"Parts Management" allows districts to manage and track in Asset Management untagged consumable items at each site.

1.  Navigation:
2. Admin & Site View
3. Catalog
4. Parts

The "Parts Management" feature follows similar permissions, based on view and editing options, as the "Product Catalog."

User view and role determine access and editing opportunities in the "Parts" area. "Site View" users can see and access "Parts" that are allocated to the site they are currently on, and the full "Parts Catalog" based on permissions of the user. "Site View" users with appropriate permissions can add/edit "Parts." "Parts" fields include: "Part Number," "Part Name," "Part Type," "Part Area," "Quantity," "Cost," and "Minimum Stock" for the site.

Parts must exist in the "Parts Catalog" and be associated to a site prior to associating those parts to existing products from the "Product Catalog." "Site" admins/users with appropriate permissions may add "Parts" and make "Product" associations as needed. Admins/users in the "Admin View" can make individual and bulk site associations to the "Parts Catalog."

Accessing Parts Management

Product Catalog Menu

Upon logging in, "Admin" and "Site" users select Catalog from the top navigation and see a drop-down menu displaying Parts and Products.

All user types can view the "Parts Catalog" by default (see "User Roles," "Limit Permissions for a Site User," and "District Settings: User Role Settings").

Parts Catalog Functionality

The "Parts Catalog" grid allows an administrator to associate parts to sites, view existing parts, and update the quantity and/or the minimum stock within the field on the grid.

Function	Description
Add Record	Adds a "Part" to the Asset Management "Parts Catalog"
Search Fields	Located at the top of the "Parts Catalog" grid, the search fields allow for keyword and drop-down filtering of parts using the "Part Number," "Part Name," "Part Type," "Part Area," "Quantity," "Cost," and "Minimum Stock"
Save Changes	Located at the top of the "Parts Catalog" grid, allows the user to add a new part to the catalog. Save changes frequently. All unsaved changes will be lost. If you navigate away from the grid, change a filter, or refresh, all work will be lost.
Cancel Changes	Clear data that has not been saved
Show Full Parts Catalog	Allows "Site" users to view parts that are allocated to the site they are currently on and the full "Parts Catalog," based on permissions of the user
Refresh	Refreshes the content and returns the screen to its original state
Part Number	Not auto-generated Must be a unique identifier Can be a duplicate to a "Product Number," as "Parts" are its own "Catalog" Max character limit is 30 alphanumeric characters
Part Name	Must be a unique name Can be a duplicate to a "Product Name," as "Parts" are its own "Catalog" Max characters limit of 30 alphanumeric characters
Part Type   Part Area	Descriptions of the different types or groups of parts. Part Type: laptop, calculator, printer, cell phone, etc. Part Area: Technology, Maintenance, Operations, Plumbing, etc. "Part Type" and "Part Area" are drop-down menus created by users who have access to add and edit parts. To add a new "Part Type" or "Part Area" to the drop-down list, type your new entry and select the green plus sign. "Part Type" and "Part Area" fields are searchable. Once the field is highlighted, click the name or press Enter on your keyboard to save the selection. To navigate to the next field from the two drop-down fields, you must click on the field. Tabbing to move between drop down fields is not enabled. The character limit in these fields is 100 characters.
Quantity	Not editable from the "Parts Catalog" grid Aggregates all site inventory for that part automatically. Steps to add inventory to sites are described further in this document. The field type is integer, and the character limit is 5,000,000. When the "Quantity" number appears in red, this indicates the "Part" quantity has fallen below the minimum stock required by the district.
Cost	Not a required field The field type is decimal with no $ present The field can accept up $100,000 in cost per item The field is per item, not an aggregate of all the parts in inventory
Minimum Stock	The field can accept up to 500,000 in minimum stock The field type is integer The field is not required When the "Quantity" number appears in red, this indicates the "Part" quantity has fallen below the minimum stock required by the district.

Add New Part Record

The "Parts Catalog" grid allows an admin to associate "Parts" to sites, view existing parts, and update the quantity and/or the minimum stock within the field on the grid.

"Parts" are entered directly into the grid. The "Part Type" and "Part Area" drop-down menus are created by users who have access to add and edit parts.

Parts Details

Selecting a part allows a user to view details for the respective part

Parts Inventory Tab

The Inventory tab displays the location(s) to which the part is associated, the part’s total inventory quantity at each location, and the minimum stock.

Admins in the "Admin View" can add sites with or without quantity. Adding sites without a quantity allows "Site" users to add a quantity later.

Negative adjustments are indicated in red and with a negative (-) sign. Positive adjustments are indicated in green.

Expanding a "Part" record allows a user to view details for the respective part.

Add Parts Inventory to Sites

• Click Add Inventory to view a list of sites to which users can add parts inventory.
  • Once a site has been added to the inventory, it is removed from the modal. If all sites are added to the modal, a pop-up appears: “No records to display.”
• Make sure to check the box so the new site inventory quantity is added for the part.
  • If do not check the box, your entry will not be saved. No error displays.
• Use Tab or your mouse to click into the next site quantity box.
• Click Save to associate the part to selected sites.
• Click the checkbox at the top left of the grid to select all sites in the system.
  • This includes warehouse display.

When performing a "Site Name" search, clicking the Select All checkbox at the top left of the modal will only select the sites returned in the search results, allowing you to add site inventory in bulk. 

An admin in the "Admin View" can add sites without parts inventory quantity, allowing "Site" users to add a quantity later.

Parts Products Tab

The Products tab allows for product association to a part and displays part and product associations.
Selecting a product allows a user to view details for the respective product. The Products tab also displays each product's information.

Admin View

Site View

Products Tab Functionality

Admins in the "Admin View" can assign products to parts. This assignment allows users to see which products use certain parts.

• After clicking Assign Products, a modal opens, allowing you to search the entire product catalog.
• Search by product number, product name, manufacturer, and product type.

• To assign products to a part, check the boxes next to the product.
• Once a blue check is visible, you can click Save to keep your changes or Cancel to reject selections and close the modal.

When performing a search for product number, product name, manufacturer, or product type, clicking the Select All checkbox at the top left of the modal will only select the sites returned in the search results, allowing you to add site inventory in bulk. 

Parts Inventory History Tab

The Inventory History tab shows all adjustments made to the "Parts Inventory Quantity," who made the adjustments, when they were made, and quantity count changes.

• The Inventory History tab will track the "Date, "User" (first and last name), "Site Name," "Quantity," "Adjustment," and "Final Quantity" of the "Part."
• Negative adjustments are indicated in red and with a negative (-) sign.
• Positive adjustments are indicated in green.

Parts Admin Low Inventory Notification

A user with Admin/Admin permissions can receive a nightly email of parts below the minimum stock threshold set forth by the district.

 

Under Profile Settings in the top right corner of the Asset Management System, activate the District Low Stock notification. Click diskette to save.