The Part module, located in the Materials group, allows parts to be created and modified. There are several part types, but in general, a part is an item that is stored, manufactured, or consumed. Parts can also have a corresponding product, which is an item that is sold to a customer.
New creates a new part.
New BOM creates a new bill of materials with the open part as the finished good.
To Inventory loads the Inventory module for the open part.
Print sends the default module report to the printer.
Create a part
New parts can be created in the Part module, through imports, or by typing a new item number in a Part/Product field and selecting Add New. The Part/Product field is found in many modules including Purchase Order, Sales Order, Transfer Order, Consignment, and Fishbowl Checkout. Follow the steps below to create a new part from the Part module. If desired, many of the wizard steps can be hidden.
- Open the Part module and click the New button located on the module toolbar.
- Enter the part number, description, UPC, part type, and unit of measure (UOM).
- Enter the product details and then click Next.
- If the part will have tracking, select the tracking methods and then click Next.
- If the part is already in stock, enter the initial inventory and then click Next.
- If applicable, enter the part's default locations and then click Next.
- If applicable, select a default vendor and then click Next.
- Enter any part custom fields and then click Next.
- Select the default accounts to use with the accounting system and then click Next.
- If applicable, highlight any categories in the product tree and then click the Add button. Press the Clear button to remove the product from the product tree.
- Click Next and enter any product custom fields.
- Click Next to see the Summary step and then finish the wizard.
Inactivate a part
A part can only be deleted if it has not been used and it has no associated products. A part cannot be deleted if inventory has been added, the UOM has changed, the part is on an order, etc. However, a part can be inactivated so that it will not appear in part lists.
- Inactivate a single part - To inactivate a single part, open the part, uncheck the Active box on the General tab, and then click Save.
- Inactivate multiple parts - To inactivate multiple parts, click each part in the search pane while holding down the Ctrl key on the keyboard. After the desired parts are all highlighted, right-click any of the highlighted parts and select Inactivate.
- Reactivate a part - A part can be reactivated by searching for inactive parts in the Advanced Search and then checking the Active box on the parts that should be reactivated.
Edit a part
Nearly all aspects of a part can be edited by opening the part, clicking the corresponding tab, and changing the desired field.
- Edit UOM - To edit the part UOM, click the Edit UOM button on the General tab.
- Edit type - The part type is not editable. The one exception is that the admin user can change a non-inventory item to an inventory item.
- Save changes - After making any changes, remember to click the Save button to commit the changes.
Create part reorder levels
Reorder levels are used to determine when inventory is getting low and when specific parts should be reordered or manufactured. Below are a few of the ways that reorder levels can be utilized.
- Reorder levels can be used to automatically create purchase orders for the required parts and quantities using the Auto PO wizard.
- Reorder levels can be used to automatically create manufacture orders for the required parts and quantities using the Auto MO wizard.
- Reorder levels are also used in the Transfer Order module and the Consignment module.
- The Reorder Report generates a list of parts below reorder tolerance and specifies the quantity that is needed.
A reorder level consists of two numbers:
- Reorder Point (ROP) - Sometimes referred to as the minimum quantity, the ROP is the quantity level that indicates the part should be reordered to avoid a stockout.
- Order Up to Level (OUL) - Sometimes referred to as the maximum quantity, the OUL represents the ideal quantity of inventory to stock. Typically a part is replenished until the total inventory on hand equals the OUL.
Reorder levels could also be explained by using an analogy of fuel in a car. The ROP is the warning light indicating that the fuel is low and it's time to fill-up. The OUL is the capacity of the fuel tank.
Reorder levels are either specified per location group, or company wide, depending on the Location Group module options. Reorder levels can be set through any of the following methods:
- To automatically create multiple reorder levels, use the Auto ROP wizard.
- Reorder levels can be set for multiple parts through the Reorder Levels import.
- Individual reorder levels can be set and modified on the Inventory tab of the Part module.
Follow the steps below to manually create individual reorder levels:
- Open the desired part in the Part module and click the Inventory tab.
- Click the Add Reorder Level button located on the component toolbar to the right.
- Enter the Order Up to Level (OUL) and the Reorder Point (ROP) and then click OK.
Auto ROP wizard
Follow the steps below to automatically create Reorder Levels in the Auto ROP wizard based on historical data.
- Click the Auto ROP button located on the module toolbar of the Part module.
- Select which parts should be included in the calculation and click Next.
- Select the date range that should be used for the calculation and click Next.
- Unit sales per day is calculated as total sales (or manufacturing use) / total number of days in the selected date range. For example, if 100 units were sold over 50 days, unit sales per day would be 100 / 50=2
- If the starting date is left blank, the first date in the inventory log for each part will be used (the first day the part was added to inventory).
- If applicable, enter a forecasting percentage to account for increasing or decreasing sales and then click Next.
