Difference between revisions of "Part"

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Step 3 allows you to enter a default vendor for this part. This step is optional and the information here may always be entered later via the [[Part Module]]. If you choose to enter a default vendor at this time, you may also add the Vendor Part Num, Vendor UOM, and Last Cost. If you wish to add a default vendor at a later, time, choose the '''this part does not have a default vendor''' option.<br><br>
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Step 4 allows the option to add inventory now. If inventory is not added now, it may always be added at a later date. If you choose to bypass adding inventory at this time, select '''do not add initial inventory''' and choose next. You will proceed to step 5 where you may choose whether or not this part is for sale. If it is for sale, the product number and description will auto-fill with the part information. Enter the product selling price, and choose '''Finish'''.&nbsp;The wizard will be complete, and your part will be added to the '''Part Module'''. However, since inventory was not added at this time, the part will not be visible in the Inventory Module.&nbsp; Once inventory is added, the part will be visible within the Inventory Module Search Panel.<br><br>
  
Step 3 allows the option to add inventory now. If inventory is not added now, it may always be added at a later date. If you choose to bypass adding inventory at this time, select '''do not add initial inventory''' and choose next. You will proceed to step 4 where you may choose whether or not this part is for sale. If it is for sale, the product number and description will auto-fill with the part information. Enter the product selling price, and choose '''Finish'''.&nbsp;The wizard will be complete, and your part will be added to the '''Part Module'''. Since inventory was not added at this time, the part will not be visible in the Inventory Module.&nbsp; Once inventory is added, the part will be visible within the Inventory Module Search Panel.<br><br>
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During Step 4 if you choose to '''Add Initial Inventory''' at this time, you must enter the Location, Quantity, UOM, cost per unit, and Adjustment Account for QuickBooks. Once the correct placement information has been entered, choose '''next.'''
 
 
During Step 3 if you choose to '''Add Initial Inventory''' at this time, you must enter the Location, Quantity, UOM, cost per unit, and Adjustment Account for QuickBooks. Once the correct placement information has been entered, choose '''next.'''
 
 
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[[Image:Create new part initial inventory.JPG|550px]]
 
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If tracking information was required during step 2, it must be entered during step 4. Lot numbers, expiration dates, and revision levels may be added in each appropriate box.  For detailed instructions on how to add serial numbers to your part, please see [[Part#Part_Tracking|'''Part Tracking''']]. If initial inventory was added, step 5 will require you to choose whether or not the part is for sale. If it is, the product number and description will auto-fill with the part information. Choose the product selling price and select '''Finish.''' The Create New Part Wizard will now be fulfilled, and your part created within the Part Module.<br>
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If tracking information was required during step 2 and initial inventory was added, then the tracking data must be entered. Lot numbers, expiration dates, and revision levels may be added in each appropriate box.  For detailed instructions on how to add serial numbers to your part, please see [[Part#Part_Tracking|'''Part Tracking''']]. If initial inventory was added, the last step will require you to choose whether or not the part is for sale. If it is, the product number and description will auto-fill with the part information. Choose the product selling price and select '''Finish.''' The Create New Part Wizard will now be fulfilled, and your part created within the Part Module.<br>
  
 
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Revision as of 14:13, 25 October 2011

Training Videos
Part Training Videos
Related Pages
Product
Inventory
Kitting

Icon.Part.pngA Part refers to an item you store, manufacture, or consume.

When you have a part you want to sell, you should also designate it as a Product. For ease, products can be created in the same wizard you create parts in by specifying you want to sell it also.

Your Parts in inventory offer you several options:

  • Parts can be of various types (Inventory, Non-Inventory, Service, Labor, Overhead, Internal Use, Capital Equipment, and Shipping).
  • They can be tracked in several ways (Lot #, Serial #, Revision, Exp. Date).
  • They can be manufactured from other Parts in inventory and then in turn be consumed in the Bill of Materials of another part/product.
  • Parts may also be modified or inactivated through this module



Add a New Part

Aside from the Part Module, parts may be added through the Purchase Order Module, Point of Sale Module, Transfer Order Module, or Consignment Module. In each one of these various modules, a part must be added for an order. If a specific part does not exist, it may be added by choosing an Add New option from any part drop down menu. This will provide the Add New Part Wizard, where any new part may be created.


To create a new part from the Part Module, select the New icon located on the Module Toolbar. This will open the Create a New Part icon.  Enter a unique part number and description. An optional UPC code may be entered if desired. Next, choose your part's type and unit of measure. Choose Next.

