parts manager - maintenance - training...

Parts Manager Maintenance Training Workbook 4.7.6

Parts | 2013-09-23 |

Parts Manager - Maintenance - TRAINING WORKBOOK

Part Profiles ................................................................................................................................................. 2 Updating the Profile for a Part ....................................................................................................................... 2 Part Qty. or Pricing Change ....................................................................................................................... 3 Processing Inventory Adjustments ................................................................................................................ 3 Part Organization ........................................................................................................................................ 5 Managing Parts Categories (Sources) .......................................................................................................... 5 Part Pricing .................................................................................................................................................. 7 Managing Global Pricing ............................................................................................................................... 7 Managing Inventory Matrix Pricing ................................................................................................................ 8 Managing Customer Pricing .......................................................................................................................... 9 Managing Additional Charges – Global by Inventory Type ......................................................................... 10 Managing Additional Charges – per Part .................................................................................................... 11 Creat ing a Par ts Kit for a Service Group ...................................................................................... 13 Customers & Suppliers ............................................................................................................................ 14 Managing Associate Information ................................................................................................................. 14 Exercise Completion ................................................................................................................................... 15 Notes ........................................................................................................................................................... 16 Appendix A – Inventory Profile Definitions .................................................................................................. 17


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Part Profiles

Updating the Profile for a Part From the Part Profile window numerous changes can be made to the part information. The key fields to

note in this window are Inventory Type, Category, Supplier and Bin Description.

Parts Profiles – Updating the Profile for a Part

Select Fixed Operations > Dealer Inventory

Input the Part number in the Part#/Desc (Part number/Description) field.

<Click> the button.

<Click> the button.

Press <Tab> to move to each required field and input the appropriate information to the fields that require a change.

See Appendix A for Part Profile definitions of each field at the end of this training workbook.

Changing the Inventory Type of a Part

<Click> the Type field to open the drop-down and select the new Inventory Type for the part.

<Click> the button to save the changes.

Changing the Category of a Part

<Click> the Category field to open the drop-down and select the new Category for the part.


<Click> on the button. Continue to <Click> until you exit all other windows.


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Exercise 1 - Changing Part Inventory Types and Categories

1. Find two Parts and change the Inventory Type.

2. Indicate the Part Number and Inventory Type in the table below.

3. Find two Parts and change the Category.

4. Indicate the Part Number and Category in the table below.

Ex e r c i s e 1 – C h a ng in g Pa r t I nv e nt o r y T yp e s a n d C a t eg o r i es

Part Number Inventory Type/Category

Part Qty. or Pricing Change

Processing Inventory Adjustments Inventory adjustments allow you to adjust the quantity in stock or the pricing of an item (or numerous

parts on one adjustment). For example, your main supplier notifies you mid month of a pricing change for

20 different numbers. You will need to update those numbers to reflect the change before the monthly

price file update comes.

Part Qty. or Pricing Change - Processing Inventory Adjustments

Select Fixed Operations > Inventory Adjustments

<Click> the button.

<Click> in the Supplier field to open the drop-down and select the appropriate Supplier and press <Tab>.

The Trans. Type field determines the account numbers affected and also the type of adjustment (pricing vs. qty.)


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Part Qty. or Pricing Change - Processing Inventory Adjustments

<Click> the button to start the adjustment on the part.

Input the Part number in the Part#/Sublet field and press <Tab> 3 times.

Input the correct quantity on hand.


** Make note of the Adjustment ID# shown on the top left.

<Click> the (Process Adjustment) button to complete the adjustment.

<Click> to confirm the processing of the adjustment.


Exercise 2 – Processing Adjustments for Parts

1. Create four adjustments for parts already in the training database.

2. Indicate the Adjustment Id # in the table below.

Ex e r c i s e 2 – Ad j u s t m e n t s f o r Pa r t s

Adjustment ID #


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Part Organization

Managing Parts Categories (Sources)

Adding a new category (or source) is simple in XSELLERATOR and you can also rename categories at any

time. After you have created your new category you can then reorganize your parts and move them to

suit your needs.

Part Organization – Managing Parts Categories (Sources)

Adding Part Categories

Select Fixed Operations > Fixed Operations Control Tables > Inventory Category Maintenance

<Click> the button to add a Category name.

Input the name of the new Category in the Category Name field.

<Click> in the Max Min Recalc (Maximum Minimum Recalculation) field to open the drop-down and select YES.


<Click> the button. Continue to <Click> until you exit all other windows.

Auto Change Inventory Category feature – To be used when you want move a mass number of parts to another category or when you want to re-categorize many parts based on sales activity.

