The Part Main Catalog allows you to create and maintain records for all the stock, non-stock, and consignment parts used throughout your fleet organization. The Master Catalog is separate from the actual inventory at each location. You can revise or add to the catalog as needed.
The Part Main Catalog contains definitional information about each part and the Part Inventory Location contains information on what is in stock at each specific inventory location. Before a part can be added to a location on Part Inventory Location Manager (PILM), you must create the record on this frame first.
Create
Part Identification:
Number – To create a new part in the catalog, enter the new part number in the Number field. This field has a limit of 30 characters.
Create Duplicate (button) – This number can be a duplicate number provided the Manufacturer is different.
Manufacturer – Entity that makes the part. Must be a valid manufacturer created on the Part Manufacturer frame.
X Refs (drop down) – The X Refs drop down displays any Cross Referenced Parts associated with the master part record. When creating a new part, the drop down won't display any Xrefs.
Status (drop down) – The default status is 'Active'. To make a part inactive, select 'Inactive' from the drop down.
Description - Enter a description for the part in the Description field. This field has a limit of 30 characters.
New/Used/Rebuilt (drop down) - Select New/Used/Rebuilt from the drop down to the right of the Description field. Default value is ‘New’ when creating a new part.
Used Part No. – You can use the Used Part Number field for stock or non-stock parts, this is a field that corresponds with a customer specific interface.
Used Part Manufacturer – Read-Only, automatically defaults from the used part number Part Main record (if you enter a used part number).
Adjust Used Part Inventory Upon Issue – If this flag is checked and the used part number is a stock part when the new part number is issued, the used part number will result in a positive adjustment transaction into the location inventory with the same quantity of the new part issued. If the part is nonstock, you cannot use this flag.
Extended Part Description:
You can use the Extended Part Description field to enter any additional notes or information about the part that does not fit or apply in the first Description field.
Settings:
*See the Part Inventory Pricing explanation below in the Additional Information section for more details.
System Prices – System Flag 1058 determines the pricing method to use to value inventory. This flag is locked down and cannot be changed manually. Careful consideration must be given when deciding which pricing method to use. Contact M5 Support before making any changes to this system flag.
Standard – If using Standard Pricing, that value is set here.
Average – If using location average this value will depend on the average price across all inventory locations.
Retail – Retail price of the part, if applicable.
Discount Code – Enter any discount code associated with the part here.
Unit of Inventory/Issue – This is a required field. Default is EACH. You must first set up these codes on the Unit of Measure frame.
Commodity – Must be a valid code from the Commodity Codes frame. Commodity Codes group parts together by type, such as brakes or steering systems.
Hazardous (Y/N) – If the part is considered “hazardous,” select ‘Y’. You will be prompted to enter the Hazardous Material Data to comply with U.S. Department of Transportation’s hazardous shipping requirements.
Disable Receipt (Y/N) – If the part will be obsolete in the near future or is no longer in use, you can select ‘Y’ to disable receipt and stop users from receiving the part into inventory.
Warranty (Y/N) – If the part has warranty parameters, this flag must be set to ‘Y’. You will then be prompted to enter warranty information on Warranty Part Setup.
Exempt Position Code Prompts (Y/N) – Set to allow or disallow Position Code prompts by part number.
National Part (Y/N) – National Part Flag, select ‘Y’ if part is a national part. This will lock parts on Part Main and Part Inventory Location Manager to users who do not have the National Parts privilege.
Date Added – Date the part was created/added in M5. This will default to the current date.
Charge Code – Must be a valid code from the Part Charge Codes frame, used to identify those parts that users can issue or transfer using the Supply Distribution frame.
Cost Category – Also applies to Supply Distribution functionality, must be a valid Cost Category Code.
HazMat Info (button) – This button is active if the Hazardous flag is set to ‘Y’.
Resource Type (button) – Click this button to enter a Resource Type for the part. Must be a valid code from the Resource Type frame. Resource types are using in the Shop Planning Module.
Part Class – Must be a valid code from the Part Class Codes frame.
ATA Classification:
Sys/Assembly/Part – You can associate the part with an ATA System and Component Code to make the part standard for any jobs added to a work order with that particular system code.
Validate Sys on Job – If set to ‘Y’, the user is only able to issue the part to the system code specified above. The job code must have the same system code as indicated on the part.
