for this part.
Part Level Pricing
Retail Limited Special Pricing This field is used to set limited special pricing on individual parts. Typically, this pricing is used for special sale pricing for service sales.  If you want to use special sale pricing for counter sales, use the More Operating Defaults button on the System Setup & Updates menu to change the parameters.
Retail Cost Plus  (%) This field is used to set the percentage that should be used for cost-plus pricing on the part as an alternative to using limited special pricing. Type the appropriate percentage.
Wholesale Only Part Level Matrix (1/5) This field is used to apply the cost plus markup percentage from the parts matrix to calculate the selling price for a specific type of customer. The matrix levels are set through the Wholesale Pricing Levels button on the System Setup & Updates menu. Type the level you want to assign the part.
OEM Forecast
 This box appears for GM and Chrysler sources. It controls the automatic resupply for a part based on the minimum and maximum stocking levels and information shared between your Autosoft DMS and the manufacturer.
Min This field displays the best reorder point as suggested by GM or Chrysler.
Max Based on the quantity in the Min field, the DMS automatically defaults the best stocking level quantity to one more than the Min value.
RIM/ARO Status

This field and the reorder information are automatically updated by the RIM State File of the ARO system. Autosoft DMS looks at each part’s RIM/ARO Status code to determine if the part is allowed to be included on the order.

For GM, if a part has a RIM Status code with a rule to be excluded from a suggested order (for example, Rim State code 02, 04, 05, or 06), Autosoft DMS will exclude the part. If a part has a RIM Status code with a rule to include the part on the suggested order, Autosoft DMS will include the part and use the OEM Min and OEM Max values set by General Motors and Autosoft DMS to override suggested order quantities. See the table below for RIM Status codes.

The ARO Status identifies if the ARO system or the dealership is controlling the part and determines whether the part is guaranteed or not, as indicated by a two-digit abbreviation:

RIM Status

Description

Resupply Behavior

00 Non-GM parts Include on suggested stock orders
01 Part not eligible for RIM
management/replenishment
Include on suggested stock orders
02 Parts with an approved RIM stocking
policy and currently RIM replenished
Exclude from suggested stock orders
03 Permanently Excluded Parts (from
RIM management)
Include on suggested stock orders
04 SP=N and SPQ>=0 Exclude from suggested stock orders
05 SP=Y and SPQ=0 Exclude from suggested stock orders
06 SPD=Y and SP=N Exclude from suggested stock orders
07 10 week Excluded Parts Include on suggested stock orders
08 Purged Parts Include on suggested stock orders
09 SP!=Y (never had a stocking policy) Include on suggested stock orders
99 Error Handling Include on suggested stock orders

ARO Status

Description

Resupply Behavior

AG ARO Guaranteed (All/Partially) Part is ARO-controlled and either completely or partially guaranteed by ARO
AN ARO Non-guaranteed (Dealer Added) Part is ARO-controlled but is not guaranteed by ARO since the part
was added to ARO by the dealership
NN Non-ARO, Non-guaranteed (Dealer-Controlled within DMS) Part is not ARO-controlled, and is managed completely by the dealership’s DMS

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