AddingParts
You can add new parts from either the Parts list view or a detail screen. From the parts list, click the Plusicon at the top of the list. From the detail view or a part, the Add or Copy/Add buttons on the menu bar will change the current window to the add mode.
The add form contains all of the fields made available for the part. The key field for inventory items is ItemNo. and can contain up to 15 characters (not adjustable). The system will not save a part record without an Item No indicated. Click SaveNewRecord to save the new part. CancelChanges will completely discard the new part information and return you to the previous screen.
EditingParts
Part information can be edited by clicking the edit button in the menu bar. The edit form (shown below) is similar to the add form, except that the key field cannot be edited. The key field is the unique identifier for the part. This can be changed by using the KeyChange function (user must have security rights to access this). Click SaveChanges to save you changes or CancelChanges to discard the editing. The form will return you to the detail view of the part.
DeletingParts
To delete a part from the system you must perform two steps. The first step is to click the Delete link on the part's detail view. This will mark the part for deletion and remove it from the list views. You can still access these records by using the Next and Previous links or, if you know the Item Number of the part, use the Search/EnterIDBox to navigate directly to the record.
Items that are marked for deletion can be undeleted by navigating to the part and clicking the Undelete link.
The second step purges the part permanently by using the administrative function Remove Deleted Items, which can be found in the dropdown list when clicking the Main Menu button at the top (It will be under Administration). Once a part has been permanently removed from the system, it cannot be retrieved anymore.
WARNING
WHEN PARTS ARE CREATED IN THE SYSTEM, A “TRANSACTION/HISTORY” RECORD IS ALSO CREATED FOR EACH PART (RECORDING THE BEGINNING ON HAND BALANCE). EVERY TIME A PART TRANSACTION IS MADE (WORK ORDER CHARGES, PURCHASES, PO RECEIPTS, ETC) A HISTORY IS BEING BUILT FOR EACH PART BASED ON THESE TRANSACTIONS. WHEN YOU DELETE A PART RECORD, THE ONLY THING BEING DELETED IS THE PART RECORD, BUT THE HISTORY FOR EACH ONE OF THEM STILL EXISTS, WHICH MEANS THAT IF YOU DECIDED TO CREATE A PART IN THE FUTURE USING THE SAME ITEM NUMBER, THAT PART WILL INHERIT THE HISTORY OF ALL TRANSACTIONS FROM THE PART THAT EXISTED IN THE PAST WITH THE SAME ITEM NUMBER.
TIPS
- If a part needs to be deleted but the item number may be reused again, it is recommended to perform a key change on the part before deleting it to a number that will never be used.
- Another option, instead of deletion, would be to create a true/false field called "Disabled" on the part form and mark it as true for all those parts that you no longer want to see on the list view (if you chose this option make sure to add that field to the columns on your list and keep a “False” value on it at all times).
WE ENCOURAGE USERS TO CONTACT SUPPORT WITH ANY ADDITIONAL QUESTIONS ABOUT DELETING INVENTORY ITEMS FROM THE SYSTEM.