This form is displayed when you enter or search for a part via the New product field on the WIP, or when you double-click the Line field of a part loaded onto the WIP. The form is used to control all part numbers entered on a WIP. By using various status codes, you can carry out numerous different transactions on any one part.
The Part Details form is split into six groups:
Note: Changes made within the Part Details form generally only influence the transaction you are working on. For example, a change made to the selling price here would not be a permanent change within the stock system, but only affects the current sale.
This group box contains the main details about the part.
Part number: The unpacked part number from the stock file.
Tip: Click the Ellipsis button
to search for a part.
Description: Description of the part number. The description is supplied by the system from either the description on the part number in your stock file, or from the description in the manufacturer's price file. You may also change the description of the part if you have a priority equal to or higher than the priority specified in the Edit description field on the Parts 1 tab of the Flags-Priorities POS parameters. Changing the description of the part number at Point-of-Sale does not change the description on the stock record. In addition, the description is automatically updated by the system in the following cases:
For contract prices, the reference number is appended to the description.
If you raise a credit (for goods returned to stock), the description is prefixed with the invoice number that you are crediting.
If you select an alternative part, the text /Part is appended to the original part number in the description field
Note: If you have loaded a parts line from the Review Reminder Notices form the Quoted price will be displayed in the description field.
Order quantity: A default value for the order quantity is supplied from the stock record and should be set up to reflect the normal issue quantity of this part.
Note: If a contract is current, an Ellipsis button
VOR request: Warehouse-only option that enables you to request a VOR part. Tick this check box to request a VOR part.
Main Group Buttons:
Info: If additional text for this part is entered on the Text tab of the stock record, and the Highlight text box is selected on the Parts 1 tab of the Flags-Priorities POS parameters, the sales text is displayed when a part is entered in the New product field of the WIP. To redisplay the additional text, click this button. If the company is set up as warehouse in the Depots and Branches file, the internal text is displayed instead. If no text is available, the button is not enabled.
For a Point-of-Sale WIP an Add Sales Text to WIP check box is displayed. By default this check box is unselected. If selected the Sales text may be edited and will be added to the WIP as a labour RTS line of NOTES.
Note: This does not permanently amend the Sales text held for the part. It is a one-off change for the current WIP only.
[Account number]/[Reg No]: This button is labelled with the Sales Ledger account number, and provides you with a direct search. It first searches the parts log file and then the archive file for all invoiced transactions for this part to this customer account. Depending on the issue quantity, one of two things will happen:
If there are fewer than 100 transactions, a list of items is displayed.
If there are more than 100 transactions, you are prompted for an invoice or credit note number.
On selection of a document, the Document Retrieval facility is invoked, from where you can print, display (on-screen or via the Print Manager viewer) or fax the document in the normal way. If a vehicle is attached to the WIP, the button is relabelled with the registration number, and a match to that vehicle takes precedence over the match to the account. If a negative order quantity is entered against the part which reflects the part is being returned to stock, a list of invoices is displayed for this account. From this list select the document on which this part was sold.
Serial: This button is displayed only for part records on which the Stock balance item flag is set to B or S. If this button is clicked, and the progress status of the part is not X, D or !, all receipts to which serial numbers are applied are listed. The system displays the serial number, quantity and cost price.
Other: This button is enabled only if other stock exists for the part number. When you click it, the system displays other available stock of the part number. The search is carried out on the parts stock of companies within the same group for the availability of the same part number.
This group box contains the pricing information applicable to this customer for the current item being sold. All three of these fields, subject to the priority of the operator, may be edited if required.
Note: It is only possible to edit the selling price and discount percentage if you have a priority equal to or greater than the priority specified in the Price edit field on the Parts 1 tab of the Flags-Priorities POS parameters.
Each part number also carries its own price edit priority (in the Override priority field on the Description tab of the part record), which can be set to prevent users below a certain priority from editing the price on individual parts.
Selling price: Retail price of the part which comes from the stock record.
Discount percent: Any discount offered to the customer is displayed here. This discount information, if supplied by default by the system, is calculated using discount code 1 (for sales of stock/parts) or discount code 2 (for sales of stock/parts via the workshop) held on the Other Details tab of the Sales Ledger account and on the Account defaults tab of the customer details record.
Note:If the POS parameter Allow discount surcharge parts is selected the percentage is applied to Sale of surcharge values.
Fixed: If this check box is selected, the system fixes the price and discount, and stops any recalculation on a change of account.
Price Group Buttons:
S/ch 0.00: This button is only enabled if a surcharge exists on a parts line, and is labelled with the current sale of surcharge. Click this button to display or amend the surcharge value attached to the part being processed.
Note: You can edit the surcharge only if the COS surcharge field is ticked on the Parts 2 tab of the Flags-Priorities POS parameters.
This group box contains summary information about the current part copied from the main stock record for reference purposes.
Total stock quantity: Total of the stock balances in all of the displayed locations.
