- To manage parts in EMDECS, open the Parts menu and select Part Master.
When the Part Master is first opened, the Parts Catalog tab is displayed. The Parts Catalog screen will only display a
couple hundred results at a time. As you
scroll down more results are loaded.
For each part, it's part number, description,
manufacturer, VMRS code, product group, and preferred vendor are listed. You can also see if the part is active and
print a barcode label by clicking on the printer icon (note, label printing
requires Internet Explorer 11 and a connected direct thermal barcode label
printer; our supported model is the Zebra ZD420).
The Non-Catalog Parts screen only lists parts that are
not set as stock parts. You may add
parts as non-stock if they need to be created on the fly for one time use but
are not going to be stocked in your inventory for future use or included in any
parts re-ordering. Non-catalog parts are not considered when generating part reorders.
There are three action
will move the part to your main parts catalog.
Allow you to merged the part with another part.
Part is set to inactive.
- Back on the main Parts Catalog tab, to locate a
specific part, enter search terms in the Search field and click on the Refresh button. EMDECS will search for matches in the part number,
description, manufacturer, VMRS, product group, and vendor fields. By default, the Include
Inactive checkbox is selected. Uncheck Include Inactive to
exclude inactive parts from the search results.
To view or make changes to existing part settings,
click on the part number.
Part Settings Screen
A part settings screen will pop-up after clicking on any part number. The top pane contains the Part Number - Description settings. Here you can view and edit the part number, description,
and default preferred vendor. This can
be changed using the drop-down list. The
following check boxes are available:
Active: Active parts can be issued on repair
orders, sold in counter sales, received in EMDECS, et cetera. Parts cannot be deleted from EMDECS to ensure
that part transaction history is always retained. Uncheck Active if a part number is no longer in use and is not in stock in any of your
Stock: Check this option if a part should be
included in the Parts Catalog. Uncheck stock to move the part into the
non-catalog parts list.
Replenish: Check this option if the
part should be included in automatic part re-orders.
Part settings are located under the Settings tab.
There are several settings that can be viewed and
modified using drop-down lists, including the product group, UOM (or unit of
measure), markup group, warranty, manufacturer, and GL account group can be
specified by selecting the appropriate option from the drop-down lists. The green plus signs next to a field can be
clicked on to add a new option to the drop down list. To add new entries to lists, such as the product
group, markup group, etc., click on the green plus signs.
The following settings are available:
UOM (Unit of Measure)
Core Part #
GL Account Group
Weight & UOM for the entered weight
Add New Product Group
Product Groups require a code and description with an
optional notes field.
Add Item Markup Group
Item Markup Groups require a code and description.
Add Parts Warranty Code: Warranty Wizard
Adding a new parts warranty code opens the New
Warranty Schedule set up wizard.
A warranty program code and description are
Notes are optional.
If an extended warranty is offered on top of
the base warranty, put a check next to Extended Warranty Purchased.
The warranty coverage period can be defined using a
period of time and an optional reading value.
The warranty will expire when either threshold is reached (i.e. after 36
months or 100,000 miles, whichever comes first). Click OK
to save the new warranty schedule.
Core Part Setup
Clicking on the core part number set up link opens a
pop up window to either select an existing part as the core, or to create a new
part as the core part linked to the main part. Fill out the form and click Link
Core to add the core part linkage.
Add Inventory Line
Inventory Lines require a code and description.
Add Inventory Class
Inventory Classes require a code and description.
Add Count Cycle
Physical count cycles require a code and description.
Add Part Notes and Check Box Options
Notes can be added and check boxes provide settings
for whether negative on hand quantities are permitted (this will be greyed out
if your corporation is set up with a negative on hand restriction), a return
policy, location requirement, tax exempt status, and serial number settings and initialization.
Initialize Serial Numbers
To initialize serial numbers, a unique serial number
needs to be linked to each on hand part in inventory. Click Add to input the serial numbers then click Initialize at the bottom of the screen.
Other settings are found on the right-hand side as links that can be clicked
on to specify additional settings and features, including:
Each is outlined in detail in steps 18 - 23.
A VMRS restriction will highlight a part in red when
it is used on a repair order with a labour activity that does not match the
selected VMRS codes. This serves as a
reminder or warning for service technicians that they may be issuing the wrong
part number for a job, or they may have selected the wrong VMRS code for the
work they are doing.
