Parts

Overview:

This document is intended as an explanation of the Material: Parts feature in SmartWare and assumes you possess a general knowledge of inventory and are familiar with how to search and view a part in SmartWare

If you are not familiar with searching and editing parts in SmartWare please read the Smartware - Material Parts Search (User Guide) document before continuing

The Parts panel is used to display a list of all parts shared between all offices. The parts list consists of two types of parts: Marcone parts and manually created parts

• Below is a brief explanation of each part type:
  • Marcone Parts: These are parts that were added by the Marcone import
    • The Marcone import is a process that takes place once a week where Marcone sends an updated list of all parts along with Marcone’s suggested part cost to SmartWare
    • Parts created by the Marcone import are updated once a week through the import process and are non-editable
  • Manually Created Parts: These are parts that were created by an individual user and not received from the Marcone part import.  These parts may only be viewed by the office that created them

Select Part to View

From the main menu on the left side of the screen, select Material and then Parts

• In the Parts panel, enter a single item or combination of items to search for a part
• Once you have finished entering all search criteria, you can either press “Enter” key on your keyboard or click the  button
• A list of parts matching your search criteria will be displayed in the grid below the search fields

Click (edit) button next to a specific line item in the results grid to open the Part panel

Parts – results grid

See Smartware - Material Parts Search (User Guide) document for additional information regarding searching for parts

View Part Information

From the Parts panel you can view additional information about the part

Parts (edit)

The Parts panel is divided into 3 different sections: Part, Open PO’s and Locations.
Below is a brief explanation of each section:

Parts:

The Part section allows you to view general information about the part.

Parts (general information)

Below is a brief explanation of the Parts (detail) section:

Item	Functionality
Manufacturer	Represents a group or company that manufactured a particular part
MFG Number	Represents the manufacture number associated with the selected part MFG Number stands for manufacture part number.  A manufacture part number is a series of numbers or letters that has been given to a part by a manufacture.  It identifies the part as belonging to or originating from a particular manufacture.  Each part a manufacture makes will have a different MFG #
Part Name	Represents a word or group of words used to identify a specific part
Equip Type	For user added parts, can specify what type of equipment the part will be used in. ex) microwaves, refrigerators, ovens...
Model	Represents the model number associated with the part Model numbers are issued by a manufacture and is used to identify a group of products made in a production run (such as a particular type of belt)
Discontinued	Indicates if the part has been discontinued Discontinued = Checked: Part was received from the Marcone import as no longer being used by the manufacture.  In most cases, the part will be replaced by a newer manufacture part Discontinued = Unchecked:  Part is considered an active/valid part for use
Base Cost	Displays the average cost associated with the part Base Cost calculation will be determined based off your Setup Franchise Option If the Option is 'False', base cost will be the Marcone Suggested Cost for Marcone parts, and user specified cost for User Added parts. If there is no Marcone cost or user specified cost, the cost will be $0 If the Option is 'True', base cost will be the highest value from whichever criteria below is higher: Marcone Suggested Cost Highest Part Cost from qualified purchase orders: A PO 'qualifies' if it has met the following conditions: PO was created in SmartWare PO belongs to the franchise PO was created within the last 120 days PO's Part Cost > $0.01 PO's Part Cost is within 2 standard deviations of the average Part Cost of POs meeting requirements 1-4 above
Customer Price	Displays the retail price associated with the part The customer price will be calculated based off the base cost and the Franchise Price Margin ranges that were created under Setup Franchise > Setup > Options > Price Margin. If you have not setup your Franchise Price Margins in the system, then no Retail Price will be calculated for parts.
	(Calc Customer Price) button will recalculate the ‘Customer Price’ by taking the ‘Base Cost’ entered for the part and running it through the Part Margin tool
Highest Cost	Displays the highest cost associated with the part Highest cost is determined by looking at the highest cost entered on a purchase order for your office over the past 120 days
Source Vendor	Displays the source vendor that is associated with the part Source vendor represents where the part originated from (e.g. Marcone or user created)
Core Charge	Indicates if a charge should be associated with the part
Vendors:	Represents the vendor(s) you purchase the selected part from
Active:	If checked, part is marked as active

Open PO’s

The Open PO’s section will display a list of all PO’s with a status of Open or Ordered for the selected part

Parts – Open PO’s Below is a brief explanation of the Open PO’s grid:

Item	Functionality
	(edit button) Will open the purchase order panel for the selected PO allowing you to view information about the purchase order and make changes if needed
PO ID		Displays the purchase order number that is associated with the purchase order.  PO IDs are set automatically when the purchase order is created
PO Date		Displays the PO Date entered on the purchase order PO Date represents the date the PO was created.  PO Date is automatically set to the current date the PO was created. PO Date may be modified to reflect a different date as needed.
PO Status	Displays the PO Status from the purchase order and is used to represent the current status of the purchase order
Customer		Displays the customer’s name who the purchase order is currently for.  If the purchase order was not created for a job and associated with a customer, then this field will be blank
PO Cost		Displays the PO Cost from the purchase order and represents the expenses incurred by your office from the vendor to purchase the part

Locations

The Parts: Locations section is divided into two sections: ‘Add Part to Location’ and ‘Location Grid’

1. Add Part to Location: Will allow you to add the part to a location where the part is currently not available
2. Location Grid: Will display a list of all locations the part has been assigned too
   
   Parts – Locations

Add Part to Location: 

The ‘Add Part to Location’ section will allow you to add the part to a location where the part has not already been associated with the location

To add the part to a new location you will need to perform the following steps:

• From the Location drop down box, select a location that you would like to add the part too.
• Click the  (+ Add Part to Location)
• The Location Inventory Detail panel will load with the new part panel opened on the right side of the screen
  
  Location – add new part

• MFG # and part name will be defaulted automatically based off the information from the Material > Part panel where you clicked the  (+ Add Part to Location)
• Enter in any additional part information needed and then click (Save) button to save the part to the selected location

Location Grid: 

The Location grid will display a list of all locations the part has been assigned to

Below is a brief explanation of the Locations grid:

Item	Functionality
Location	Displays the name of the inventory location the part is assigned to
Qty on Hand	Display the current quantity available for the selected part and location
Cost	Displays cost for the selected part and location
Target Qty	Displays target quantity entered on the Reorder Points panel for the selected part and location
Reorder Point	Displays the reorder point entered on the Reorder Points panel for the selected part and location
PO On Order	Displays the number of purchaser orders current with a status of ‘On Order’ for the selected inventory location

Non-Reviewed Work Orders Containing Part 

The non-reviewed work orders part detail grid will display a list of all parts that are currently in work orders that have yet to be reviewed

Below is a brief explanation of the Non-reviewed work order parts grid:

Item	Functionality
Ticket #	Displays the number assigned to the work order the part is on
Name	Displays the name of the customer on the work order
Phone	Displays phone number attached to the non-reviewed work order
Address	Displays address attached to the non-reviewed work order
Postal Code	Displays postal code attached to the non-reviewed work order
Tech	Displays name of tech who is assigned to the work order
Job Source	Displays the source in which the job was assigned
Status	Displays status of the non-reviewed work order
Status Date	Displays date the status was updated

Inventory Movement

The inventory movement grid will display a list of all parts that have been relocated

Below is a brief explanation of the Inventory Movement grid:

Item	Functionality
Action	Displays what type of movement occurred with the part
Date	Displays date movement occurred
Employee	Displays name of employee who transferred the inventory
Type	Displays type of part that transferred
To	Displays location part transferred to
From	Displays location part transferred from
Qty	Displays amount of part transferred
Part Name	Displays name of part transferred
Ticket #	Displays ticket number of the transferred part
PO #	Displays purchase order number part transferred from

Create New Part:

If you are unable to locate a part in the system, you may add a new part by clicking the  button on the Part Search panel

• This will bring up the new parts panel, allowing you to add a new part
  
  New Part

• Any fields outlined in red are required fields and must be filled out prior to clicking the (Save) button
  • See View Part Information section of this document for explanation of each part fields
• Once a new part has been created and saved the following will happen:
  • The part will be visible in the Material > Parts panel to view or edit
  • The part will be available to add to a location in Material > Location
  • The part will be available to add to a purchase order
  • The part will be available to select and add to a work order
    
    

Use caution when clicking the  button to prevent creation of duplicate parts in the system. We recommend trying the following first: Double check that the search criteria you entered was entered correctly and that there were no typos. Try narrowing down the search criteria used.  Ex: If the part # is 1234506, try only entering in a portion of the number like 345.  It could be there is a number in the MPG # that you did not account for.