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If applicable, step 2 of the Create a New Part wizard allows tracking information to be added for this part. The four tracking options include Expiration Dates, Revision Levels, Lot Tracking, or Serial Numbers. Users may also create their own unique tracking method if desired. Tracking data will be entered into Fishbowl when inventory is added. Check any desired tracking, and choose Next.

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Step 3 allows you to enter a default vendor for this part. This step is optional and the information here may always be entered later via the Part Module. If you choose to enter a default vendor at this time, you may also add the Vendor Part Num, Vendor UOM, and Last Cost. If you wish to add a default vendor at a later, time, choose the this part does not have a default vendor option.

Step 4 allows the option to add inventory now. If inventory is not added now, it may always be added at a later date. If you choose to bypass adding inventory at this time, select do not add initial inventory and choose next. You will proceed to step 5 where you may choose whether or not this part is for sale. If it is for sale, the product number and description will auto-fill with the part information. Enter the product selling price, and choose Finish. The wizard will be complete, and your part will be added to the Part Module. However, since inventory was not added at this time, the part will not be visible in the Inventory Module.  Once inventory is added, the part will be visible within the Inventory Module Search Panel.

During Step 4 if you choose to Add Initial Inventory at this time, you must enter the Location, Quantity, UOM, cost per unit, and Adjustment Account for QuickBooks. Once the correct placement information has been entered, choose next.

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If tracking information was required during step 2 and initial inventory was added, then the tracking data must be entered. Lot numbers, expiration dates, and revision levels may be added in each appropriate box. For detailed instructions on how to add serial numbers to your part, please see Part Tracking. If initial inventory was added, the last step will require you to choose whether or not the part is for sale. If it is, the product number and description will auto-fill with the part information. Choose the product selling price and select Finish. The Create New Part Wizard will now be fulfilled, and your part created within the Part Module.





Modify or Inactivate an Existing Part

Once a part has been created and acquired a history, it cannot be deleted. However, you have the option to inactivate a part through the Part Module in a couple different ways.

  • Inactivate a single part

A single part is easiest to inactivate by going to the Part Module and choosing the part to inactivate. Within the General Subtab deselect the active option shown beneath the Part's description. Your part will not longer be visible in the Part Module, or available for any orders. However, if you choose to activate or view the part again, you may do so through the Part Module | Advanced Search feature.

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  • Inactivate multiple parts

Multiple parts may be inactivated simultaneously by holding down the Ctrl button on the keyboard and using the left click of the mouse to highlight the desired parts. After the desired parts are all highlighted, right click the mouse and choose the Inactivate option.


Modify a Part
A Part's number, description, details, URL, or picture may all be edited through the General Subtab of the Part Module. The ability to choose whether the part is active or taxable is also modified within the General Subtab. A Part's UOM may also be modified by clicking the edit icon next to the current UOM, but a warning will be issued if the part is currently in inventory or on an order. Changing a part's Unit of Measure has the potential of confusing accounting (COGS values) and values on reports, and does not update the Bill Of Material items that this part is on. If you still wish to continue with changing a part's UOM, click Yes and select the part's new UOM from the selected drop down list.



A part's Type may not be modified unless the part is moved from a Non-Inventory type to an Inventory type. In a case such as this, once a part has been made an Inventory type, it cannot be reversed.



The following information, including Part details, tied-to Products, Part tracking, Account Details, Default Locations, Part Bill of Materials, Vendors, Memos, and Custom Fields may all be modified through the Part Module.  Choose any Part subtab and modify the desired information. When you have completed your changes, click Save from the Module Toolbar to finish. 




Duplicate a Part

Fishbowl gives you the option to duplicate a Part in the Materials Module Group | Part Module.  To do so, in the search panel double click on the part you wish to duplicate. Once the part has pulled up on the main screen, click the duplicate Image:Duplicate_PO.JPG button located on the module toolbar.

 

Fishbowl will immediately bring up a dialog box informing you of the part that was duplicated. Whenever a part is duplicated it will always be created as a 'Copy of ___'.  Any Bill of Materials will also be duplicated. After the part is created, you may change the name by editing the Part field and clicking the save button on the Module Toolbar.



Create Part Reorder Levels

A Reorder Point (ROP) lets Fishbowl know when your parts are getting low.

