In order to address a maintenance issue, a craftsperson often needs to replace worn-out parts. Whether it be a light bulb, printer toner, or a bolt, without replacement parts production and office equipment cannot be immediately fixed. Delays can occur as you wait for parts to be purchased or shipped from a vendor.
The On Demand and Preventive Maintenance systems have features for helping you maintain an accurate online inventory of your parts. The system:
As a starting point for using these features, you must first develop an accurate equipment parts inventory. Once this inventory is developed, you can check your understocked parts, as well as manually update your inventory when you receive new parts from vendors.
To enter your parts separately from your equipment, select the Define Parts Inventory task. The system displays a two-panel view, with the left panel listing the parts you have entered. Select a part from this list, and its details display in the right panel. To add a new record and assign a vendor as supplier of a part:
Part Code: Enter the unique identifier for the part. For example, enter BULB-FLOOD-150W.
Part Description: Enter a description to further identify the part. The Description appears in selection lists. For example, enter 150W, 120V, 4000 Hrs., 4 1/2" Dia., Tung to describe a particular florescent bulb.
Quantity on Order: Complete this field with the quantity of parts you have ordered, but not yet received. When you do not have enough parts for a work request, you can check this field to see if any are on order or if you need to order them.
Unit Cost - Set by User: Enter the typical cost per unit so that the application can calculate the Inventory Value (pt.cost_total) when you run the Calculate Inventory Usage action. The Inventory Value is shown in the Current Parts Inventory report (Operational Reports / Current Parts Inventory). See Operational Reports.
Minimum to Store. Complete the Minimum to Store field with the quantity you would like to keep on hand. You can determine this from the average parts usage over time and the lead time required to receive new parts. When you run the Calculate Inventory Usage action, the program then uses this value to determine the Quantity Understocked value. See Calculate Inventory Usage.
Typical Order / Model Number / Stock Number: Enter this information as a reference for placing orders.
Building/Floor/Room Stored In: Enter this information to help you track the locations of parts.
Storage Location: Use this field to enter a more detailed description of where the part is stored.
Physical Count Quantity. If you periodically survey your supplies and count the physical quantity you have, you can record the physical count of your parts in the Physical Count Quantity field. You can then compare your electronic and physical inventories. You can manually enter the Physical Count Qty.field or the system populates it for you when you run the Adjust Inventory task using the Rectify Physical Inventory action. The system populates this field for you along with the Date of Last Count. Entering the Physical Count Quantity field is optional.
Unit of Issue / Unit of Order: These optional fields are for your reference only. They do not affect any cost or inventory calculations.
Date of Last Use. You can manually enter this date, or the Calculate Inventory Usage action completes this field by checking the last closed work request or the last performed inventory transaction to determine the date that the part was last used. This provides information that could be helpful when tracking usage .
Date of Last Count: You can manually enter this date, or it is updated when you run the Adjust Inventory task using the Rectify Physical Inventory action.
Quantity Understocked. The system auto-populates the Quantity Understocked field when you run the Calculate Inventory Usage action. The calculation adds up the number of parts needed for all unreserved estimates plus the Minimum to Store, and subtracts this from the current Quantity Available to come up with the Quantity Understocked. You are able to make an entry in this field to overwrite the system-generated value in case you want to order a different number of parts than the calculation suggests. You can review understocked parts using the Understocked Parts report. See Calculate Inventory Usage.
The following are always calculated fields:
Quantity Available: Calculated when you run the Adjust Inventory action, and updated by the application as you reserve parts for work requests and close out work requests.
Quantity on Reserve. The number of parts reserved for work requests. Parts are reserved when you estimate or update work. The application automatically updates this value as you reserve parts for work requests. When you update the work request, and enter the actual number of parts used, the application subtracts the quantity of parts used on the completed work requests from this field (as these parts are no longer on reserve.)
The Define Parts Inventory task includes the Calculate Inventory Usage button, so that you can calculate quantities and costs for the parts inventory and determine the last date each part was used. Before examining the data of the Parts Inventory report, it is good practice to run this calculation so that you can be sure that the part cost and quantity data is up-to-date.
Use this task to associate equipment and equipment parts.
Select an equipment item in the upper left panel. To associate a part with this equipment item, choose the Add New button, which will move you to the right pane. Here, you can enter details about the part, as described above.
Maintaining a List of Parts Vendors
Checking on Understocked Parts
Manually Adjusting the Parts Inventory
Comparing the Physical and Electronic Inventory
| Copyright © 1984-2015, ARCHIBUS, Inc. All rights reserved. |