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Parts Charges

Parts Maintenance​

From the DockMaster menu, select Service Management > Maintenance Functions > Parts Charges

Purpose: The Parts section of the Work Order Operation Maintenance tracks all the parts added to an Opcode. Parts on a Work Order are tracked by operation. If you don't want to track parts for each operation, create an Operation Code called PARTS and add all parts for the Work Order to that operation.

Once you have entered your operation(s), you will need to enter the 2 Parts Tab to add your parts. Make sure the operation you want to add parts to is in the Opcode Overrides section. The opcode that is currently open in Opcode Overrides is the opcode that you will be adding parts to. Each time you enter the window, you will see ALL parts, which have been added to the operation. You can delete a part or change the quantity and department at any time until the operation is billed out. Once you bill out an operation to the customer, the billed parts will appear highlighted in blue and you will be unable to affect these parts. To remove a part, which was erroneously billed to a customer, you must enter the part again with a negative quantity.

To add Parts Charges to an Operation, select the Operation that you are adding billing charges to and select the 2 Parts Tab.

2 Parts​

--Parts Entry--​

  • Scanner Mode- If you are using a scanning device to add parts put a check in this box using your mouse. If the scanner mode is turned on, the system will default in the current system date in the date field. This allows the user to continue scanning without having to enter information in the date field each time a part is scanned.
  • Location Code- Enter the Location you want to pull the part from. If you press Enter through this field, the location that you are logged under will default. This option refers to the physical location where you are pulling the part from inventory.
  • Technician- Enter the technician who is pulling the part. This can be the actual technician working on the job or a parts pull person. The entry must be a valid technician from the technician file maintained in file maintenance. To get a list of technicians, press F6 or List F6 from the Command Panel. You can also use the cross-reference look up if you know the name of the technician by entering a backslash "" preceded by the first few letters of the technician’s name.
  • Date Pulled- Enter the date you are pulling the part from inventory. This date cannot be earlier than the creation date of the work order. Press the Enter key to default today’s date.
  • Part Number- Enter the part number you want to add to this operation. To get a list of ALL parts, press the F6 Key or List F6 from the Command Panel. If you know the name of the part, you can use the cross-reference look up by entering a backslash "" preceded by the first few letters of the item. The cross-reference look up is recommended if you have a large parts inventory.
  • To add a Parts Kit to the operation, press F7 or List Kits F7 from the Command Panel. You can also enter TK- followed by the Parts Kit code.
  • To add a non-inventoried part, enter a semicolon (";") followed by a retail cost code or cost line depending on your configuration in Service Parameters. A non-inventoried part will not pull from your inventory.
  • To add a fuel part, enter the entire part/fuel item name. The fuel item will be pulled from the Fuel Inventory file.
  • If you are adding the same part more than once on the operation, the parts will enter on separate lines. When you are ready to print out your work order, you can specify whether you want to consolidate like parts or not.

Color Coding Parts. DockMaster uses color codes to track the status of a part. The following color codes are in place:

  • Black- Part that has been delivered, but not billed.

  • Red- Special ordered part.

  • Magenta- Special ordered part that has been received, but not delivered to work order.

  • Blue- Part has been billed out.

  • Brown- Rigged Part.

    If the part number is not found in the Inventory File, the system will ask if you want to create the part. If you answer, "yes" to the message, a "Quick Inventory" window will pop up asking for part information. After entering in the part information, the part will be added to the operation. Note: The part information window does not include all the same fields as the Inventory file (for example Quantity on Hand), so remember to go back to the part through Inventory Maintenance and add any additional information you want saved to the part.

  • Department- Each part added to a Work Order must have a department. The order in which the system will look for the department is shown below highest to lowest. This is also known as a Hierarchy:

  • A Parts Dept defined on the Opcode or Opcode Maintenance will take precedence over all.

  • If there is no Dept defined on the Opcode then:

    1. The Departments defined on a Work Order Category Code added to a Work Order will take precedence, exceptif the Part is a Fuel Part, then the department defined on the Fuel Part will take precedence (Fuel will have hierarchy of 1, 4, 5 - skip 2 and 3)
    2. If there is no Work Order Category Code then the department defined on the Technician File will take precedence, except if the Part is a Fuel Part, then the department defined on the Fuel Part will take precedence (Fuel will have hierarchy of 1, 4, 5 - skip 2 and 3)
    3. If there is No Department defined to the Technician File then the department defined on the Inventory Part will take precedence.
    4. If there is No Department defined on the Part then The Inventory Parameters default parts department will be used.