For example, if you optimally stock 100 pieces of Part-A, you will want to reorder it before your quantity reaches zero and you sell out of it completely. A reorder point is a number, between your maximum quantity (in this example 100) and zero (a.k.a. stockout ) where you can reorder that part and comfortably avoid stockouts.


You can determine your own reorder point and enter it in as a Reorder Level. Or, If you have historical sales data within Fishbowl, you can calculate reorder points automatically using the Auto ROP Wizard. Further, you can combine Auto ROP with a default vendor to automatically create Purchase Orders via the Auto PO Wizard when parts get low.


Reorder Levels are found in the Part Module | Inventory Subtab and may be specified as Company Wide, or by Location Group (only available if Location Group Tracking is enabled). This is done through the Location Group Module Options.

To assign Reorder Levels, you may do so in bulk through the Auto ROP Wizard, or you may manually assign individual reorder points for parts. In the Part Module | Inventory Subtab, you will notice the Reorder Information section.

File:Reorder Information section.JPG

Location Group: This will tell you whether your ROP is Company Wide or Location Group specific

Order Up to Level: This is the maximum desired quantity for this part under normal operations.

Reorder Point: This is the lowest desired quantity where the part will:

  1. automatically show up on a reorder report, and
  2. show up in the Auto PO process.



To create Reorder Levels for a part, choose the Add Reorder Level Image:'add_item'_symbol.jpg icon located on the Component Toolbar. This will display the New Reorder Level box where you can enter the Order Up to Level and the Reorder Point. Choose ok to save your reorder points. Reorder Levels may also be edited Image:'edit_item'_symbol.JPG or deleted Image:'delete_item'_shortcut.JPG by using the corresponding icons from the Component Toolbar.

File:New reorder level.JPG



Establish ABC Codes

Auto ABC wizard.JPG

ABC codes are a standard method of prioritizing portions of your inventory. For example, parts that are most active in your inventory--i.e. sold or used most often--should be counted and reordered more often. Parts which are counted 10 times a year may be given a code A, while parts counted annually are C coded.



You can manually specify the ABC code (on a per part basis) under the Inventory tab of the Parts Module.

-OR-

If you have historical sales data within Fishbowl, you can calculate ABC codes automatically using the Auto ABC Wizard.



Further, you can search for ABC Codes within the Advanced Search option of the Part Module, enabling you to search your inventory by ABC code to assist in ease of modifying inventory levels on your most active parts. You can also create a Cycle Count report using these codes.



To use the Auto ABC Wizard to create ABC codes, select the Auto ABC Image:Auto_ABC_wizard_icon.JPG icon located on the Module Toolbar of the Part Module.  The Auto ABC Code Wizard will be displayed.

In Step 1 of the Auto ABC Wizard specify whether the codes should be calculated by Sales Activities, Manufacture Activities, or both. Also select a time period to use while calculating the codes. Choose Next.



Step 2 is a confirmation of the ABC codes.  This screen will show you the current ABC code (N for 'None' if ABC codes are not set up), and the newly calculated ABC code. These codes are being calculated by the percentage column of the Sales and Manufacturing usage of each part; 80% (A), 20% (B), or 5% (C). You may highlight and change any code as necessary by using the A, B, C, or Hold icons located on the Component Toolbar. Select Finish to complete the Wizard.

File:Auto abc step 2.JPG



Track a Part by multiple Serial Numbers

Your company desires to track parts by multiple serial numbers. This is possible by creating additional tracking methods through the Part Module Options. Tracking by multiple serial numbers uses the same concept as tracking by any other multiple methods. When receiving parts that are specified to track by multiple serial numbers, you will be required to enter two Serial Numbers per item before it is received into the Inventory Module. When placing these items on a Sales Order, the two assigned Serial Numbers will also be shown during the Pick. The following information will provide step-by-step instructions on how to set up a Part to be tracked by multiple Serial Numbers:  

  1. In the Part Module, choose Tools | Module Options | Tracking tab. The default tracking methods will be shown in the given list. If given the appropriate rights, a Fishbowl user can use this Tracking tab to create additional or custom tracking methods.

  2. Choose the Add Part Tracking icon located on the Component Toolbar.

  3. Beneath the 'Part Tracking List' section, a new blank line will have appeared. Enter a unique name, abbreviation, and description of your Serial Number. (ie: a name could be Serial Number 2, with an abbreviation of SN2) The type will default as Text; however this can be changed by double clicking in the box that says Text and choosing Serial Number from the given drop down menu. Click ok to save your changes and close the Module Options box.


