This is the add/edit parts page. The word "parts" is a corp-wide settings and may be changed to meet your needs (parts, items, widgets, products, sku numbers, accessories, services, etc.). The system uses the words "parts" or "general inventory items" for anything that is tracked as a group (non-serialized inventory). A group means that there might be more than one (quantity) or that the item may be used over and over again (like labor or a service). The quantities that get tracked will either be real (values in and out) or what we call an "unlimited" item (used for labor and services). Anything that you want to show up on a quote or an invoice (besides stock/units or serialized inventory) needs to be run through the parts department. This includes items that have unlimited quantity or are virtual placeholders.

This page will double as both the add and the edit page. The best way to tell if the page is in add or edit mode is to look at the bottom submit button. It will say "add" or "edit".

Quite often, you will end up on this add/edit parts page while entering a line item for a PO. This will happen if the part has not yet been entered into the system (item not found). If so, there will be a PO tie-in section at the top of the page. This allows you enter the line item quantity as part of the add process.

Not all fields are required for valid entry. See the list below for details and options:

1. Id - This is an auto number that the system controls in the background. This is the key field for the item.

2. Vendor Name - This is the assigned vendor/payee name for the item.

3. Part Number - Required. The part number is the main searchable identifier for the item. It may not contain any special characters such as commas, quotes, etc. It must be a unique value per vendor. Max of 50 characters and min of 1 char. As a note, there is a special keyword called "auto". If used, the system will generate the main part number for you. Basically, it copies the system assigned number behind the scenes. If you have the parts admin permissions, this main part number field will be editable (if needed). If you only have the basic parts permission, this field will be locked down and will only be open in the add mode.

4. Part Type - Choose from the list provided. There are two types of items. One is a normal part (track quantity) and the other type is a special part of item (unlimited or don't track quantity). This switch is the difference between a normal part and a special item like a labor or service (unlimited).

5. Part Category - Choose a category from the list provided. If you don't see the category you are looking for, click the link that says show inactive categories or add a new one to the list. You need the parts admin permission in order to add a new category. Note: We recommend that you think "generally"... don't get so specific that it makes it hard for others to follow the logic or categorize items.

6. Description - Required. This is the item description, message, or notes. This helps explain in normal language what the part number may not tell you. There is a max of 255 chars and a min of 3 chars.

7. Reference Number - Optional. This is an alternate field to hold the part number or additional look-up value. Some companies change their part numbers from time to time, this may be used to help look up an older part that may have been changed to a new value. Another use for this field is if you buy items from multiple vendors, this might be a good place to put the generic name/number of the item. Max of 50 chars.

8. Price Helper - This field is a "read only" field and is provided to help you know the profit and pricing for the item. The field is set up to be interactive (it does active calculations). This means that as you change the cost, saleprice, the mark-up switch, or the actual mark-up value, this helper field will update. If the field does not change as you expected, use your tab key one time. It is set up to watch for changes and changes only occur if you leave the field you are working in (basically you are telling the computer that you are done making the change and it is ok to go ahead and calculate).

9. Cost Per Item - Required. This is the cost of the item as a single or by itself (this relates to the unit of measurement). Use only numbers and decimals. There is a max of five (5) decimals for the cost per item. The value must be 0 or above.

10. Saleprice - Optional. This is a field where you can set the retail price for the part or item. This is one of two options for setting a final price. The other option will take the cost times a mark-up to get an end result or price. Max of five (5) decimals. The value must be 0 or above.

11. Use Mark-Up - This is a switch and can be set to yes or no. If no, the saleprice (above) will be used. If yes, the cost times the mark-up will be used. The actual mark-up is only required if the switch is set to yes. If you want to mark-up a part by 40 percent, enter 1.40. If you want to mark-up a part 250 percent, enter 3.50. In other words, add 1 to what ever number and convert to a decimal. Note: The output value (math on the calculated price) is controlled by the number of decimals to show in the corporation-wide settings. The default is two (2) but may be extended to up to five (5). Also, a mark-up is different then a profit margin. A mark-up is a cost times a percentage. A profit margin is the profit (price minus cost) divided by the final price and then times by 100 to get back to a percentage. Formula for profit margin: profit/price * 100

12. Unit Of Measurement - Required. Choose from the list provided or create your own (with admin permissions). This should be the lowest common denominator or least common factor of the item. Basically, you are trying to get down to the lowest unit that you would sell or how you commonly sell it. If you sell items by the inch, set the unit of measurement (UofM) to inches (in.). If you sell your items by the ounce (oz.) or pound (lb.), you could select those options. Try to get the main unit to what is commonly used and how the system will track everything related to this item.

13. Default Tax Category - Choose a default tax category for the part number. This will be the default category that is used in the shopping cart when adding a new part.

14. Weight - Optional. This is where you can enter the weight of the item for later reference. This field may hold alpha or numeric values. Max of 25 characters.

15. Bin Number - Optional. This is where you can enter a bin number, catalog page, or look-up helper value. The field may contain both alpha and numeric values. Max of 25 characters.

16. Barcode Number - This is an optional field to hold the barcode number. If your corporation is set up to handle bar-coding, use this field to help speed up the parts search. This field along with the part number will be searched together to create a flexible search interface. This field may contain alpha and numeric values and has a max of 50 chars. Use the keyword "auto" to have the system fill in the part id number as the barcode value (quick time saver). Note: TheAdilas.biz system has a special barcode generator that may be used to print out stickers and/or barcode labels. Once a valid bar code (more than one character) exists, there will be a link to the barcode generator application. The Adilas.biz barcode generator can only handle up to 15 characters. The characters may be alpha characters (letters), numeric values (numbers), and/or basic punctuation. More help is available from that page.

17. RFID Tag Number - This is an optional field to allow additional part number tracking. RFID tags are small micro chips that are tracked within a certain area. This field may contain both alpha and numeric values and has a max of 50 chars.

18. Part Status - Required. This field will only show up in the edit mode. Choose the status from the list provided. If you change the status to inactive (hidden), you must go to the advanced part search in order to retrieve the part number. Inactive items can not be used in a new shopping cart. This setting deals with availability and visibility within the main application.

19. Corp-Wide Web Settings - This is set per corporation (main business entity) and controls whether or not you allow your inventory items to be shown on the web (to the public outside the secure area). The corp-wide settings help the system know how you want to play. You must have admin permissions to update and change corp-wide settings. These settings are controlled on a different page. As a small note, there are close to 100 different corp-wide settings that are available.

20. Show Part On The Web - Required. Choose an option from the list provided. This deals with the remote web access (customers and general public) and viewing options for this item. All "parts" are taken from the main system and pushed out to a remote server to help with a system-maintained web presence. If the value is set to "hide", it will not show up on the remote or public side. If set to "show", it will show up even if the quantity is 0 or below. This setting only takes affect if the corp-wide setting (above) allows for public viewing. A special "Manage Web Inventory" permission is required to change these settings. It may be found in the "System Maintenance" section and is a silver colored permission.

21. Show Price On The Web - Required. Choose from the options provided. This is where you get to determine what price will show up on the web, if allowing the items to be viewed or shown to the public. The default is to use the current price, which is controlled above and could be a set price or a calculated price (using mark-ups). If a special web price is chosen, there is another field that allows you to enter the special price. The terms "special web price" may be controlled through your corp-wide settings to enhance the display on the web. The special value must be set to 0.00 if not using the special price setting. Similar to the show/hide on the web field above, this requires a special manage web inventory permission to be assigned to the user. See above for more details.

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