Step 1: Setting the Sales Criteria for each Required Category

Select Fixed Operations > Fixed Operations Control Tables > Inventory Auto Change Category Maintenance

<Click> the button.

<Click> in the Supplier field to open the drop-down, select the Supplier and press <Tab>.

<Click> In the Category field to open the drop-down, select the Category and press <Tab>.

In the Min Hits field input the minimum sales hits required and press <Tab>.

In the Max Hits field input the maximum sales hits required and press <Tab>.

In the Months field input the number of previous months of sales data to be considered.


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Part Organization – Managing Parts Categories (Sources)

<Click> the button and repeat the above 5 steps as needed for other categories or suppliers.



Step 2: Moving parts into the correct/different Category.

Select Fixed Operations > Fixed Operations Control Tables > Auto Change Inventory Category

<Click> in the Supplier field to open the drop-down, select the Supplier and press <Tab>.

<Click> in the current Category field to open the drop-down and select the category to be pulled from and resorted based on sales activity.

Repeat this for all the categories required.

<Click> the button to open the Auto Change Inventory Category report window.

The report will show any parts for the Categories selected that “MEET” the criteria for MIN/MAX and # of Months and the alternative Category they will be assigned to.

For each part on the report that you DO NOT want to be moved <Click> on the line of

each item to highlight it and <Click> the button.

If needed, <Click> the button to print a copy of the report as a backup. Ensure the correct printer is selected so the backup is sure to print. You do not need to print for this exercise.

<Click> the button to send the report to the selected printer.

<Click> the button to have XSELLERATOR move the parts showing in the report.

<Click> to confirm the changes are agreed upon and the Parts on the report will be moved.

<Click> to confirm the process has been completed.


This may take a few minutes to complete, depending on the number of parts in your inventory.

If uncertain select NO and the process can be restarted at a later date depending on the amounts of Parts required to make the change.


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Part Pricing

PRICING HEIRARCHY Better Pricing! Best Pricing!

Managing Global Pricing Use the following procedure to maintain and adjust global pricing for proper markup on parts.

Part Pricing – Managing Global Pricing

Select Fixed Operations > Fixed Operation Control Tables > Inventory Global Markup Maintenance

<Click> the button to create a new line.

<Click> in the Inventory Type field to open the drop-down and select an Inventory Type, and press <Tab>.

<Click> in the Inventory Category field to open the drop-down and select a Category if required and press <Tab>.

Input the amount of markup that Retail price should be increased (or decreased by using a negative percentage) in the Percent Markup field.

Note - all parts in the Inventory Type and/or Inventory Category selected will have the percentage applied to the Man Retail Price with the results shown in the PC Retail Price as

soon as you <Click> .

<Click> the button to continue to apply the percentage and save the changes.

<Click> the button once the invoice has been posted. Continue to <Click>

until you exit all other windows.

Global Pricing (By Inventory Type and/or Category)

Inventory Matrix Pricing (By Sub System, Inventory Type, Category and Price)

Customer Pricing ((By SubType - Part Sales and/or WO’s) then Inventory Type

(Not Category))

Base Part Pricing

(Part File Price) Manufacturer Retail Price

By leaving the Inventory Category field blank, the markup will apply to the entire Inventory Type.


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Managing Inventory Matrix Pricing Matrix Pricing is the markup that is applied to a Part based on the cost or suggested retail price of the

part. Use the following procedure to input the Matrix Pricing Information.

Parts Pricing – Managing Inventory Matrix Pricing

Select Fixed Operations > Fixed Operation Control Tables > Inventory Matrix Pricing Maintenance

<Click> the button to create a new line.

<Click> the Sub System field to open the drop-down and select either Part Sales or Work Orders.

<Click> in the Inv. Type (Inventory Type) field to open the drop-down and select an Inventory Type.

<Click> in the Category field to open the drop-down and select a Category Type.

Input the Mf. Start Cost in the Mf. Start Cost (Manufacturer Start Cost) field (the lower price range of the Inventory item to be included in the mark-up) and press <Tab>.

Note -The field could be either MF Start Cost or Mf Start Price as defined in the System Control Tables.

Input the Mf. End Cost in the Mf. End Cost (Manufacturer End Cost) field (the upper price range of the Inventory item to be included in the mark-up) and press <Tab>.

Input the % Markup in the % Markup (Percent Markup) field, the percent markup that will be charged for the inventory item with the above input range of pricing.

