Parts can be added into the RTA system in two ways: 1) by converting data from the computerized system that's being replaced or 2) by manual entry. Contact our sales department if you are interested in having RTA write a custom parts conversion program for youthis is a valuable option and a big timesaver if you have a large inventory (1000+ parts). 
Parts can be manually added to the system through the *\[Part\] File Maintenance* option or "on-the-fly" through the work orders, purchase orders, and fuel tank records. You may use one or both methods depending on how quickly you want to start tracking actual inventory counts. Many fleets don't have the resources available to dedicate a person solely to adding parts to the system; thus, adding parts "on-the-fly" as they get used or restocked is a good method that works well for gradually adding parts to the system. 
The part record contains several screens of information. It's not necessary to enter data in every screen or every field. Many of the fields are provided for your benefit and aren't used by the RTA system; those that are will be noted in the description. For example, if you are only interested in tracking the part and the part quantity, the only fields you really need to fill in are the part number, description, vendor, price, and quantity. However, other fields are available to you if you want to track more information.
When you're ready to start tracking inventory, input the remaining part records that were neither used nor purchased into the system and then do a physical inventory to update the inventory levels.
Before getting started, familiarize yourself with some of the terminology used in this chapter.

• Non-File Part: Non-file parts are parts for which there are no part records in the RTA system. These are parts that are only used once or used so rarely that adding it to inventory is not necessary. Non-file parts can be ordered on purchase orders and posted to work orders, but no detail, history, warranty, or inventory quantity can be tracked for these types of partsbecause no part records exist.
• Non-Chargeable Part: Non-chargeable parts are parts that aren't directly billed or accounted for individually on work orders. These are usually small dollar items such as nuts and bolts or items that are used for multiple vehicles such as rags or sprays. These items are usually charged indirectly as part of a shop supply or overhead fee. Part records for non-chargeable parts don't need to be added unless they are accounted for in the inventory value; there's no need to add the parts in the system if inventory won't be taken on these parts.
• Non-Stocked Part: Non-stocked parts are file parts (as opposed to non-file parts) that aren't normally stocked on the shelves. These are usually high dollar or specialty parts. The RTA system does not create requisitions to reorder parts that are flagged as non-stocked parts. Why add part records for these types of parts?To track warranties, usage, etc.

Anchor
_Toc151867396 _Toc151867396

Anchor
_Toc200860573 _Toc200860573

Anchor
_Toc237141121 _Toc237141121

Anchor
_Toc487792051 _Toc487792051

Adding a Part through File Maintenance

1. Select Master > Part > File Maintenance from the RTA main menu (MPM)
2. Enter a part number and choose Add. The part number is a text field allowing up to 25 characters.
3. Enter the part information.
4. Save the record.
5. When prompted to add the part to other facilities, choose Yes and then specify the starting and ending facility number(s) to add the part to other facilities; choose No to add the part only to the current facility. This prompt appears if Add to Multiple Facilities is set to YES in the "Part screen options" switch (SSM, Parts Parameters tab , switch 33).

NOTE: When adding parts to multiple facilities, the vendor number is copied to other facilities but the quantity on hand information is not. Be sure to make adjustments as needed afterwards.

Anchor
_Toc151867397 _Toc151867397

Anchor
_Toc200860574 _Toc200860574

Anchor
_Toc237141122 _Toc237141122

Anchor
_Toc487792052 _Toc487792052

Adding a Part "On-the-Fly"

New part records can be added "on-the-fly" through the work orders (WW, WB, WPL), purchase orders (PPC), and fuel tank records (MUM). This method allows parts to be quickly added into the RTA system while performing normal tasks. To add a part record "on-the-fly" through one of the mentioned options, do the following:

...

FILTER AIRFILTER OILGASKET HEAD
FILTER FUELFILTER OIL PRIMARYGASKET VALVE COVER

• Part Type: The RTA system separates vehicle costs and usage into eight categories. Refer to the table shown below and then specify the part type that accounts for the part in the appropriate expense and usage categories in the vehicle cost record for reporting purposes (STVF). Additional user-definable part types may be used by adding them in the System Codes: Part Types section (SSY).

