The Partnumber In Inventory

Partnumbers

The Auto Shop Writer provides a space 20 characters long for partnumbers.  We have yet to see a number which exceeds this requirement.

You may  use numbers, letters, or symbols.  When using letters, the system  will default to capitals for consistency.

It is strongly recommended  that you use the manufacturers partnumber for your inventory.  This  will make it easier for all of your staff to find the correct items  when entering parts.  In addition, it will provide correct  information for stocking, and re-ordering.

Partnumbers are sorted in  alpha-numeric order.  Some people are confused by this process.  They  feel numbers should be in numerical sequence:

100     121     145     976     1253     2235     14065

When computers must sort based on numbers and letters, it defaults to  an alpha-numeric sort.  Each letter is translated to a "decimal  value" as is each number and symbol.  Spaces also have value.  The  computer sees a string of 20 "decimal equivalents" and sorts the  information accordingly.

Thus, the partnumber 14577 is written as:

49 52 53 55 55 32 32 32 32 32 32 32 32 32 32 32 32 32 32 32

The number 185 is written as:

49 56 53 32 32 32 32 32 32 32 32 32 32 32 32 32 32 32 32 32

As you can see, when the computer prints the list, the number 14577  will print before the number 185, because the second decimal equivalent of the first part, 52, is smaller than its counterpart in  the second number, 56.

When placing typical characters in sequence,  you will find spaces have the lowest value, followed by the dash (-),  numbers (0-9), the underline (_), and then letters (A-Z).  Please  note, 0 is the lowest number.

Cross Reference System

It is normal for a shop to have several similar parts which have  different numbers because they are from a variety of sources.  These may be easily interchanged when performing a service.  For this  reason, the Cross Reference system has been developed.

When adding a part to a workorder, the The Auto Shop Writer system will  first check the stocking quantity of the part ordered.  If the  quantity is 0, or below, it will ask if the operator wishes to  substitute a part.  If Yes, the system will then display all of the  cross referenced parts that have stocking quantities.

Parts are cross referenced using a common part number.  A given part  is manufactured by five companies, and each has its own number, ie.  127XA, FP-123, OF-1, FIL-27X, and FR-02-1.  The original equipment manufacturer uses  the code OF-1 as its part number.  Although you stock this part in  inventory, you also stock the other four.  Each would have their  individual partnumber listed under a separte inventory record.

To cross reference them, they  would each have the OF-1 code in the Cross Reference field.

By using this system, no matter which part is used, if it is out of  stock, all of the other parts, with stocking quantities, would be  displayed.

*** COMMON ERROR NOTE ***  Often people will enter a number of one  other part in the Cross Reference Field, thinking the system will   simply look up the other part.  This is not the case.  Be sure to use  the same cross reference code with each part that is capable of being  substituted.  Otherwise, the system will not function properly.

*** SPECIAL ALERT ***  Some systems suggest that you only use one partnumber, that of the OEM part, and then just substitute in another manufacturer's part under that number.  In many states this is illegal, and can be considered fraud.  It is very important to always provide the manufacturer's partnumber for the item you actually used in the service.

Superceeding Part Numbers

When a part has been replaced by a new number, there are two options.  First, the operator can change the old partnumber on a record to the  newly assigned number.  For many people, however, parts change so  rapidly that they want to retain the old

number because it has been  remembered.

In such a case, create a record for the new number, and enter that number in the filed entitled Superceeded By on the old  part number record.  Then, whenever the old number is requested, the  new number will actually be placed on the workorder.

To eliminate a  referral, simply erase the partnumber from the superceeded field.