Designing a Part Numbering System and Creating Parts

Configuration Process Designing a part numbering system Rules and examples Data entry considerations Customer part cross references vs. customer-specific parts Vendor part cross references vs. vendor-specific parts Packaging parts Creating part templates Creating parts in DEACOM Modifying Item Master records using the Price Updates function FAQ & Diagnostic Tips

An effective part numbering system allows companies to accurately identify items and quickly account for their activities and whereabouts in inventory. In addition, accurate part numbers also serve as a shorthand for longer item descriptions. Instead of entering an entire name or description for an item, companies may use a much shorter item number. This speeds up the process of data entry and inventory management.

The below information describes how to properly design a part numbering system and how to create parts in general. For more specific information on creating Raw Materials (used in purchasing) and Finished Goods (used in sales), refer to Managing Raw Material Item Masters and Managing Finished Good Item Masters.

Configuration

Designing a part numbering system

No specific configuration is required when designing a part number system since this exercise is done offline and involves consideration of the examples and rules described in the process section below.

Creating parts

In almost all cases, parts numbers, or more appropriately item master records, are imported into the system automatically by members of the Implementation team during the initial implementation phase of installing DEACOM. At this point, individual part numbers are added or modified by users on an as needed basis. The most effective way to create new parts is to copy an existing part that matches the part to be created as close as possible. Some additional configuration may be required outside of what was done during the import process. Examples include creating additional item Categories, Sub-Categories, and Item Search field selection. These items are especially important when it comes to Configuring Sales Pricing Rules.

Process

Designing a part numbering system

Consider the following recommended concepts when designing part number.

1. If two items are identical in form, fit, and function, they are really the same part number.
2. If two items are not identical in either form, fit, or function, they need to be given two different part numbers.
3. If two items are different, but related, they need to be given two different, but similar part numbers.

Rules and examples

Rule 1: If two items are identical in form, fit, and function, they are really the same part number.

The two different vendors can each supply a raw material. The items supplied by the two Vendors are used interchangeably in production, with no changes to bills of materials or processing based on the use of one vendor’s material or the other’s. These two items are really a single item number. Differences in costs or vendor part number are handled with the Vendor Part Cross Reference.

This use of a common part number simplifies other processing and documentation. The vendor/part cross reference is used to create purchase orders to the two different vendors for the same item, each referring to their own part number, description, and pricing. Once the item is received, from either vendor, the material can receive an internal item label which identifies it with the common item number and other information. From that point onward, which vendor the material came from is no longer important to the process.

Rule 2: If two items are not identical in either form, fit, or function, they need to be given two different part numbers.

If, during the discussion in the previous section about Rule 1, a comment was made that the bills of materials must be different or that some other process required that the system remember which vendor the item came from, then the two items are not identical in form, fit, or function, and need to be given different part numbers. This allows the system to maintain two (or more) different BOM revisions for the same product, one for each of the options for raw materials, with different ratios between the components.

Rule 3: If two items are different, but related, they need to be given two different, but similar part numbers.

In the previous section, where there were two different raw materials that were very similar, but not identical, it would be helpful to various Inventory Reporting , Item Master, and Materials Requirements Planning forms if the two items would be listed next to each other. Since the item lists on those forms are sorted alphabetically, this means that most of the left hand portion of the item number is identical, with the differences in the right hand side.

In another typical example, there may be three or more ways of packaging the same bulk material for sales. It is generally a good idea to have separate item masters, with different part numbers, to distinguish packaged finished goods from bulk product, because they are not identical in form, fit, and function. If the item numbers are similar on their left hand sides, with the differences in the right hand digits, then bulk and packaged items that are related would sort together in various management forms.

Examples:

Code	Description
12345	Bulk product code
12345-1	Bulk product in 1 gallon can, or 1 pound package, for sales
12345-5	Bulk product in 5 gallon can, or 5 pound package, for sales
34567.2	Raw material from first vendor
34567.6	Very similar, but not identical, raw material from second vendor

In both of these examples, the base item number (on the left) is separated from the packaging or vendor identifiers (on the right), by a separator character (dash or dot). This is not required, but helps users to easily identify what is the base code (common between the two items) and what is the distinguishing section (different between the two items).