You now have the option to track items by multiple Serial Numbers. Parts that are not currently being used on an order may have additional tracking methods added to them through the Part Module.

File:Part module options tracking subtab.JPG



Track a Part by Serial Number and Expiration Date

Your company desires to track parts using multiple tracking methods. By default, Fishbowl creates Serial Number and Expiration Date tracking methods. Both of these methods may be assigned to one part through the Part Module | Details subtab. Parts that are not currently being used on an order may have additional tracking methods added to them through the Part Module.


  1. In the Part Module choose the part to be tracked by multiple methods. Or, if your part does not yet exist, you may Create a New Part first.
  2. After your part is displayed on the Main Screen click the details subtab.
  3. Beneath the Tracking section, select the options Expiration Date and Serial Number.
  4. Click Save from the Module Toolbar to save your changes.



File:Track expiration date and serial number.JPG

When receiving parts that are specified to track by multiple tracking methods, you will be required to enter both a Serial Number and Expiration Date before it is received into the Inventory Module. When placing items on a Sales Order, the assigned Serial Number and Expiration Date will be visible during the Pick.



Create a Unique Tracking Method

Fishbowl automatically creates default tracking methods such as Expiration Dates, Lot Numbers, Serial Numbers, and Revision Levels. These are very practical tracking methods; however, your company may need something a little more custom fit for your needs. For example, if you sell T-Shirts, it is likely you would wish to track by Color and Size. Not only does Fishbowl conveniently provide users with the ability to create unique tracking methods, it also allows items to be tracked by multiple methods. The following information given will provide step-by-step instructions on how to create a unique tracking method:


  1. To create, modify, or delete tracking methods you must go to the Part Module | Tools | Module Options | Tracking tab.
  2. Select the Add Part Tracking icon from the Component Toolbar.
  3. Beneath the 'Part Tracking List', a new line will have appeared. Enter a unique Name, Abbreviation, and Description for your method (ie: Color, Size, Weight, etc.)
  4. Next, you will want to choose the Type for this tracking method. Is it a text field? Date? Serial Number? You also have the option to choose whether this type is monetary, quantity, count, or checkbox. Choose one of the given types from the drop down menu; at this time there is not a way to create your own unique type. 
  5. Click Ok to save your changes.


This tracking method will now appear beneath the Part Module | Details Subtab. When receiving a part that is specified to track by your unique tracking methods, you will be required to enter the tracking information before it is received into the Inventory Module. When placing this item on a Sales Order, the assigned tracking information will be visible during the Pick.

File:Create unique tracking methods.JPG



Primary Tracking


Primary Tracking has been created within Fishbowl to replace the use of Tag tracking in both the Fishbowl Client and Fishbowl Mobile Warehouse. Primary Tracking has been designed to provide functionality similar to tags and offers many of the same features tags provide; however, Primary Tracking utilizes part custom tracking rather than auto assigned numbers. For additional detailed instructions on how this feature works, please see Primary Tracking



Part Types

The list below shows the variety of part types that Fishbowl offers.


Type                                             Description
Inventory A part that is kept and stocked in your inventory
Service A service part can be purchased and sold on a Purchase Order and Sales Order, but not stocked.
Labor Labor is not Purchased or Sold but is added only to a part's Bill of Materials and Work Order
Overhead Expenses that are not labor, but are necessary to add the cost into a part's Bill of Material and be calculated into the Work Order.
Non-Inventory This is a part that can be purchased through a Purchase Order and can be sold on a Sales Order, but is not stocked or tracked in your inventory.
Internal-Use This is a part that can be purchased on a Purchase Order and can be stocked in your inventory but cannot be sold. An example of this would be office supplies, etc.
Capital Equipment Equipment that depreciates in value. This can be purchased on a Purchase Order but is not stocked in your inventory and is not sold on a Sales Order.
Shipping Shipping can be purchased or sold on a Purchase Order and Sales Order, but is not stocked in inventory. Any shipping expenses would need to be entered onto a Sales Order through a shipping type part.





Part Tracking

Custom Tracking allows Fishbowl users the ability to create new types and methods of tracking such as color, size, and dollar amount, (to name a few) The possibilities for your company are endless. With Fishbowl's Custom Tracking Method, your company may also create multiple tracking methods per part. You may track Serial numbers and Expiration date on items; or, you may simply use two serial numbers to track items


As stated earlier, the benefit of Custom Tracking is your company can create your own tracking methods. Serial Number, Lot, Expiration Date, and Revision Level are all default tracking methods; however they may be modified through the Part Module Options. If your company sells T-shirts, you may decide to use two tracking methods; Color and Size. Each time these shirts are put into inventory, Fishbowl users must enter this information, helping to ensure your inventory's accuracy. 