For example: for 12%, input 12.00

Note - Changes made to the Part price matrixes in XSELLERATOR will not affect the information in other dealer’s systems and are effective immediately upon updating.

Note - All parts in the criteria selected will have the percentage applied to the Man Retail Price

with the results shown in the PC Retail Price as soon as you <Click> .


<Click> the button once the invoice has been posted. Continue to <Click>

until you exit all other windows.

<Click> any row to highlight the row, <Click> the button to remove the matrix price line.


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Managing Customer Pricing Use the following procedure to add and maintain customer pricing for a selected associate.

Parts Pricing – Managing Customer Pricing

Select Associate > Associate Maintenance

Ensure that the Display Type shows “Customer”. If it does not, <Click> in the Display Type field and select Customer and press <Tab>.

Input the first few characters of the Associates Name in the Find field and <Click> the

button.

<Double Click> the appropriate Customer (Associate).

<Click> the button.

<Click> the button to add a new line of pricing.

<Click> in the Sub System field to open the drop-down and select the area for the discount to be in effect (Part Sales or Work Order part sales).

<Click> in the Inventory Type field to open the drop-down and select the Inventory Type pricing being affected.

<Click> in the Pricing Basis field to open the drop-down and select the basis that the pricing is to be increased from or discounted from and press <Tab>.

For example:

Input the amount of Discount or Mark up percentage in the DM % (Discount/Markup Percentage) field and press <Tab>.

<Click> in the DM Type (Discount/Markup Type) field to open the drop-down and select whichever is applicable, Mark up or Discount and press <Tab>.

<Click> in the Use Retail field to open the drop-down and select Dealer Retail or Manufacturer Retail to determine which retail price is printed on the Customer’s (Associate) copy of the invoice and press <Tab>.

<Click> in the Print Retail field to open the drop-down and select YES to have the retail price selected above printed on the Customer’s (Associate) copy of the invoice.



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Parts Pricing – Managing Customer Pricing

Repeat by <Clicking> the button until all pricing scenarios are accounted for.



Managing Additional Charges – Global by Inventory Type Use the following procedure to manage global additional charges; this will set up automated charges on a

group of items (for example tire taxes on all tires).

Parts Pricing – Managing Additional Charges – Global by Inventory Type

Select Fixed Operations > Fixed Operation Control Tables > Inventory Global Additional Charge Maintenance

<Click> the button to add a new line.

<Click> in the Inventory Type field to open the drop-down and select an Inventory Type to which the charge applies (for example tires, for tire taxes).

<Click> in the Sub System field to open the drop-down and select either Parts Sales or Work Orders depending on the type of sale that the additional charge applies to.

<Click> in the Sales Type field to open the drop-down and select the Sales Type so XSELLERATOR knows the type of sale to which it applies (i.e. Warranty, retail or internal).

<Click> in the Veh Cl (Vehicle Class) field to open the drop-down and select the vehicle type that the charge applies to.

<Click> in the Charge Type field to open the drop-down and select the Charge Type that the additional charges should be credited.

If the money collected should go to a Third Party - <Click> in the Remit to Supplier field, begin typing the first few characters of the Supplier, select from the list of Suppliers and press <Tab>.

<Click> in the Amount field and input the amount that should be charged in each instance.

Repeat with any other Global charges by <Clicking> the button to repeat until all scenarios are accounted for.

If there are any corrections that are required, <Click> into the field that

needs to be revised, input the correction and <Click> the button.

You may leave as N/A to apply to all Vehicle Types.


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Parts Pricing – Managing Additional Charges – Global by Inventory Type



Managing Additional Charges – per Part Use the following procedure to manage global additional charges; to set up automated charges on a

single item (for example an environmental tax on a bottle of oil).

Parts Pricing – Managing Additional Charges – per Part

Select Fixed Operations > Dealer Inventory

Input the Part number in the Part#/Desc field and press <Enter>.

<Double Click> on the Part/Sublet number you want to add the additional charge to.

<Click> in the Excl Global Add’l Charge (Exclude Additional Charges) field to open the drop-down and change the selection to YES.

<Click> the (Additional Charges) button.

<Click> the button to add a new line.

<Click> in the Sub System field to open the drop-down and select either Part Sales or Work Orders.

<Click> in the Sales Type field to open the drop-down and select the Sales Type that the charge will apply (warranty, retail or internal).

<Click> in the Vehic Class (Vehicle Class) field to open the drop-down and select the vehicle type that the charge applies to.

<Click> in the Charge Type field to open the drop-down and select the Charge Type then press <Tab>.