Data entry considerations

Number keys, the decimal point, dash, plus sign, asterisk, and slash are all present on the numeric keypad on a full-sized keyboard. That means that any part numbering system that is composed of purely these characters can have data easily entered using only the numeric keypad. Mixed alphabetic and numeric characters slow data entry, as they must be entered either on the QWERTY keys or by switching back and forth between the numeric keypad and the QWERTY keys. If possible, reduce the amount of back and forth between the two keypads. Note: Customers should design part numbers with scanners in mind. If users will be entering numbers on scanner keypads, then having all numeric numbers may be the best option. In addition, if using scanners, part numbers should never contain special characters and/or values or characters that would require a user to hit the shift key. The elimination of special characters is also beneficial in situations where barcodes for parts will be created or required.

Examples:

12345-1	Best option, all numeric keypad
AB12345-1	Second best option, alpha prefix and single keyboard change
AB1234TG45-1	Worse option, multiple keyboard changes
A1B3*G6Y9-1	Worst option, many keyboard changes

Part number Intelligence

Rule 3, similar parts have different, but similar part numbers, implies some element of intelligence within the part number. While this is a good idea in that similar parts sort near each other in various management lists, it can be taken to extremes. Although Deacom part numbers can be thirty characters, a smaller number of digits can usually distinguish the items and will take less time for data entry. Fully intelligent item numbers are usually too long, contain too many significant but apparently random characters, or too many repeated digits.

It is helpful to be able to distinguish raw material item numbers from subassemblies and finished goods, even though the Item Type can be used for filtering results in various reports. That separation can be done by different part numbering structures (five digits vs. eight digits, for example) or numeric or alpha prefixes.

Good Example – Fully intelligent, but short:

Y320408 – lumber example: species (Y), grade (3), dimensions (204), length (08)

Y320412 – same species, grade, dimensions, different length (12)

Y220410 – same species, different grade (2), same dimensions, different length (10)

Good Example – Partially intelligent:

R1543 – raw material (R), class (1), sequential number (543)

R1654 – same raw material and class, different sequential number (654)

154367 - dry material (1) containing prefix of 1

265438 - wet material (2) containing prefix of 2

Bad Examples – Fully intelligent, but too long:

394585255498687.34 – all those digits are probably not really needed

4568900000000245.89 – how many zeroes is that in the middle?

Customer part cross references vs. customer-specific parts

Rule 1 says that identical parts have a common item number, but you have two customers that each have their own part numbers and descriptions for your items, and they don’t agree with each other, or with your part numbers. The question is whether you have one identical part, with two customer part numbers, or two different, but similar part numbers, for two very similar items. To decide which case is correct, consider that you made product, intending to ship it to the first customer, and have put it into stock. The first customer has a change in plans and delays or cancels the shipment, and the second customer calls and asks for a rush shipment to meet an unexpected demand.

• If you can take the previously completed product and ship it directly to the second customer, with no modification, then you have a single item number with the Customer Part Cross Reference controlling what each of the customers sees on their documentation.
• If you can’t ship the previously completed product directly to the second customer, but must pull it from inventory and modify it, by adding or removing stickers, then you have two different item numbers. You can still use the customer part cross references, connected to the two different item numbers, to translate your part numbers into your customer’s part numbers.

Vendor part cross references vs. vendor-specific parts

Rule 1 says that identical parts have a common item number, but you have two vendors that each have their own part numbers and descriptions for your raw materials, and they don’t agree with each other, or with your part numbers. The question is whether you have one identical part, with two vendor part numbers, or two different, but similar part numbers, for two very similar items. To decide which case is correct, consider that you need a raw material for production, plan on buying it from the first vendor, and will put it into stock. The first vendor is unable to supply the raw material in time to meet your needs, but the second vendor has material and is able to supply it.

• If you can order the raw material from the second vendor, with no modification to production jobs or bills of materials, then you have a single item number with the Vendor Part Cross Reference controlling what each of the vendors sees on their purchase orders.
• If you can’t use the raw material from the second vendor unless you change the bill of materials on the production job, then you have two different item numbers. You can still use the vendor/part cross references, connected to the two different item numbers, to translate your part numbers into your vendor’s part numbers.

