Part Tags and Bin Labels

A key point in the RTA Fleet Management software is the tracking of parts used on vehicle repairs. Probably the most common way to track the parts is by having the mechanics write down part numbers on the work orders. The problems with this method are that it's time-consuming for the mechanic and is prone to errors.

A better and more efficient way to track parts is through the use of parts tags. Tags can solve many of the problems of maintaining a parts inventory system. One of the hardest things about a manual inventory system is keeping track of where parts were used, how many were used, and when they were used. Deciphering handwritten part numbers on a work order can be frustrating for the entry clerk. The part number may not be written down correctly, or it may not have the right price on it. By using part tags, many of these problems can be avoided since every part on the shelf will be tagged with a label. This way, when a part is pulled from the shelf, the part tag is also pulled. The part gets installed on the vehicle; the tag gets placed on the work order.

Bin labels can also be printed to help mechanics and parts personnel easily locate and identify needed parts. They are applied to the shelf or container where the parts are located. The use of bin labels helps to keep the parts room organized and orderly. The bin label makes it easy to identify a part that is currently out of stock and designates the place where the part is located. Part tags and bin labels can be printed with or without bar codes. The use of bar codes speeds up the process of tracking part inventory even more. When posting parts to work orders, the entry clerk or parts clerk simply scans in the bar code and keys in the part quantity. That's it. No searching, deciphering, or entry error! Taking physical inventory isn't so "physical" with the use of bar codes-scan the bar code, key in the part quantity, move on to the next part, scan the bar code, key in the part quantity, and so on. You're done taking inventory before you know it.

The Setup:

Setup and configure barcoding hardware if you haven't already done so (see "The Setup" in the previous section).
Set Create Tags for Tires in "Tire File Switches" as needed (SSM, switch 28).
Set the "Tags for Non-File Parts" switch as needed (SSI, Miscellaneous I tab, switch 23).
Set switches 1 - 4, dealing with tags and bin labels as needed (SSM, Parts Parameters tab).
Set the Create tags flag as needed in part records (MPM).

The Procedure:

Print and label existing inventory and bins.
Print and label parts as they are purchased, bin as they are created.
Pull labels and place on work orders or other documents as parts are used.
Post parts in the usual manner (to work orders, manual charge outs, etc.). When prompted for the part number, scan in the bar code. If you charge out parts over-the-counter, the use of piggyback labels comes in handy for heavy or large parts. Rather than carrying the item to the location where parts are normally scanned, you can simply peel off the part label to be scanned. Another solution is to keep a manual containing bar coded labels for these types of parts at the workstation. Be sure to use the Quick Post feature to save even more time when posting parts to work orders. Refer to "Quick Post" in Chapter 7-Work Orders for more information.

Setting the Create Tags Flag

Part tags are created 1) manually, 2) when new parts are added to the system, and 3) when parts are received on purchase orders. But, in order for this to happen the Create tags flag must be active in the part record. This flag can be activated individually through the part record or globally for a range of parts using the Global Part Change program in the Utilities 2 add-on package (SIAG). To flag an individual part record for tags, do the following:

Select Master > Part > File Maintenance from the RTA main menu (MPM).
Enter a part number or press F1 to select a part from the lookup list.
Select the Create tags checkbox.
Save the record.

Creating Part Tags

In order to print part tags, the records must exist. There are three methods for creating the needed part tag records:

Manually
By adding new parts to the system
By receiving parts on purchase orders

Each of these methods is described in the following sections.

NOTE: Once created, tag records remain on file until they are printed or deleted from the system. This file can accumulate a lot of records, especially if you're adding and receiving new parts daily, so be sure the Create tags flag is set properly for your parts.

Creating Part Tags Manually

To manually create part tags, do the following:

Select Parts > Tags/Labels > Create Tags by Bin OR Parts > Tags/Labels > Create Tags by Part from the RTA main menu (PTC, PTR).
Depending upon your selection, enter either the starting and ending bin number or part number range or press F1 to make a selection from the lookup list.
Specify the number of tags to create for each part in the specified range or press ENTER to create tags for the current quantity on hand.

Creating Part Tags for Newly Added Parts

The process of creating tags for new parts added to inventory is very easy because it doesn't require any extra steps. Simply add the new part record in the usual manner, through the Part Inventory, Work Order, or Paperless Shop modules, and do the following:

Select the Create tags checkbox.
Enter a quantity in the stocking area(s).

As long as these two steps are completed, part tag records will be created for the specified quantity. Refer to "Adding a Part" in Chapter 5-Parts Inventory for instructions if necessary.

NOTE: Tag records will not be created for newly added parts that are flagged as non-chargeable parts, even if Create tags is activated. If you want part tags for these types of parts, you'll need to create the tag records manually.

Creating Part Tags for Purchased Parts

To create tag records for parts received on purchase orders, do the following:

Create the purchase orders in the usual manner (PPA, PPC).
Receive the PO or PO line(s) when the parts come in.
Choose Yes at the Create tags prompt.
Complete the process in the usual manner. The Received Date, Invoice Number, and Invoice Date prompt may or may not be available depending on how your switches are set in the Parts Parameters (SSM, Parts Parameters tab).

Refer to "Receiving Parts into Inventory" in Chapter 5-Parts Inventory for instructions if necessary. Tag records will be created for parts flagged for tag creation; however, they will not be created for parts that are flagged as non-chargeable parts. If you want part tags for non-chargeable parts, you'll need to create the tag records manually.