If the money collected should go to a Third Party - <Click> in the Remit to Supplier field, begin typing the first few characters of the Supplier, select from the list of Suppliers and press <Tab>.

<Click> in the Amount field and input the amount that should be charged in each instance.

Repeat with any other Additional charges by <Clicking> the button to repeat until all scenarios are accounted for.


Parts | 2013-09-23 |

Parts Pricing – Managing Additional Charges – per Part



Exercise 3 – Pricing for Parts

1. Review three parts already in the training database.

2. Indicate the Inventory Type / Category and Price in the table below for each Part Number.

Ex e r c i s e 3 – P r i c i n g f o r Pa r t s

Part Number Inventory Type/Category Price


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Creating a Parts Kit for a Service Group You can create a Parts Kit by either using the current Parts inventory or the Shop Supplies account.

The two types of Parts Kits that can be created are:

Inventory Parts Kit - Uses Parts that are available from the dealership’s Parts department. By

associating or linking an Inventory Parts Kit to a Service Group, XSELLERATORTM automatically

charges for pre-determined Parts whenever a particular Service Group is added to a Work Order.

The Parts Department is notified of the required Parts via an electronic Parts request. Use the

below procedure to create a non-inventory kit.

Non-Inventory Kit - Uses items that are not supplied by the Parts department, instead they come

from the Shop Supply account. By associating or linking a Non-Inventory Parts Kit to a Service

Group, XSELLERATOR provides a method of attaching a specific Shop Charge amount directly to a

Service Group. This should be done by the service manager.

C r e a t i ng a Pa r t s K i t f o r a Se rv i c e G r oup

Add the Parts Kit to a Service Group

Select Fixed Operations > Service Group Parts Kit Maintenance

<Click> the button in the top half of the window and input a kit name in the Kit Name field.

<Click> in the Service Group field to open the drop-down and select a Service Group to attach the kit to.

<Click> in the Inventory field to open the drop-down and select Yes.

<Tab> to the OEM/RT field to open the drop-down and make a selection.

<Click> to save changes.

Add the Indiv idual Par ts to the Parts Ki t

<Click> the button in the bottom half of the window and input the Part number in the Part Number field. <Tab> to move to the Quantity field and input the quantity. <Tab> to move to the Price field and input a special price for this item. <Tab> to move to the OEM/RT field. <Tab> to move to the Origin field and select the origin.

<Click> to add the Parts to the Parts kit.

Repeat the above 2 steps to add more parts to the Service Group

<Click> to save your information

<Click> to close the Parts Kit Maintenance window.


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Customers & Suppliers

Managing Associate Information XSELLERATOR maintains and tracks all the customer and vendor contact information in one place. Use the

following procedure to change a customer’s address or phone number, as well as advanced information

such as customer pricing defaults, wholesale tax exempt number or vendor specific information like the

type of parts they supply (tires, oil, etc.).

Customers & Suppliers – Managing Associate Information

Select Associate > Associate Maintenance

Input the first few characters of the associate’s name in the Find field and <Click> the

button.

<Double Click> on the Primary Name of the appropriate associate.

Modify any information as required. Ensure that the Sub Type: field indicates “Parts Supplier” for any associate you intend to purchase parts from.

<Double Click> Supplier in the Associate Type box.

Modify any supplier specific information as required, such as the default “Inven Type”.


<Click> to close this window.

<Double Click> Customer in the Associate Type box.

Modify any customer specific information as required, such as “Wholesaler”, “Tax Vendor No” and “PO Req.”

Exercise 4 – Managing Associate Information

1. Review two Associates.

2. Indicate the information changed for each Associate in the table below.

Ex e r c i s e 4 – M an a g in g As s o c i a t e I n f o r ma t i on

Associate Name Old Information New Information


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Exercise Completion Please fill out and submit the completed exercises to your manager.

Pa r t s M an a g e r - M a in t e n an c e - Ex e r c i s e C o m pl e t io n

Exercise 1 - Changing Part Inventory Types and Categories

Part Number Inventory Type/Category

Exercise 2 – Processing Adjustments for Parts

Adjustment ID #

Exercise 3 – Pricing for Parts

Part Number Inventory Type/Category Price

Exercise 4 – Managing Associate Information

Associate Name Old Information New Information

EMPLOYEE NAME


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Notes


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Appendix A – Inventory Profile Definitions

I nv e nt o r y P r o f i l e – In v en to r y P r o f i l e D ef i n i t io n s

Main Part # Displays the Part Number for the Part.

Supplier Displays the current Supplier for the Part. <Click> inside the field to select a new Supplier for the Part.