- The forecast percentage is multiplied by the total quantity and then used in the unit sales per day calculation. For example, if 100 units were sold over 50 days, and a forecast percentage of 25% is entered, unit sales per day would be 100 * (1 + .25) / 50=2.5
- The comparison date range calculates a percentage by dividing the total quantity in the forecasting range (step 3) by the total quantity in the date range (step 2). Typically this would mean the forecasting range should be a comparable period in the past, such as last year. For example, if 50 units were sold last year, and 100 units were sold this year, the forecast percentage would be 50 / 100=200%
- The Reorder Point step gives an explanation of the formula used to calculate the ROP. Enter the Lead Time, Safety Stock, and Basic Stock and then click Next.
- The Order Up to Level step gives an explanation of the formula used to calculate the OUL. Enter the Order Interval and then click Next.
- The final step of the wizard shows the reorder levels that were calculated.
- Once all of the reorder levels are correct, click Finish to complete the wizard.
Establish ABC codes
ABC codes provide a way to classify inventory. For example, important inventory parts that have a large impact on sales could be classified as A while parts that are less valuable and less important could be classified as C. A part's ABC code can be set manually on the Inventory tab of the Part module, or calculated based on historical sales data by using the Auto ABC wizard.
Follow the steps below to use the Auto ABC wizard.
- Click the Auto ABC button located on the module toolbar of the Part module.
- On the first step of the wizard, specify whether the codes should be calculated using Sales Activities, Manufacture Activities, or both. Also select a time period to use while calculating the codes.
- Click Next to confirm the ABC codes. The codes will be calculated using the percentage for Sales and/or Manufacturing usage (80% - A, 15% - B, 5% - C). Any code can be changed as necessary by using the A, B, and C buttons on the component toolbar to the right. Select Finish to complete the wizard.
Create a tracking method
Custom tracking methods can be created in Fishbowl to keep track of important part details. A tracking method could be created to track details such as size, color, dates, etc. Multiple serial number can also be added. Follow the steps below to add a new tracking method.
- Click the Tools menu in the Part module, select Module Options and then click the Tracking tab.
- Click the Add Part Tracking button located on the component toolbar.
- A blank line will be added at the bottom of the Part Tracking List. Click each empty field to enter the details for the tracking method.
- The GS1 Code field is used for the GS1 barcodes in Fishbowl GO.
- Select from the following options in the Type field: Text, Date, Expiration Date, Serial Number, Money, Quantity, Count, or Checkbox.
- Click OK to save the changes and close the Module Options window.
- To track a part by the newly created tracking method, open the part, click the Details tab, and place a check mark next to the new tracking method.
Additional columns can be displayed on the Tracking tab of the Part module options by right-clicking a column header. To inactivate a tracking method, uncheck the Active box. The Usage column displays how many parts use each tracking method. Tracking methods may can also be deleted or moved using the buttons on the component toolbar.
- To enable auto tracking, open the desired part in the Part module and then click on the Details tab.
- In the Next Value field, enter the next tracking value that should be used.
- Any Serial Number or Text type tracking can be automatically increased. Every time a new tracking value is needed, the final group of numbers will be increased by one. For example, BB2001-99PRO will be incremented to BB2001-100PRO.
- Any Date type tracking can be automatically set for a specified number of days in the future. For example, if the next value for an expiration date is set to 30, the expiration date will be set 30 days from today.
- Click the Save button on the module toolbar.
- Now when entering tracking for this part, click the Auto button to automatically populate the tracking fields with the next tracking value.
Below is a list of the part types available in Fishbowl.
- Inventory - Can be purchased and sold and stocked in inventory.
- Service - Can be purchased and sold but is not stocked in inventory.
- Labor - Cannot be purchased or sold, but can be added during manufacturing or reconciling.
- Overhead - Can be included as a component of a part's cost during manufacturing.
- Non-Inventory - Can be purchased and sold but is not tracked in inventory.
- Internal Use - Can be purchased but is not sold or stocked in inventory.
- Capital Equipment - Equipment that depreciates in value and can be purchased but is not sold or stocked in inventory.
- Shipping - Can be purchased or sold, but is not stocked in inventory.
Batch upload part pictures
The Part import can be used to upload pictures for multiple parts at once.
- Export the Part CSV by clicking the File menu, selecting Export, and then choosing Part.
- Choose a location to save the file.
- Browse to the location where the file was saved (Documents folder by default) and open the file in a spreadsheet program like Excel.
- Type the path to the image file into the PictureUrl column.
- If the images are located in an images folder on the C: drive, the cell value would look similar to this:
- Make sure the file extension matches exactly (.jpg, .jpeg, .JPG).
- In the URL field, localhost means that the files are located on the local computer. The word localhost could be replaced with the name of the server where the images are stored. If the name of the server is excluded, make sure there are three forward slashes instead of just two: (file:///C:).
- If the images are predictably named, a formula can be used to reference other cells. For example, if the image is named the same as the part number, then the part number field (A2) can be used in the formula. The same formula can be copied into all applicable cells. The formula would look similar to this:
- If the images are located in an images folder on the C: drive, the cell value would look similar to this:
- Import the Part CSV by clicking the File menu, selecting Import, choosing Part, and then selecting the edited file.
The General tab displays important details about the part.
- The URL field can be used to link to local files, websites, etc.
- Uncheck the Active checkbox to hide a part from the Part fields throughout Fishbowl.