Create New Tracking Methods

New Tracking Methods are created within the Part Module Options. Fishbowl automatically creates default tracking methods such as Expiration Dates, Lot Numbers, Serial Numbers, and Revision Levels. These are very practical tracking methods; however, your company may need something a little more custom fit for your needs. For example, if you sell T-Shirts, it is likely you would wish to track by Color and Size. Not only does Fishbowl conveniently provide users with the ability to create unique tracking methods, it also allows items to be tracked by multiple methods.

The options below are available for New Tracking Methods:

Text Date
Money Quantity
Expiration Date Serial Number
Count Checkbox



The following information given will provide step-by-step instructions on how to create a unique tracking method:

  1. To create, modify, or delete tracking methods you must go to the Part Module | Tools | Module Options | Tracking tab.
  2. Select the Add Part Tracking icon from the Component Toolbar.
  3. Beneath the 'Part Tracking List', a new line will have appeared. Enter a unique Name, Abbreviation, and Description for your method (ie: Color, Size, Weight, etc.)
  4. Next, you will want to choose the Type for this tracking method. Is it a text field? Date? Serial Number? You also have the option to choose whether this type is monetary, quantity, count, or checkbox. Choose one of the given types from the drop down menu; at this time there is not a way to create your own unique type. 
  5. Click Ok to save your changes.

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This tracking method will now appear beneath the Part Module | Details Subtab. When receiving a part that is specified to track by your unique tracking methods, you will be required to enter the tracking information before it is received into the Inventory Module. When placing this item on a Sales Order, the assigned tracking information will be visible during the Pick.


By default your new tracking method will be set as active. If you wish to inactivate a tracking method at any time, simply uncheck the Active box. The Usage column allows for the user to see how frequently the tracking method is being used. The number shown is the number of parts currently using this tracking method.


Tracking methods may be deleted or moved in position by using the corresponding delete or move icons from the component toolbar.

Entering tracking information
Fishbowl's ability to track portions of your inventory depends on your input of part details that distinguish one from another; e.g. serial number, age, lot, or revision. Fishbowl will prompt you to enter the specific details of those criteria at different points—usually when trackable inventory is created for the first time, received for the first time, or received on subsequent occasions.

By default you can track a part or product by serial number, age, lot number, or revision level (unique custom tracking methods may also be created). Below are a few important details of each type of default tracking.


Serial Number tracking
Serial number tracking can be turned on or off after a part is created by checking the Serial number tracking box on the Details tab of the Parts Module (near the bottom right of the screen).

[TIP - Serial numbers can only be specified on parts with Each as the UOM. The UOM can be changed in the Details tab of the Parts Module .]


Age, Lot, and Revision tracking
The best time to turn on tracking for age, lot, or revision tracking is when a part is first created.

If you turn tracking off for a part that is currently being tracked, all tracking data will be lost. If you turn tracking on, you will need to enter the tracking criteria.

With tracking enabled, Fishbowl keeps you from storing conflicting ages of the same part in the same tag. For example, you turn expiration tracking on for a part called Milk. You have ten gallons of Milk stored in Tag-1. When you receive more Milk into your inventory, you will not be able to store it in Tag-1 unless it has the same expiration date of the Milk already in Tag-1. The Milk with the new expiration date would then be stored in Tag-2, but in the same location as the first Milk. If you receive Chocolate Milk with expiration tracking into your inventory, you can store it in the same location as regular Milk, but with a different Tag number because it is considered a different part.

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ABC Code Tracking
The ABC Code is a standard method of prioritizing your inventory.

For example, parts that are counted 10 times a year may be given a code A, while parts counted annually are C coded. You can specify the ABC code (on a per part basis) on the Inventory Tab of the Parts Module (near the center of the Details screen). In the Inventory Module, a filter can be set to enable you to search your inventory by ABC code to assist in ease of modifying inventory levels. You can create a Cycle Count report using these codes.

For more information, see also the Auto ABC Wizard.

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Modify Tracking information
While tracking is enabled/disabled from within the Parts Module|Details Tab, if a part is already specified to be tracked then specific numbers/values (e.g. serial numbers, expiration dates, revision levels, lot numbers) may be entered/modified in the Inventory Module.
 