Location quantity: Up to nine different locations may be assigned to the part and a quantity of stock maintained in each.
Quantity on B/order: Total quantity placed on customer backorder through Point-of-Sale.
Quantity on unsaved wips: This value, known as RORDER, represents the total quantity currently displayed on all the POS operators' screens, where the wips have not yet been saved since the part number was entered on the wip or wips. The wip line status must however match one of the statuses held on the Flag parts on status field, held on the Main Tab of Main-Tables-Fastrack screen of the POS parameters. The quantity displayed includes the quantity just entered on the operator's wip, and reduces the Free stock accordingly. As soon as the wip is saved, this quantity is reduced by the same quantity entered, along with all other updates that normally take place.
Free stock: Total quantity of stock held within each location. The free stock is calculated by taking allocated stock from the physical stock.
Quantity on P/order: Total on-order quantity currently outstanding against all suppliers.
VOR reserve: Total quantity of stock to reserve for VOR orders.
Note: For Parts added at WIP status "M" and where there is insufficient stock to satisfy the order quantity, the parts are split into separate status via the sell from form. This can be time consuming when adding parts for the purpose of an estimate. Parameter Suppress "Sell From" at M status is available within the Point of Sales parameters.
Stock Card Group Buttons:
More: Displays the full stock record.
Imprest: This button is only enabled if the account loaded onto the WIP holds imprest stock. Click it to search the imprest stock system to find any stock of this part held by the account currently loaded onto this WIP. The system displays the imprest history for the last twelve months (up to and including the current month).
Note: Depending on the setting of the Status if stock and Status if not fields on the Parts 2 tab of the Flags-Priorities POS parameters, a defaulted default value is put in this field depending on your ability to supply this request. Normally, if there is sufficient stock, the status defaults to P. If not, the status is 1 by default.
Note: So as to ensure the accuracy of Vehicle Health Check reporting the utilisation of WIP line statuses has been controlled / restricted, enabling the permitted selection of a status or onward processing direction to utilise the Vehicle Health Check Summary function
There follows a list of the Autoline standard parts status codes, although user-defined codes may also be used (a list of valid parts status codes is available from the drop-down menu):
M: Memo. No action will be taken on this line until some further status is set. It will be included in Estimate prints for the purpose of producing a customer quotation.
C: Collect. Due to insufficient stock this part is to be collected from a local supplier (for example, purchased in a manner other than the normal manufacturer VOR or Stock order). This line will be passed through to the Purchase Control system.
S: Stock B/O. Due to insufficient stock, this part is to be placed on the next manufacturer stock order. This line will be passed through to the Purchase Control system.
D: Delete. This part is not to be actioned further and will be deleted from the WIP when the file is next consolidated.
V: VOR B/O. Due to insufficient stock, this part is to be placed on the next manufacturer emergency (VOR) order. This line will be passed through to the Purchase Control system.
P: Issue. This part is to be picked, and should appear on any picking slip and be reserved against free stock. When a requisition or invoice is produced, the quantity will be removed from the reserved stock and also decrease the stock on-hand.
R: Reserve. This part is not to be picked yet, but reserved for the customer until further notice. The quantity will be reserved against the free stock.
I: Inter-dealer. This status can be used for one of two purposes. If the dealer is in a multi-branch situation on the system, this signifies a request for an inter-branch transfer. Alternatively, this can be used to designate that, due to insufficient stock, this part is to be placed on the next manufacturer intermediate order or placed on an inter-dealer order where applicable. In this case, the line will be passed through to the Purchase Control system.
1: Lost(STK). Used to record a lost sale due to non-availability of stock. This status is recorded on the stock record and increments the demand for this part.
2: Lost(VAL). Used to record a lost sale due to customer dissatisfaction with the price. This status is recorded on the stock record but does not increment the demand for this part.
!: Reverse issue. Enables you to return parts from the service department if the Franchise control field in the terminal details record is set up to sell parts in the franchise.
N: Notice. This status is used for Reminder notices that have been set up by the user to remind the dealer of the operations that need to be carried out the next time the vehicle is in the workshop. When the customer returns to the dealer and a WIP is created, the reminders will be displayed in the Review Reminder Notices form to be actioned.
Note: For the status of N for reminder notices to appear in the status drop-down you must create it in the State map in POS Parameters, and a vehicle must be on the WIP.
In the Location group box, a list of all the stock locations and available stock quantity within each location is available from the drop-down menu. Alternatively, if the order quantity is negative, select the stock location into which the stock is to be returned. When you select a location for return of the part, you are also prompted to enter a credit reason. When the WIP is actioned, the line is processed and the stock quantity in that location is incremented.
Note: The locations from which you are allowed to sell is determined by the Sell from field on the SO Controls tab of the POS operators record.
This group box contains additional details of the part currently loaded onto the WIP. You can edit some of the fields, for the purposes of this transaction, but others are for reference only. As with all Autoline functions, the ability to edit certain fields may be affected by your operator priority in the Point-of-Sale system.