Packaging parts

Rule 3, similar parts have different, but similar part numbers, applies when discussing bulk product (stocked in weight or volume) and the packaged versions of the same product. Although bulk product can be shipped in totes or tank trucks, it is also pre-packaged during production into fixed size containers, like bags, boxes, or drums. Bulk product (stocked in weight or volume) is not identical in form, fit, and function with pre-packaged versions of the same product, as discussed above in the example for Rule 3.

There are other benefits of packaged parts that are worth discussing:

• If only packaged parts are salable, then sales people will have to sell product in quantities that are conveniently packaged.
  • If product is already packaged in 50 lb boxes, an order for 225 lbs becomes an order for 4 or 5 boxes, and doesn’t require repackaging.
• If packaged parts are to be sold by the pound or gallon, the item master can be used to specify the quantity of pounds or gallons in the package. Since the unit weight of the packaged part is the gross weight, including both product and packaging, and the weight of product is known, the tare weight can be calculated and all three numbers are available for printing on a bill of lading.

Creating part templates

The Item Master is a large record with many required fields. The most effective way to create new parts is to copy an existing part that matches the part to be created as close as possible. The easiest way to determine which part to copy is to establish templates for each type of part that will be created and used in the system - Raw Materials, Subassemblies, Finished Good - Food, Finished Good - Beverage, etc. A best practice for naming these templates is to begin the "Part Number" with "Template" then elaborate on what the record would be used for, such as "Template - Raw Material", "Template - Subassembly", etc. Using that logic, when creating a new Part via the copy function, the user would have to simply search for "Template" in the Part Number field, and all active template parts would be displayed.

On a template part, the most important tabs to pay attention to are the Properties and Accounts tabs. For example, a template for a Raw Material would need to be flagged as "Stocked" and "Purchasable", but would not usually be flagged as "Saleable" or to "Roll Up Weight From BOM"/"Roll Up Volume From BOM". Along those same lines, a template for a Subassembly would be flagged as "Stocked", "Manufactured", "Roll Up Weight From BOM", and "Roll Up Volume From BOM", but not "Purchasable". Setting the correct GL accounts via the Accounts tab is also very important and speeds up the process of creating new Item Masters, as these accounts will typically be the same across a given Item Type.

While templates are an efficient way of creating new parts, it is best to limit the amount of templates that exist. There should only be a handful of templates available to use, depending on how wide an array of Parts the company purchases, produces, and/or sells. Having too many templates or making templates too specific defeats their purpose, making it overwhelming and confusing for the user to determine which record to use. One last thing to keep in mind when using templates to create new Parts is to keep an eye out for any new flags and/or fields that are added to DEACOM as a result of a system update. It is essential to carefully review each tab of a new Part when using a template as a base to ensure the Part can be used for the necessary system functions and all transactions using the Part are booked to the correct GL accounts.

Creating parts in DEACOM

The Item Master is a large record with many required fields. The most effective way to create new parts is to copy an existing part that matches the part to be created as close as possible. If existing parts have been setup correctly, copying parts also reduces the potential for mistakes. The copy option is handled via the “Copy Part” button on the item master report form. The process for copying a part is as follows:

1. Navigate to Inventory > Item Master.
2. Select the part you wish to copy in the "Part Number" field.
3. Click the "View" button. (Do not click the "Modify" button.)
4. The "Item Master - Standard" form/report will be displayed.
5. Ensure the part is selected and click the "Copy Part" button.
6. The "Copy Part" form will be displayed. The "Old Part Number" and "Description" field will be grayed out. These fields represent the part that is being copied.
7. Enter the appropriate information in the "New Part Number" and "New Description" fields.
8. Next, review the checkboxes as indicated in the list below. Theses boxes are checked by default. Uncheck any boxes that are unnecessary. The "Check All" and "Un-check All" buttons can also be used to help. A description of the boxes is available in the Item Master buttons section of the Item Master Encyclopedia page.
   1. Copy BOM - If checked, the default BOM of the part being copied will be copied to the newly created part. The revision name will also be copied.
   2. Copy Customer Parts - If checked, any Customer Parts attached to the part being copied will be copied to the newly created part.
   3. Copy Deal Pricing - If checked, any Deal Pricing set for the part being copied will be copied to the newly created part.
   4. Copy Facilities - Copies the entries on the facilities tab of the part being copied.
   5. Copy Feature Overrides - If checked, copies the feature overrides from the part being copied.
   6. Copy Features - Copies the features of the copy from part. Additional information regarding features is available via Inventory > Maintenance > Features.
   7. Copy From Inventory - If checked, will copy the from inventory form on the existing part to the new part.
   8. Copy Routing - Copies the routings attached to the default BOM of the copy from part.
   9. Copy Stability Tests - If checked, copies the stability tests indicated on the "QC/Stability Tests" tab on the copy from part.
   10. Copy User Fields - Copies the user fields of the copy from part.
   11. Copy Vendor Parts - If checked, any Vendor Parts attached to the part being copied will be copied to the newly created part.
   12. Copy Work Flows - If checked, the work flows of the part are copied to the new part, including any approved/completed sequences. If unchecked, the default Item Master work flow is added to the new part.
   13. Copy Part Form - Added beginning in version 17.00.105. If checked, the Part Forms attached to the part are copied to the new part.
9. Once all the information has been entered and the appropriate boxes checked or unchecked, click the "Save" button to complete the process.

Modifying Item Master records using the Price Updates function

The Price Updates function allows users to make pricing changes and modifications to Item Master records on a large scale using one or more criteria to affect the change. To modify Item Master records, perform the following. Note that hidden columns, blank cells, and report footers on the spreadsheet can cause an Excel import to fail.

1. Identify the items and item master fields that will be updated. The easiest way to obtain this information is to use the item master report via Inventory > Item Master. Here users can modify the grid to include item master fields for further analysis and selection. Once the appropriate list has been generated users may use one of two options to identify the field names for the fields they wish to update. Option one is to select a part, click the "modify" button and then right click on the appropriate field in the item master to obtain the field name. Option two is to look up the field name in the data dictionary as indicated in the previous section. The Accounting Standard fields, on the Costs tab, should not be updated using the Price Updates Function. These fields can be updated individually, with the Update Acct Std. button on the cost tab, or with the Cost Updates function.
2. Create an Excel spreadsheet (version 97 - 2003 or 2007.xls) which contains a header row with the appropriate field names followed by the appropriate values determined in step one. The first column of the spreadsheet must contain the DEACOM item master number (pr_codenum). Additional fields can be added in any order as desired.
   1. Note: The example below contains two user fields. A properly formatted spreadsheet will look similar to the example following this section.
3. Once all the appropriate information has been entered save and close the spreadsheet.
4. Navigate to Inventory > Price Updates.
5. Select "Spreadsheet" in the Change From field.
6. Use the search box in the Spreadsheet field to load your spreadsheet to the Price Updates form.
7. Select the appropriate option in the Field to Update drop down box.
8. Click the "Continue" button.
9. The system will present a form indicating how many items will be changed and ask you to confirm the action. Click "Yes" to complete the process. The system will present a final message indicating how many items were changed.

pr_codenum	pr_stocked	pr_salable	u_CASName	u_DateVerified
Finished1	TRUE	TRUE	Base	3/30/2018
Finished2	TRUE	TRUE	Base2	3/31/2018
Finished3	TRUE	TRUE	Base3	4/1/2018

FAQ & Diagnostic Tips

Tip: The part number searchbox will only show active items. To see all items, change the display field from active to all. Click view without adding any other limiting filters.

I am trying to select a purchase cost variance account and when I click the "S" button, no accounts show up to choose from. What is the problem?

Confirm with your DEACOM administrator that you have the proper Chart Group Security setup. System > Maintenance > Chart Group Security.

I am trying to save a new item master and I am getting a message; “Please Note -This name already exists in the table.” What do I need to do?

Both the Part number and Retail code must be unique. You will have to rename either the existing Item or the Item you are trying to enter. Please note that Inactive Items are also included in this check.

The system prompt for Max relieve var. % (on the Production tab) is triggered for some parts and not others. Why not?

This will happen if the items in question have different units of measure and the part for which the system prompt is not triggered has a unit of measure different than the one specified in the Job relieve all test field.