Creating Parts

Purpose

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.

Security and 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.

Related Processes

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).

Procedure

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 page.
    • 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.
    • Copy Customer Parts - If checked, any Customer Parts attached to the part being copied will be copied to the newly created part.
    • Copy Deal Pricing - If checked, any Deal Pricing set for the part being copied will be copied to the newly created part.
    • Copy Facilities - Copies the entries on the facilities tab of the part being copied.
    • Copy Feature Overrides - If checked, copies the feature overrides from the part being copied.
    • Copy Features - Copies the features of the copy from part. Additional information regarding features is available via Inventory > Maintenance > Features.
    • Copy From Inventory - If checked, will copy the from inventory form on the existing part to the new part.
    • Copy Routing - Copies the routings attached to the default BOM of the copy from part.
    • Copy Stability Tests - If checked, copies the stability tests indicated on the "QC/Stability Tests" tab on the copy from part.
    • Copy User Fields - Copies the user fields of the copy from part.
    • Copy Vendor Parts - If checked, any Vendor Parts attached to the part being copied will be copied to the newly created part.
    • 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.
    • Copy Part Form - Added 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.
    • 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 & Additional Information

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.