Auto ROP Wizard

A Reorder Point (ROP) lets Fishbowl know when your parts are getting low.

For example, if you optimally stock 100 pieces of Part-A, you will want to reorder it before your quantity reaches zero and you sell out of it completely. A reorder point is a number between your maximum quantity (in this example 100) and zero where you can maintain 'just in time' inventory for a part and comfortably avoid stock back order. You can determine your own reorder point and enter it in as a Reorder Level. Or, if you have historical sales data within Fishbowl, you can calculate reorder points automatically using the Auto ROP Wizard. Further, you can combine Auto ROP with a default vendor to automatically create Purchase Orders via the Auto PO Wizard when parts get low.



In the Part Module, choose the Auto ROP Image:Auto_ROP_icon.JPG  icon located on the Module Toolbar This will display the Reorder Point Wizard. Step 1 first requires you to state whether the reorder levels are being specified for all parts, or only a select few. If you choose to only set reorder levels for a few parts, you may select them from the available list, or use the search. To select more than one part in the given list, hold down the Shift button on the keyboard and select all the desired parts by left clicking them on the mouse. Choose Next when the correct parts have been selected.

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Reorder Points (ROP) and Order Up to Levels (OUL) are calculated using values specified in "number of days". Both calculations need to know the "Unit Sales Per Day". In Step 2, specify the date range you want the Unit Sales Per Day calculated and choose Next. Step 3 takes into account increasing/decreasing sales (or use) of a part by including a forecasting percentage. You may choose a forecasting percentage, or may specify a percentage based on sales from a certain date range. This percentage will be factored into the "Unit Sales Per Day" to better anticipate your needs in the future. 

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In Step 4, the reorder point is to be determined.  This Reorder Point also determines when the part will show up on the Reorder Report. When the quantity available is less than or equal to the ROP, the part will start showing up on the Reorder Report. The Reorder Point (ROP) will be calculated as follows:

ROP = (Lead Time + safety Stock + Basic Stock) * Unit Sales Per Day

where:
Lead Time = The number of days between Issuing a PO and receiving it.
Safety Stock = The number of days of stock to cover emergency situations from your vendors.
Basic Stock = The number of days of inventory you want to keep on hand.
Unit Sales Per Day = This value will be calculated on a per part basis over the date range specified.



The Order Up to Level in step 5 is the level you want to get back to when ordering. The Reorder Report will calculate the amount to reorder based upon this level. The Order Up to Level (OUL) will be calculated as follows:

OUL = ROP + (Order Interval * Unit Sales Per Day)

where:

ROP = The Reorder Point as calculated by the variables on the previous page.
Order Interval = The number of days between placing an order.
Unit Sales Per Day = This value will be calculated on a per part basis over the date range specified.



Step 6 provides a summary of the reorder levels based on the information entered in the previous steps. Any of these levels may be changed by highlighting the item and entering the correct ROP and OUL in the given spaces. Click the save icon to apply these changes. If there happens to be a part you wish to bypass the reorder levels, highlight the item and click the Pause icon. This will NOT change the part's current reorder levels. Click Finish to complete the Auto ROP Wizard.

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About Parts

The Part Details screen allows you to view and edit information regarding a specific Part. The following information will explain the subtab functions of each part.

General Subtab

The General Subtab opens the General Parts Information screen. This screen contains the Part Number, Part Description, and Details field as well as an optional picture for the part. This screen also contains an editable URL field that can be linked to an internal directory or an external site.


Beneath a Part's Number and Description you have the option to mark the part as active, taxable, or to Pick in Part UOM only. By default, a part will be marked as active. Once a part has a history, it cannot be deleted; however, you may inactivate a part by de-selecting the active box. This part will not show in searches or reports unless you choose to search for Inactive Parts using the Advanced Search feature. The Pick in part UOM only checkbox will require you to pick products from a SO in the UOM that the part is stored in. For example, if you sell in "box", but your part is stored in "ea", the pick will instruct to pick in "ea" instead of box.

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Fishbowl allows you the opportunity to insert pictures for parts if desired. The following information will provide detailed instructions on how to insert a picture per part:


Insert a Picture for a Part

To insert a picture choose the Open Image Icon Image:Open_image_icon.JPG located to the right on the Component Toolbar. A browser screen will open for you to search your hard-drive for the graphic. Once you have found your file, click open. The graphic will now appear in the picture window.