  • Comment- Add a parts comment if applicable. These comments can be printed on invoices. Field is limited to 45 characters.

  • Quantity- Enter the Quantity or press Enter to default to a quantity of 1.000. You can add partial quantities also if you are adding items such as fuel or oil. For example, if you put 10.5 gallons of fuel into a boat to take a test run, enter 10.5 as the quantity.

  • Price- The price will default automatically from the Inventory File. You can modify the price for this operation if you like. The price on the Inventory File will not update.

  • Extension- The extension will fill in automatically. The extension comes from the Quantity x Price.

  • Discount- Enter a discount if applicable for this part. If you are using discounts, verify that a discount account has been included in the Service Parameters.

  • Cost- Cost will fill in automatically, pulling from the Inventory File. This field can be password protected. When a password is added to this field, the numbers will display with *’s instead of the actual cost. If this field is password protected, you will have to enter the correct password before you can view this information. See the System Administrator to set up the password.

  • On Hand- This field will show the current quantity on hand for this part.

  • Available – This is an inquiry field that displays the current parts quantity available. The field is location specific and may not be maintained.

--Deleting or Removing a Part--​

  • If an operation has not been billed out to a customer, move the cursor to the desired part and press the Remove Charge button from the Command Panel.
  • If an operation has been billed out, you must re-enter the part with a NEGATIVE quantity. (Parts, which have already been billed out, will appear highlighted in blue).

Note: A new Journal Transaction is made for each part for the day that a part is removed from a work order. If the period of the original pull date is closed, then the Journal Transaction for the removal will be created using the current date.

Note: If a part has been removed and the date of the charge is within a closed accounting period, the WIP Journal Transaction will be created with an effective date equal to the current system date.

--Special Order Processing--​

This functionality is available in the Parts Maintenance window of the Operation.

When a part is not on file:

The entry of a part that is not on file will prompt the user with the message:

"Inventory Part ‘ABC’ does not exist. Would you like to create it? Yes No"

An entry of ‘No’ will return you to the Part Number prompt.

An entry of ‘Yes’ will open the Inventory Maintenance tab, which allows you to enter the part into your Inventory File.

Next you will receive a message asking if you want to create a special order for the new part entered. By answering ‘Yes’, a special order can be created by the system. If you answer ‘No’, a special order will not be created, but the system will allow you to add the part to your work order. A discrepancy may exist between the actual quantities on hand and the computed quantity on hand; it is not our practice to force inventory count errors to be handled in the Parts Maintenance window.

Note: A part must be in the Inventory File before you can special order it.

Note: You must go to Inventory Maintenance to delete or change the part information once you answer Yes.

When a Part is not in stock:

The entry of a part that is not in stock (quantity on hand < or = zero) will prompt you with the message:

"Inventory Part ‘ABC’ is not in stock, would you like to create a special order? Yes No"

An entry of ‘No’ allows the part to be sold. A discrepancy may exist between the actual quantity on hand and the computed quantity on hand; it is not our practice to force inventory count errors to be handled in the Parts Maintenance window.

An entry of ‘Yes’ creates the Special Order. It is not necessary to know the Vendor when you are special ordering a part. The Vendor Id can be added to the special order after it has been added to the work order. You can use the Special Order Maintenance to add additional information. The parts that are special ordered appear in the Parts Maintenance table highlighted in Red. When the Work Order is saved, you will receive a Special Order tracking number.

When the Special Ordered part is received (but not delivered), the highlighted part in Red will change to Magenta. When the part gets delivered, it will be highlighted in black.

--Print Pick List—​

A Pick List can be printed for parts entered onto a work order. In order to print a Pick List, the parts entries must be updated and saved first.

The system will print all the parts entered onto the work order since the last time a pick list was printed. For example, if you printed a pick list for 10 parts on your work order and you added another 5, the system will only print the last 5.

--Move Detail--​

  • The Move Detail option is available in the Command Panel to allow you to transfer a charge to another work order. The link will become active once a charge has been added to the operation.
  • Detail can also be moved by right clicking with your mouse on the detail line and selecting Move Detail.

--Reprice Parts—​

  • Click on the Reprice Parts link if you want to update the pricing on selected parts. For example, if the price on a part has increased 10% and you want to reflect this in your work order, press the Reprice Parts link to update the part to the current price. This can only be used on work orders that have not been billed out.