  Part Type	Expense & Usage Categories
  Antifreeze	Parts and Antifreeze
  ATF	Lubricants and ATF
  Core	Parts
  Fuel	Fuel
  Gear Oil	Lubricants and Gear Oil
  Hydraulic	Lubricants and Hydraulic
  Oil	Lubricants and Add-Oil
  Part	Parts
  Tire	Tires

  
  

• Account Code: Enter up to 25 characters for the account code or press F1 to select an account code from the lookup list. Only account codes added through the Update Account # option are displayed on the lookup list (STPA). This field can be useful to denote a general ledger account number or other information for accounting purposes. The information entered here is used in purchase orders if the "Use Account Codes" switch is set to YES or VALIDATE (SSM, Parts Parameters tab , switch 36).
• VMRS Code: Enter the VMRS code for this part or press F1 to select a VMRS code from the lookup list. A VMRS code is needed only if you'll be tracking warranties for this part OR if you'll be using user-defined cost buckets (SSU) and the "Set the VMRS Code Flag" switch is set to PART FILE (SSI, Miscellaneous I tab, switch 13). When tracking warranties, specify at least a six- or nine-digit VMRS code; a three-digit code is too generic and causes the warranty message to pop up more often than it should.
• Average Price: You may skip this field when initially adding a part; it is automatically filled in or overwritten with the primary vendor part price. If you want the average price to differ from the primary vendor price, you can change the price after adding the primary part vendor. This field is automatically updated when this part is ordered and received through purchase orders (PPC). You have the option of including or excluding part tax in the calculations when the average price is recalculated (SSM, Parts Parameters tab , switch 24). Note that if using the FIFO pricing method (SSM, Parts Parameters tab, switch 13), the average price displayed is not relevant and should be ignored.
• Lock Selling: Select the checkbox to lock the selling price for this part. When the selling price is locked, it won't be affected by fluctuations in the average price.
• Markup: Enter the part markup in decimal format (i.e., enter .15 to charge a 15% markup). This field is skipped if the selling price is locked.
• Sell Price: This field is automatically calculated (Average price x Markup) and is not accessible if the Lock Selling Price checkbox is deselected; it is automatically updated when the average price fluctuates or when the markup is changed.
• Enter the selling price if the Lock Selling checkbox is selected. When the selling price is locked, it won't be affected by fluctuations in the average price. The RTA system does not adjust the selling price when it's locked so be sure to review the selling price occasionally to make sure the part cost doesn't end up being higher than the selling price!
• Bin Number: This field displays the location where this part is stored. It cannot be edited here. The bin numbers are edited by clicking on the Stocking Areas tab.
• Stocked: The RTA system creates requisitions for stocked parts when the inventory level falls below the reorder point (as long as the parts aren't already on requisition or on order). A requisition report can be generated on a daily or weekly basis to review the parts that need to be reordered (PPP). By default, new parts are flagged as stocked parts. If the part is expensive or not normally kept in inventory, deselect the checkbox to flag this part a non-stocked part.
• Chargeable: Chargeable parts are parts that are itemized on work orders and charged to specific vehicles when used. Non-chargeable parts, on the other hand, are parts that are not charged out on work orders; they are usually fast moving, small dollar items such as nuts and bolts. By default, new parts are flagged as chargeable parts. Deselect the checkbox to flag this part as a non-chargeable part. When end of period for parts is processed (SEP), the RTA system automatically deducts the average usage per month from inventory for non-chargeable parts and checks the remaining quantity on hand. If there is less than a two-month supply in inventory, requisitions will be issued (if the parts are also flagged as stocked parts).
• Consignment: Select the checkbox to flag this part as a consignment part. You have the option of including or excluding consignment parts and their values from part inventory lists.

...