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The Inventory Tab of the Parts file is all about tracking your total part inventory and assisting with requisitions and Purchase Orders. This article will focus on the three panels in the inventory tab.

Refer to Part File TOC for more information on the data displayed in the parts file.

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Stocking Panel

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All parts are segmented into one or more locations for ease of use and location. The Stocking Panel is used to document the location of the part, adjust the part quantity, create and edit BIN labels, and prepare part tags for printing.

If unused, the displays show Default Bin Labels (titles) display as Bin A-Bin E. RTA Web offers the ability to set up a maximum of 5 separate documented locations for any part. Utilizing the Bins Labels and Labels Part Tags can make inventory time faster and easier.

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Info

To allow the use of more than one Bin Location in a part file,contact our support@rtafleet.com for more information on how to allow this feature.

We recommend that the first step in this panel is to label your Bin Areas. This field can be alpha-numeric. You could label it a number or even a location like Garage1.

To edit the bin labels, follow the below process:

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  1. Click Edit Bin Labels

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  2. Add a Bin Title to each field as applicable

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  3. Click Save

Adjusting Bin Quantities

Adding and editing bin quantities is easy in RTA Web. RTA recommends using purchase orders in RTA to make managing parts inventory quick, easy, and accurate. If a mistake should happen, adjustments can be made via the stocking panel by doing the following:

Note

Manual adjustments are not advised on a regular basis. Allow RTA to track inventory more accurately through part postings to work orders and receipts through purchase orders. If counts are off, it is best to review all postings since the last count to identify where the posting error occurred and fix the posting as opposed to a manual adjustment.

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  1. Click Adjust Bin Quantities

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  2. Enter the appropriate “on-hand” amount into each corresponding bin

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  3. The “change” and “inventory” counts will adjust as changes are made

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  4. Click Next

  5. Enter the reason for the adjustment (for example “physical

inventory”

  1. inv” which might be used if physical inventory count showed more or less parts than originally thought

    1. There is a limit of 15 characters in this field

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  2. Cost can be adjusted as well by changing the price

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  3. Click Save

Queuing Part Tags

Part Tags and Bin Labels can be printed using RTA DesktopClassic. Queuing the Part Tag through RTA Web Fleet360 creates the tag for printing. Refer to Part Tags and Bin Labels for a deeper dive into this functionality in RTA Desktop, contact our support@rtafleet.com for more information on how to allow this feature.

Follow the below process to queue a part tag.

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  1. Click Queue Part Tag

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  2. Enter the quantity of tags needed to tag parts on hand

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  3. Check selection box to include the bin label if desired

  4. Select a created bin label to be included from the drop down

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  5. Click Save

Usage Information panel

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These fields display the usage per period and the usage per year. Period 1 is always the current period, period 2 is the previous period and so forth.

Enter the the estimated annual part usage. RTA then calculates the period usage based on postings to work orders and updates the reorder point and reorder quantity (if the reorder lock is not selected) Refer to the Ordering Panel below.

Part usage is updated as parts are issued and also when end of period for parts is processed.when:

  • Parts are issued to Work Orders

  • The various periods are refreshed when the End of Month process is run from either:

    • Refer to Period Cost Settings for setup and information on how the Automated End of Month Process works

To edit the usage in a period, click in the field below the period number, enter the usage, and click the check mark.

Ordering Panel

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When adding a part to the system for the first time, it is best to update this panel to reflect the average yearly usage for that part prior to history being added to RTA to kick start the reorder process on the right foot.

Lock Re-Ordering

Information in this panel is used to generate purchase requisitions requests for stocked parts when the inventory level falls below the specified reorder point. The quantity requisitioned requested depends on the calculation method specified in the appropriate switch.

Refer to Reorder Point Settings for more information on the various calculation methods. RTA recommends using the Min/Max method.

The fields in this panel and their descriptions can be found below.

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🔓 Denotes editable fields

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Users are able to lock the re-order point and re-order quantity to a stationary number. These numbers will not be affected by actual usage of the part which can lead to over or understocking.

RTA recommends not locking and allowing the system to update these numbers based on actual usage.

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Lock Re-Ordering Point/Quantity Toggle

  • Select the Reorder Lock toggle to manually set the reorder point and reorder quantity and prevent the RTA system from adjusting them

  • If the Reorder Lock toggle remains deselected, the Reorder Point and Reorder Quantity fields will not be available for editing. Instead, they'll automatically be calculated and set by the system after the part usage information has been added

    1. The reorder point and quantity will be adjusted as needed each time end of period for parts is processed in RTA

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    1. Classic

    2. The adjustments made are based on part usage, price, and shipping days (lead time). Hence, as the yearly part usage increases, the reorder point and quantity may also increase, and vice-versa

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The fields in this panel and their descriptions can be found below.

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🔓 Denotes editable fields

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  • 🔓 Manufacturer A and B - enter manufacturer information as needed by clicking in the field, entering the information, and clicking the checkmark

  • 🔓 Unit of Issue - describes how the part is charged out and is limited to up to 3 characters

    1. EA = each, QT = quarts, FT = feet)

  • On back-order quantity - Displays the number of units currently on back order and feeds from the purchase order lines

  • On order quantity - Displays the number of units currently on order and feeds from the purchase order lines

  • On requisition quantity - Displays the number of units currently listed on requisitions

  • 🔓 Re-Order point - Editable if the lock for re-ordering is selected and will display the quantity amount allowed on hand before a requisition is created

    • For example, if it is preferred to have 5 of the particular part on hand, then set to 5. A requisition will be created when the on-hand drops below 5

    • To edit, click in the field, enter the number, and click the checkmark

    🔓 Re-Order quantity - Editable if the lock for re-ordering is selected and will display the quantity of the part to be ordered when a requisition is created

    to edit, click in the field, enter the number, and click the checkmark

    Average Ship Days - Enter the number of days it normally takes to receive this part after it has been ordered by clicking in the field, entering the number of days, and clicking the checkmark

    1. RTA uses this number as well as the number from the “Ship Days Buffer” switch

  • Back-order PO - List the PO number for the back-order PO

  • Last PO - Lists the last PO number for the part

  • Last Invoice - Lists the last invoice number for the part

  • 🔓 Unit of Issue - describes how the part is charged out and is limited to up to 3 characters

    • EA = each, QT = quarts, FT = feet)

  • 🔓 Manufacturer A and B - enter manufacturer information as needed by clicking in the field, entering the information, and clicking the checkmark

    These fields are provided

    for

    recording benefits and are not used by the RTA system

    🔓 Average Ship Days - Enter the number of days it normally takes to receive this part after it has been ordered by clicking in the field, entering the number of days, and clicking the checkmark

    • RTA uses this number as well as the number from the “Ship Days Buffer” switch (RTA Desktop System Parameters - Parts Parameters Tab - switch 16) in the reorder point and reorder quantity calculation

  • Back Ordered Date - Displays backorder date from back-order Purchase Order

  • Ordered Date - Displays order date from last Purchase Order

  • Received Date - Displays the most recent date the part was a received on a Purchase Order

  • Invoice Date - Displays the most recent invoice date

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