Path: Material > Parts > Records / Identity Tab
The Parts window includes comprehensive information about stocked Parts. To create your initial inventory in WebTMA, create a record for each Part currently in stock. You can also create records for Parts not yet in stock.
If you want to know the cost of stocked parts, you can include a standard price and average price when you add the record. Thereafter, you can edit the Standard Price field, but the Average Price field is locked once the record is created. This is a weighted average and fluctuates based on historical records.
The standard price is used to "fix" the sales price of a part to prevent it from fluctuating due to price changes. If a markup is entered in the part record, the standard price is increased by the markup percent. The standard price replaces any other price value, such as average price, in work orders and sales order.
As a convenience, you can identify Part Kits associated with a given Part. From the Part record, click the Part Kits link on the Action Menu. If the stocked part is included in a Part Kit, the Associated Part Kits window pops up with a list of the kits that use the part.
Cost of Parts
In addition to Manufacturer information, the Details Section can be used to track the cost of stocked Parts. You can include a standard price and average price in the Details Section when you add a record. Thereafter, you can edit the Standard Price field, but the Average Price field is locked once the record is created. This is a weighted average and fluctuates based on historical records.
The standard price is used to "fix" the internal sales price of a Part to prevent it from fluctuating due to price changes. If a markup is entered in the Part record, the standard price is increased by the markup percent. In Work Orders and Sales Orders, the standard price replaces any other price value, such as average price. You can also choose the Purchase History Tab to review a read-only list of all Purchase Orders issued for the selected Part.
Summary Section
Look to the Summary Section for accumulated data about quantities of the Part that have been used, received, on order, etc.
Specifications Section
The Specifications Section is a free form text field where you can document any specifications regarding Part quality or other essential conditions.
Part Kits (Action Menu Option)
As a convenience, you can identify Part Kits associated with a given Part. From the Part record, click the Part Kits link on the Action Menu. If the stocked Part is included in a Part Kit, the Associated Part Kits window opens with a list of the kits that use the Part.
How to Add a Part Record
To add stocked Part records for items that do not have existing inventory:
- Open the Part window.
- Choose Add on the WebTMA toolbar.
- Complete the required fields and as many other fields as possible. Tip: For better search results, start the Description field with a general category followed by more specific descriptors, for example, Conduit, ¾" EMT.
- Select Save on the WebTMA toolbar.
How to Add Parts with Existing Stock
When you set up new part records and have stocked parts on hand, use these instructions to create records that include the quantity and location of the existing stocked parts.
- Create a new part record (but do not Save). The instructions in the previous topic, How to Add a Part Record, start the process.
- Enter an Average Price to enable the Locations Tab.
- Select the Locations Tab.
- Click the Add Warehouse link to open the Location Entry window.
- Complete the required fields.
- Enter the Available quantity.
- (Optional) Mark the Critical check box if this is a part you must keep on hand at all times.
- Complete other elective fields as needed.
- Choose the Save button on the popup window.
- Click Save on the WebTMA toolbar.
NOTE: Once a quantity is added for a line item, additional quantities for that Warehouse are adjusted through the On-Hand Adjustments window and cannot be changed from the Parts / Locations window. However, you can Edit the record to change data in fields such as Minimum, Maximum, Bin Location, Vendor, and Reorder Quantity. If you add a new Warehouse to the Locations Tab from the Parts window, you can add a quantity of Parts available at the same time.
Serialized Parts
Some stocked Parts have unique serial numbers that allow you to trace the stocked Part and its history in case a problem occurs.
Once you mark the Serialized check box on the Parts / Identity Tab and add a quantity to the Parts / Location Tab, the check box cannot be cleared.
When you create your Parts records, use the Locations Tab to record information about existing Parts that have serial numbers. If serialized Parts are ordered using a Purchase Order, record the serial number and warranty information from the Receivings window.
On the Locations Tab, expand a line and review the serial numbers.
How to Serialize Parts for Existing Stock
If you create a new Part record and have existing serialized Parts on hand, you can add each Part. This is similar to adding any other Part except the line items include an Add Serialized Part link so you can add each serial number.
- Add a new Part following the instructions in How to Add a Part Record. Be sure to check the Serialized box.
- Expand the Part line on the Locations Tab to open a second tier.
- Choose the Add Serialized Part link.
- Enter the Serial Number, Technician information, and optional Warranty Date on the Serialized Part Entry flyout.
- Choose the Save button on the flyout window to save the serial number.
- Repeat steps 3-5 to add more existing serialized Parts.
- Select Save on the WebTMA toolbar.
UDF Section
The UDF Section is available to record information or data that is not included in the predefined fields of a record. The Section is found on many windows. These are added by your WebTMA System Administrator.
You can also create corresponding UDF fields for two windows: Work Order and Request Log. If you create UDFs in the System Form Attributes window for each window and these share the same label and the same data type (i.e., Name and Type), the contents of the UDF field on your Request is carried to the corresponding UDF field on the Work Order when accepted.
These UDF fields can also be included on the Service Request Form / Layout Tab when System Administrators create new Service Request Forms.
Want to Learn More?
Visit the WebTMA Help Page