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The Save Image As Image:Save_image_as_icon.JPG icon allows you to save the graphic onto your hard drive. Note: the file must be saved as a .jpg or .gif file.

Clicking the Delete Image:Delete_icon.JPG icon will remove the graphic that is currently in the picture screen.

The Full-Sized View Image:Full_sized_view.JPG  icon will display a pop-up box with the image in its original size.

The Change Image Options Image:Change_image_options.JPG icon allows you to create different default sizes for your graphics. If your graphic is too large originally to show on the picture screen, you will want to adjust the size so it may be displayed properly.


If you have a lot of pictures to associate with your parts you may upload them all at once by using the following instructions:

Uploading Multiple Part or Product Pictures

If you have a lot of images you want associated with your Parts and/or Products there is an easier way to upload them than adding them one at a time – provided there is a standard association between image file name and the part (ie the part number is the name of the file with a “.jpg” extension. The steps below show you how you can quickly import hundreds or thousands of part images into Fishbowl. It takes a little spreadsheet magic.

Use the "Part, Product and Vendor Pricing" import. The column to populate correctly is the PartPictureURL field. There is also a ProductPictureURL field but after reading the instructions notice that if the PartPictureURL is populated and no ProductPictureURL value is specified then the image specified in PartPictureURL will be used for the Product as well. Here are the pertinent instructions for those columns:

PartPictureURL Text Import Only: Contains a URL reference to the picture to be used for the part. This must begin with "file://<server>/"

ProductPictureURL Text Import Only: Contains a URL reference to the picture to be used for the product. If no product picture URL has been specified and a Part URL has been, then the picture used for the part will also be used as the picture for the product. This must begin with "file://<server>/"

Though the instructions state that the values must begin with “file://<server>/” you really need three slashes at the first: “file:///<server>/".

Steps to follow:

  • File | Export | Part, Product and Vendor Pricing. Save the file where you can edit it. By default it creates a "PPVendorPricing.csv" file in your "My Documents" folder.
  • Open the "PPVendorPricing.csv" file in a spreadsheet program like Excel.
  • Scroll to the 'Z' column just after the column containing the header "SizeUOM". Insert a column to the right of "SizeUOM" and label it "PartPictureURL".
  • In the second row type in the formula “="file:///E:/temp/"&AE2& ".jpg"”. That yields a cell value of "file:///E:/temp/FBIU.jpg" if the product number in column AE2 was "FBIU". If you want to use the Part numbers instead use "A2" instead of "AE2" in the formula above. Notice it needed three slashes at the front unlike what the current directions say about the prefix. Obviously you need to edit the “E:/temp/” part of the formula to specify the directory of where your images are.
  • Copy the formula down so that all rows have a URL to the correct filename. If you have parts/products that don’t have a corresponding image file you will need to either delete the row from the file or delete the PartPictureURL formula from that row or the import will fail.
  • Import the file: File | Import | Part, Product and Vendor Pricing specifying the edited file.



You should now have all of your images associated with your parts and products.




Details Subtab

The Details Subtab opens the Part Detailed Information screen. This screen allows you to enter or edit the Revision Information (Not Revision tracking), UPC code, Standard Cost, Size and Weight, Default Accounts, Tracking Information, and Products tied to the Part.


The Standard Cost field is only used internally and will NOT be the cost shown on inventory reports, etc. UNLESS you are using the Standard Costing method. If you are using Average Costing, FIFO or LIFO, then the cost to be shown on orders or inventory reports is located in the Inventory Module.


The Alert Note section allows you to enter a note that will be displayed as a pop up box each time this part is placed on a Purchase Order.


The Size and Weight section will be added to newly created Purchase Orders.


The Tracking section displays all of the current tracking methods. The methods being used by this part will be marked with a blue check. All orders using this part must be in Entered, Issued, or Fulfilled status before tracking methods regarding this part may be added or removed. See Part Module Options to create additional or unique tracking methods.


The Products section allows you to view all of the products tied to this part. It is possible to have multiple products per part, but only one part per product is allowed. If multiple products are shown, the default product will be depicted with a blue checkmark. Additional products may be created beneath this section by using the New Product icon located on the Component Toolbar.

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Accounts Subtab

The Accounts subtab allows for an Asset account, COGS account, Inventory Adjustment account, and a Scrap Inventory account to be assigned specifically to each part. When exporting to QuickBooks, the part will export to the accounts specified here. If no accounts are specified, the part will export to the default accounts chosen in the accounting configuration wizard.