Status Describes the current Status of the Part. A Part can have a Status of:

Active - The Part is a useable number in your database.

Cancelled - Ordering of a Part has been cancelled and the Part will not be available in inventory.

Obsolete - The Part is no longer in use and should not be ordered or used.

Quote - Indicates the Part is used for quotes only.

Superseded - The Part is superseded by another Part and is no longer used. Use the superseded Part instead.

Unavailable - The Part is unavailable due to being discontinued or is a re-sale item.

Description The field shows the default Manufacturer’s description for the Part. Dealers can edit or change the description to provide a more useful or meaningful description.

<Click> in the field and type the new description if required.

<Double Click> in the field to go to the OEConnection web function.

Lost Sales Displays the number of lost sales the Part has had in the previous 12 months.

One Time Set to Yes if the Part was ordered for a one-time Part sale or Work Order.

Ref. Part# Indicates a reference for the Part. For example, A/C Delco Part numbers.

Excl Global Add’l Chgs Set to No if global charges need to be applied to the item (the default setting).

Set to Yes if global charges need to be excluded for this particular Part.

Note - Global charges can be applied to an item in Fixed Operations Control Tables then Inventory Global Additional Charge Maintenance. For example, tires would have global charges.

Type <Click> in the Type field to select the Inventory type to be assigned to the Part. This tells XSELLERATOR which account the Parts value is recorded.

Inventory Types examples to be assigned include: Core Returns,


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Gasoline, Grease/Oil, Paint/Materials, Part, Sublet and Tire.

Note - Dealer specific inventory types can be added in Fixed Operations Control Tables then Inventory Type Maintenance.

Category Select the category for the Part from the drop-down.

Note - Dealership specific categories can be setup in Fixed Operations Control Tables then Inventory Category Maintenance.

Prices View the various price definitions for the Part including:

Man Retail Price - Manufacturer’s List Price.

PC (Parts Counter) Retail Price - Manufacturer’s list price with any mark ups from a matrix or global pricing table.

Trade Price - Trade price from the manufacturer.

Average Cost - Average cost of the item in your current Inventory.

Average Cost Core - Average Core cost of the item in your current Inventory.

Actual Cost - The amount it will cost to buy the Part from the Manufacturer.

Actual Core Cost - The core value attached to the Part number.

Auto Reorder Auto Reorder allows XSELLERATOR to automatically reorder a Part when the inventory drops below a specified value. The feature can be turned on or off for each Part.

If set to No the Part must be manually ordered when stock is low.

If set to Yes, the Part will be subject to the automatic reorder process.

Reorder to Level - The maximum number of Parts the system will reorder up to during the Auto Reorder process.

Minimum Level - The minimum level of stock adhered to during the Auto Reorder process.

Reorder Process – If set to Yes, XSELLERATOR uses actual sales statistics to automatically reset the above reorder levels if required. If set to No, reorder levels are locked-in and must be changed manually.

Note - The Parts Manager will have authorization to turn the auto-reorder procedure on or off.

Locations Describes the bin location where the Part is stored. Up to four locations can be defined for each Part.

Price File Update or view information about the Part.

Pricing Update – Shows the prices than can be excluded from the monthly price file update.


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Superseded From Part #.

Superseded To Part #.

Superseded Date - Specifies when a Part was superseded in the Part file.

Catalog Group – Specifies the group number in which the Part will appear in the GM Part Catalog.

Unit Pack Qty – Indicates the number of Parts in each Pack as sold by the manufacturer.

QPO - Indicates that the Part is eligible for quantity purchase from GM if there is a value in this field. If this field is blank, it is a regular order Part.

Quantities Specifies the number of parts there are:

In Stock

On Order

Auto Reorder

Spec. Ords in Stock - Specifies the number of Parts on hand that was ordered in for specific customers.

DS Distinct Sales Unit - Defines the way the Part will be sold.

Set to Yes, if the Part should be sold in increments (for example, by the foot or by the pound)

Ord/Sales Ratio 1 to: Input a Ratio to define the increments by which the Part can be sold.

<Click> to go to the Inventory History for this part.

<Click> to delete the Part.

XSELLERATOR will not allow the Part to be deleted if it is/was used anywhere in the system (Part Sales, Work Order, etc.)

Read the warning and <Click> to delete the Part.

<Click> to add any additional charges that should be applied to the Part. The Excl Global Charges field must be set to Yes.

<Click> to save any changes.

<Click> to exit/close the current window.

<Click> to access the XSELLERATOR notepad and add any special notes about the part.

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