Unit issue: Unit of Issue of each part. A list of all possible units in which to issue parts is available from the drop-down menu.
Note: The ability to edit the Unit of Issue is determined by the Default unit measure field on the Other tab of the customer details record, and the Pack override field on the Parts 1 tab of the Flags-Priorities POS parameters. In addition, this change can only take place if the selected unit is greater than that of the stock record.
Warranty/Payment code: The warranty/payment code enables product lines to be grouped together for invoicing purposes.
Tip: A list of valid warranty/payment codes is available from the drop-down menu.
Date required: Date when the part is issued (today's date by default).
Date decarded: Date when the transaction was effective on the stock file.
Free text: Any notes that relate to the part. The free text is automatically updated by the system in the following cases:
If there is a problem with the part, this field is automatically updated with the description of the condition code when the status is set. (The user description takes precedence.)
If a contract is current, the reference number is appended to this field initially if the Customer part ref field on the contract is ticked.
If the part relates to an Inter-Company Transfer, the ICT reference is entered in this field, which comprises the company number/operator number and WIP number. For example, ICT:02/0007/10007.
Note: The free text is not normally printed on the invoice. In order to do this, a format stationery setting is required, which should be set up under guidance from an Autoline consultant.
Menu: WIP line number to which this part is attached as a menu item.
VAT: VAT code for the part (not normally changed). If required, a list of valid VAT codes is available from the drop-down menu.
Discount category: Customer discount category for selling parts from the Discount category field on the Codes tab of the WIP. If required, you can edit the discount category for specific parts on the WIP. The discount category influences the discount given on the part at Point-of-Sale.
Parts discount code: Discount code for the part from the stock record.
Product group: Product group code, which reflects the discount group to be used and is held on Description tab of the stock record.
Department code: Derived from the information known about the terminal that created the WIP.
Analysis code: Analysis code from the stock record that predicts how the nominal postings will be made for this part.
Sale code: Either one or two fields, depending on the priority specified in the Cost visibility field on the Parts 1 tab of the Flags-Priorities POS parameters. If you have a priority lower than the priority specified in the Cost visibility parameter, only one field is displayed, which shows the cost price. If you have a priority equal to or greater than the priority specified in the Cost visibility parameter, two fields are displayed. The first field displays the cost price which may not be edited for any part that already has a valid cost. The second field may display the sales code from the stock record or the line class. This is dependent on the Which category field on the Parts 1 tab of the Flags-Priorities POS parameters.
Bin/location: Location of the part in the Parts department.
Supplier account: Supplier account of this part which is normally defaulted in from the franchise record held within the Stock Management module. You can change the supplier if required. Click the Ellipsis button to search for a supplier.
Account no: Account to which the part line will be invoiced.
WIP line Group Buttons:
References: The first two lines shown here are the Mandatory data fields from the part record, if set. You must enter the data required by typing it in (free text). It is possible for the system to be set to use specific fields from the vehicle file for use here. If that is the case and a vehicle has been loaded onto the WIP, the data for this field is automatically populated from the vehicle record in question, if present. If the vehicle file does not contain the data, or no vehicle is loaded, the data must be added manually. Any data automatically supplied may be edited if required, but this does not update the vehicle record.
Select a credit reason if you are crediting a part, and display or amend the condition code against the part. If there is a problem with a part, the condition code is automatically set by the system when the part status is set.
Buttons:
OK: If you have entered or searched for a part number and click OK, the part is loaded onto the WIP. If part details are displayed, click OK to return to the WIP.
Cancel: Cancels the operation.
Help: Displays help on the current application using the default browser.
FIFO details: This button is displayed only on systems where FIFO management is switched on. Click to review additional information previously recorded against the part on the current WIP.
Quickmail: Enables you to format an electronic mail message with details from the WIP pre-filled into the message.
Split: Enables you to split a line with an order quantity greater than one where, if you have limited stock for example, it might be necessary to make a partial supply of a customer request and place the balance of the requirement on order.
Make: Enables you to make your own kits of parts. However, assemblies are more frequently made within the Stock Management module.
Break: If you have made up your own kits of parts, for example service kits, this button allows you to break down the kit into its constituent elements.
Check boxes:
These check boxes are displayed at the bottom of the form:
Show on invoice: Select this check box to force invoice lines that would not normally appear on an invoice to be printed.
Update demand: This box is normally selected to update the demand of this part. If the update demand box is not selected, the part number quantity is highlighted in red on the WIP. When you click the
icon to complete the WIP a Demand Warning appears to warn that some WIP lines will not update demand. You can then continue or re-edit the part line.
Return parts: Select this box to have the part returned to the Parts department.
Exchange Unit Surcharged Parts
Searching Parts or Service Menus
Searching the Manufacturer Master Price File
Service Point-of-Sale Operation
The W Code and Menu Code Facility