- Check the Pick in part UOM only checkbox to pick the part in the UOM displayed next to the part number, even when it is sold in a different UOM.
- To add an image to a part, drag and drop the picture file into the picture area. Alternatively, click the Add button located on the component toolbar to the right, locate the image file, and then click Open.
- Clicking the Delete Image button will remove the current part image.
- The Save button allows the current image to be saved to a specified location.
- Click the image to display it in a separate window.
- The maximum image and thumbnail size can be set in the Settings module options.
- To upload pictures for multiple parts at once, see Batch upload part pictures.
The Details tab displays part details such as Revision, UPC, Size, and Weight.
- The Standard Cost field is only used internally and will NOT be the cost shown on inventory reports unless Standard Costing was selected as the costing method when creating the database. The current cost, regardless of the costing method, can be viewed in the Inventory module.
- PO Item Type - When the part is added to a purchase order, the item type will default to Purchase, Credit Return, or Outsourced.
- Default Returning As - For items that have a default PO Item Type of Outsourced, the item can be received in as a different part after the outsourced work is complete.
- Alert Notes are displayed in a pop-up window each time the part is added to a purchase order.
- The Tracking section displays all of the current tracking methods. The methods being used by this part will be marked with a check. All orders using this part must be in Entered, Issued, or Fulfilled status before tracking methods can be added or removed for a part. Additional tracking methods can be created in the Part module options. The Next Value column is used to automatically generate tracking data.
- The Products section displays all of the products associated with 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 marked with a check. Additional products may be created beneath this section by clicking the New Product icon located on the component toolbar.
The Accounts tab allows parts to be assigned to specific accounts in the accounting system.
- Each part can be assigned a specific Asset Account, COGS Account, Adjustment Account, and a Scrap Account.
- When exporting to the accounting system, 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 integration.
The Inventory tab provides inventory details for the selected part, allows the ABC code to be set, and also allows reorder levels to be set. To view a detailed display of inventory in each location group, click the Info button located to the right of the inventory values. Descriptions of inventory terms are available here or by hovering the mouse over the term.
The Default Locations tab allows part default locations to be set for each location group.
- When a part is received, the Location field will default to the default location specified here. If a default location is not specified, the part will be received into the default receiving location of the location group.
- When a part is manufactured, the Location field will default to the default location specified here. The Location field will be left blank if there is no default and the user will be required to enter a location.
- When a part is picked, the Pick Location field will default to the default location specified here when inventory is available.
- Default locations can also be specified using the import.
The Bill of Materials tab displays which BOMs include the open part.
- To view a BOM, click the blue link to open the Bill of Materials module.
- For details on how to create a BOM, see Create a bill of materials.
The Vendors tab provides a list of the vendors this part was purchased from. Information included for each vendor is shown below.
- Vendor Part Number: Fishbowl can store the number each vendor uses to reference parts in Fishbowl. The default number is the Fishbowl part number. The vendor number may be edited by double-clicking in the Number column. Vendor part numbers can also be set in-line on a Purchase Order and on the Parts tab of the Vendor module. Items can be added to a purchase order by typing the vendor part number into the Part field.
- Last Cost: The last cost the part was purchased for. The last cost can also be set using the import.
- 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: The default vendor will be used for drop shipping, Auto PO, and pricing rules.
The Memo tab can be used to add information to each part. The upper pane displays the memos, the date they were created, and the user that created them. Highlighting a memo will display the details of the memo in the lower pane.
- Click the New button to create a new memo.
- To edit a memo, highlight the memo in the upper pane and then click the Edit button.
- To delete a memo, highlight the memo in the upper pane and then click the Delete button.
- Click the Print Memos button to print a report with all of the memos.
The Custom tab stores additional fields for the part that can be customized to fit the needs of each company.
- Custom fields can be created and modified by opening the Custom Field module and selecting Part from the search pane to the left of the module.
- To search for orders using the custom fields, click the Advanced Search button in the search pane to the left and then click the Custom tab.
- Part custom fields can also be viewed on the Custom tab of the Picking module.
Some aspects of the Part module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.
- Search by Part and Product descriptions in drop-down filters
- With this option checked, the part and product descriptions, not just the numbers, will be searched when typing into part and product drop downs.
- Add custom fields to PO item
- If this option is enabled, custom fields with the same name and type will transfer from the part to the purchase order item. For example, if a part has a custom field that stores color and there is a matching custom field for purchase order line items, the data in the part custom field will transfer to the custom field for the PO item.
- Only allow numeric characters in UPC codes
- If this option is enabled, an error will be displayed for CSV imports if any UPC fields contain letters or other non-numeric characters.
- The tracking tab allows new part tracking items to be created. To add part tracking, click the New button located on the component toolbar to the right. A blank line item will be added to the bottom of the tracking list. Enter the name, abbreviation, and description. The type can be set to any of the following: Text, Date, Expiration Date, Serial Number, Money, Quantity, Count, or Checkbox. Unchecking the active box will inactivate a tracking item.
- Don't show these steps in the New Part Wizard
- When creating a new part, many of the wizard steps can be hidden by checking the Don't show this step again checkbox. The visibility of the steps can be set at the bottom of the wizard steps, or in the module options.