Location Defaults:
Stock Type (drop down) – Part must be either Stock (quantities on hand), Non-Stock (ordered as needed), or Consignment Part.
Primary Vendor – Must be a valid vendor from Vendor Main. The Primary Vendor will automatically populate during the ordering process.
Secondary Vendor – Vendor to be used if the primary cannot provide the part.
Season Code – Must be a valid code from the Seasons Code frame. These codes are added to parts to help with ordering. For example lawn mower parts in the summer or snow plow parts in the winter.
Serialized – If a part is serialized and it is necessary to track the serial number select Mandatory if tracking is required, Optional will ask the user for a number but they do not need to enter one. No is the default value.
Serial Info (button) – If ‘Optional’ or ‘Mandatory’ is selected, this button will activate. Click the button to view the Part Serial Number Detail.
Auto Generate Serial No. – Only active if Serialized flag is set to ‘Optional’ or ‘Mandatory’. Select ‘Yes’ to auto generate a serial number.
Reusable Serial No. – Only active if Serialized flag is set to ‘Optional’ or ‘Mandatory’. Select ‘Yes’ if a serial number can be reused.
Lotted Part (Y/N) – A lotted part cannot be serialized. If the part is a lotted part, the number is captured on every part transaction.
Lot Info (button) – Click this button to view the Lotted Parts Detail.
Core Charge – Enter the value of the core if the part has a core.
Core Tracking – Select ‘Y’ if the part has a core and you want to use Core Tracking functionality.
Allow Mass Claims – Check this flag to allow mass claims for the given part, only available for use if the part is a core part.
Points – Only available when System Flag 5227 is set to ‘Y'.
When finished entering all pertinent data, click the Save button at the top of the frame to create and save the new Part Main Catalog record.
Additional Info:
Associated Parts
M5 can support what are called “Part Assemblies.” Basically, these assemblies are separate part master numbers that, once put together, are related to a single part main record.
To view or add associated parts, hover the mouse over the ‘Related’ link to the right of the Find button at the top of the frame. Click on the Associated Parts List.
Associated parts may not have a price and they must be stock. The Part Inventory Location Manager screen has the “associated parts” hyperlink but it is read-only. Associated parts can only be entered and maintained on the Part Main frame. If an associated part is added to the associated part list, M5 will add the new associated part to every inventory location were the main part number is inventoried.
System Flag 5253 – “Default reason for adjusting associated parts” determines the valid inventory adjustment reason to be used for each associated part adjustment transaction.
Part Inventory Pricing
System Flag 1058 - Type of pricing to use for inventory values? Is used to determine the inventory pricing method used in M5.
A part’s inventory price is calculated at the time of receipt, based on the pricing method in force. Four pricing methods are available in M5, and each one works differently:
SYSAVG (System Average)
LOCAVG (Location Average)
LOCSTD (Location Standard)
SYSSTD (System Standard).
The pricing method is typically chosen at the implementation of the system and is never changed. This method and the other methods are discussed in detail below.
SYSAVG (System Average)
System Average pricing will average the price for stock parts every time the part is received. A new price is calculated from the on-hand value at all locations and the receipt value. The formula is the same as the Location Average method, but the on-hand quantity used is the sum of the quantities at all locations. The resultant unit price is then written back to all locations. For a given part, the price will be the same at all locations. For instance, location A has part PH16 with a quantity of 1 with a price of $10.00. The part is received again with a quantity of 1 with a price of $12.00 at location B. The new price for each part at every location is $11.00.
LOCAVG (Location Average)
Location Average pricing does the same averaging of parts but at the location level. The reason this is useful is that inventory locations can be in various places with the price of parts being effected regionally. This will mean that the same part PH16 for instance can be a different price from one location to the next. This method is recommended as best practice from AssetWorks and System Flag 1058 is defaulted to LOCAVG (Location Average).
A new price is calculated from the on-hand value and the received value. That is, the result of the current on-hand quantity times the old price, is added to the result of the received quantity times the receipt price, yielding a dollar value, that is then divided by the sum of the current on-hand quantity and the received quantity.