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Inventory Subtab

The Inventory Tab opens the Part Quantities screen. This screen allows you to monitor and track Inventory.


The ABC Code is a standard method of prioritizing your inventory.

For example, parts that are sold and used more frequently, (top 80%) may be given an A code, while parts sold and used less frequently (lower 15%) may be given a B code, and parts rarely used or sold (bottom 5%) may be given a C code.

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Inventory Definitions

  • On Hand: The total amount of your inventory in stock.
  • Allocated: The amount of inventory allocated (or assigned) to other orders. For example, inventory on issued Sales Orders, Purchase Orders, and Transfer Orders. Allocated also takes into account inventory on Work Orders.
  • Not Available: The quantity in locations that are marked 'Not Available'
  • Drop Ship: The quantity being drop shipped directly to customers (Total number of drop ship items on issued SOs)
  • Available: The quantity available. This is calculated by Available = On Hand - Allocated - Not Available
  • On Order: The quantity on order for either a Purchase Order, Sales Order (credit return), Work Order, or Transfer Order
  • Work in Process: Items committed to started Work Orders
  • Committed: Items picked and ready to be shipped, or items started on a

Work Order. Note: Inventory that is committed will always be allocated. However, inventory that is allocated is not always committed.

  • Back Ordered: The quantity needed to fulfill a demand

To view a detailed display of which location the inventory is being specified to, click the Display more Information Image:Info_symbol.JPG icon located to the right of the screen.


The Quantity Details box will show a summary per Location Group with the amount of inventory On Hand, Allocated, Committed, Available, etc.

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Locations Subtab

The Locations Subtab allows you to choose the default location of a part for each Location Group. The drop-down arrows will provide every location that has been entered in the Location Module for that specific Location Group.


When the part is Received from a Purchase Order, it will be received into the Location Group and Location specified in the Default Location subtab. If a default location is not specified, it will use the default receiving location for the Location Group on the PO.

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Bill of Materials Subtab

The Bill of Materials subtab is where your bill of materials are located to be used for a part during manufacture. For detailed instructions on how to create, edit, or delete bill of material items from a part, please see Add Bill of Materials to a part.


You may select the Always Manufacture box in the left corner of the main screen, which will create a Work Order for the part each time it is placed on a Sales Order. If the part is not set to always manufacture, then Work Orders will need to be manually created.


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The BOM may be printed from this subtab by selecting the Print the BOM icon. You may also add a URL for the BOM items if desired. To add a URL, choose the edit Image:'edit_item'_symbol.JPGicon located to the right of the URL link. The Edit URL will be displayed and there will be a box for you to place the URL. You may test the link by choosing the Test icon. When you have the correct URL, choose OK. The link may now be accessed by choosing the Bill of Materials URL link.





Vendor Subtab

The Vendor subtab provides a list of the vendors this part was purchased from. Information included for each vendor is shown below.


  • Vendor Part Number: The part number for the vendor. The default number is the Fishbowl part number. The vendor number may be edited by double clicking on the part number in the Number column.
  • Last purchased cost: The last cost the part was purchased for.
  • UOM: The part's Unit of Measure
  • The last date of purchase: The last date this part was purchased. This will be the Purchase Order's Fulfillment date.
  • Lead Time: The time from when the Purchase Order is issued until Received.
  • Default: If this box is checked, then the vendor will become default for the part.


A vendor may be added Image:'add_item'_symbol.JPG , edited Image:'edit_item'_symbol.JPG , or deleted Image:'delete_item'_shortcut.JPG from a part at any time by highlighting the vendor and clicking the corresponding button located on the Component Toolbar.

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Memo Subtab

The Memo field is an internal-use subtab that allows a user to enter notes regarding a specific part. The top portion of the main screen will offer the date notes were given, by what user, as well as a portion of the memo written. If the memo is longer than the top line allotted, you may highlight the line and the memo will be shown in its entirety on the bottom half of the main screen.


You may add Image:New_icon.JPG a new note, edit Image:'edit_item'_symbol.JPG an existing note, or delete Image:'delete_item'_shortcut.JPG a note by highlighting the line item to be changed and clicking the corresponding button located on the component toolbar.


You may print all the memo notes for a part by clicking on the Print Memos button in the top left corner of the main screen.



Custom Subtab

The custom field subtab is an internal-use field for extra information. You can set up specific names for each custom field line in the Custom Fields Module. You may also do an advanced search for parts by custom fields. A selection of reports may allow for a search by custom field.