In formula form:
New_price =
((qty_on_hand * old_price) + (received_qty * received_price)) / (qty_on_hand + received_qty)
Example:
qty * price = value
on-hand 2 $ 5 $ 10
receipt _ 8 4 32
10 42
new price $4.20
RAV (Rounding Adjustment Value) Amount
There are screens and components in M5 that will average the cost of inventory. The numbers in the LOCAVG (Location Average) example above were chosen so that the calculations are easy to follow. In the real world, the resultant price will likely include fractions of a cent. The price is rounded off to the nearest cent, but we don’t throw the fractional portion away. Its value is stored in a field called ‘RAV Amount’ – Rounding Adjustment Value.
By using RAV, money that was lost or gained by rounding the average unit price or by issuing at a different price than the current pricing method is wrapped back into the next average price. It is important to understand that RAV can be a negative value or a positive value but will be pennies and NOT a significant amount.
The average unit price calculation includes the RAV, and is always performed independent of the current pricing method. The average unit price calculation is only performed when parts are received and returned.
When the next receipt occurs, this amount is added to the total dollar value just before dividing by the total quantity to get the new unit price. In the example above, if the ‘RAV Amount’ had been $0.40, the total dollar value would have been $42.40, yielding a new unit price of $4.24 instead of $4.20. In that way, the fractional portion of the previous receipt is put back into the inventory valuation.
The RAV Amount is not applicable when using the Standard pricing methods, because no calculation of the price occurs. It is also not applicable for non-stock parts under any pricing method.
New Location AUP = Old L.A. RAV + (Old OHQ x Old LAUP) + (Rcv Qty x Rcv UP)
_____________________________________________________
(Old OHQ + Rcv Qty)
Note: The system average price is derived from the location average price.
When a new location average unit price is calculated, a new RAV value is calculated:
New L.A. RAV = New OHQ x (New LAUP – (round of New LAUP))
Abbreviations:
AVP = Average Unit Price
L.A. = Location Average
LAUP = Location Average Unit Price
RAV = Rounding Adjustment Value
OHQ = On-hand Quantity
Rcv Qty = Received Quantity
Rcv UP = Received Unit Price
LOCSTD (Location Standard)
Location Standard pricing is a standard price set on Part Inventory Location Manager and will be set for a part at a single location. Again, no matter what the price the part is received at, the price upon issue will always be the standard price set on the location. It is only changed on this frame.
SYSSTD (System Standard)
System Standard pricing is a standard price set on the Part Main Catalog frame. The old price is not changed. No matter what cost the part is received at, the cost when issuing the part is established solely by the user-entered value of Standard pricing field on the Part Main Catalog. A receipt under this method will not affect the standard price, regardless of the price of the receipt. It is only changed on this frame.
Additional Considerations
A part’s price is not directly changeable unless it is changed through the Part Inventory
Adjustment frame. This frame is authorized through System Security. The price is always the result of receipts (except for the SYSSTD and LOCSTD method). The price of non-stock parts is less ‘protected’, because the user may change it at the time of receipt, and therefore affect the resultant price.
When a new part is added in Part Inventory Location Manager frame, the price entered in the ‘Standard Price’ field will be used. This occurs regardless of the pricing method in force.
For non-stock parts, no averaging occurs under any pricing method. The price is set as a part is received. The price can be set differently each time and is valid for that issue.
If a non-stock part order is partially received, only the first receipt will update the inventory price and the order price. This prevents a single order of two or more of a part from generating different unit prices from the same order.
System Flags
1058 - Type of Pricing to Use for Inventory Values? - This flag specifies the pricing method used to value inventory: LOCAVG (Location Average), LOCSTD (Location Standard), SYSSTD (System Standard).
5227 - Show Accumulated Points on Part? (Y/N) - When this flag set to "Y", the parts catalog screen will show the points field.
5253 - Default Reason for Adjusting Associated Parts - This is the default for the inventory adjustment reason to be used when associated parts are adjusted.
5355 - Part Main Updates to Propagate to Inventory Location Records? (Y/N) - If set to 'Y' the below fields will be pushed down from the Part Main catalog, and update all inventory locations that have the existing part as a valid part number. Fields that qualify for propagation: 1. Primary Vendor 2. Unit of Measure 3. Standard Price 4. Core Charge 5. Core Tracking.
5383 - Core Cost Always Retrieved from Part Main Catalog? (Y/N) - Default will be "N" to preserve current functionality; If set to "Y", the core flag and core charge values on part purchase order screen will always be retrieved from part main catalog.
Last Updated 09/25/2020
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.