Selected system codes are displayed in the pane in
the right hand side. To add additional
system code restrictions, select them from the allowed system codes list on the
left and then click on the right arrow to move them to the selected code
list. Selected codes can be removed by
clicking on them and click on the arrow to move them to the left.
Click Next after adding all necessary system codes.
Repeat the same steps to add VMRS Assembly
to save the part VMRS settings.
The pop up window displays the date the part was
merged under the current part, along with the part number and its description.
Equivalent parts that can be used as a substitute are
listed on this screen for reference. To
add a part to the list, search for it in the Part # field, then click Add.
Vendor or manufacturer bar codes can be scanned and
linked to the part on this screen. Using
a barcode scanner, scan the UPC code and then enter the quantity of parts, and
Creating a kit is a reference for parts that are
usually used together for a job. Search
for a part number, enter a quantity, then click add to build a kit.
Click Add to add additional part feature codes.
Costs & Pricing Tab
Part cost and pricing settings can be viewed and
edited under the Costs & Pricing tab. The screen has three major
sections: Company Costs, Warehouse
Costs and Overrides, and Catalog.
In the Company
Costs section at the top, the part currency, costing method, and costs can
be viewed and modified.
Method drop-down list can be used to change the part markup when added to
repair orders or counter sales. This is
set according to your EMDECS system defaults. Changing this value allows you to create an exception. The individual part will be marked up differently
if the costing method is changed. The
costing method options are:
- Average: Part price is marked up based on the average
cost of purchasing / receiving the selected part.
- Standard: Part price is marked up based on a standard
cost. The part cost / price will not
change over time.
- Last: Part price is marked up based on the last /
most recent purchase cost of the part.
- Landed: Part price is marked up based on the last /
most recent purchase of of the part and includes any added costs on the PO / receiving,
such as freight fees.
Landed: Part price is marked up
based on the average cost of purchasing / receiving parts and includes added
costs, such as freight fees.
Depending on the configuration of your
EMDECS account, the system may markup parts based on your overall corporate
cost or warehouse specific cost.
example, if you have cost by warehouse enabled, the part cost and markup price
will be different for each inventory warehouse location.
Repair shops in Houston and Austin would have
different part prices based on location specific purchase costs.
If you use our default corporate setting,
your customers will pay the same price regardless of whether they buy the part
in Houston or Austin.
If you need to
change your system configuration, please contact our customer experience team.
Exceptions and overrides to part contracts, for the
individual part, can be made under the Warehouse
Costs & Pricing, Override
Contract Pricing, and Override
Contract Pricing by Location subtabs.
Part catalogs can be added to specify different part
numbers and costs from different suppliers.
Adding a catalog part adds an additional purchase option for ordering
parts outside of the preferred vendor.
Click Add Catalog Part
linked part numbers from a different vendor.
- Show Contract
Contract Pricing button opens a pop up window to view part charges, or price,
based on the location selected at the top. For example, if a customer named Possum Lodge is assigned to the parts
markup code "LODGE," the price Possum Lodge is charged for the part
will be $209.99, as pictured below:
- Purchase History Button
Clicking on the Purchase
History button opens a screen with purchase and receiving history.
Contract pricing for the individual part can be
overridden by opening the Override
Contract Pricing tab and clicking on the Add Override link.
Pricing by Location Subtab
There is a location specific Add Override option under Override Contract Pricing by Location.
Add Pricing Overrides
To add a price override, select a contact from the drop down list, currency, location (if applicable), effect date, and select whether it is based on a markup percent or price before entering the percentage or price. Click OK at the bottom when done to save the override.
Add Catalog Part
Catalog parts added in the Catalog pane at the bottom of Costs & Pricing are identical parts from other vendors that use a different part
number. (i.e. Vendor ACME Parts Inc. might sell an identical part with a
different part vendor and different pricing).
To add catalog parts, click the Add Catalog Part link. In the pop-up window, enter the vendor's part number in the Catalog field, and then provide a
description, currency, and unit of measure. The price and notes are optional fields The Convert to Stock value is
also required and defaults to 1. Change
this value if the part is ordered and received in multiples. For example, if the vendor sells the part in a package by
the dozen, enter "12" in the Convert to Stock field. Each time the part is ordered and received,
EMDECS will add six parts to your on hand inventory.
Stock Availability Tab
Select the Stock
Availability tab to view inventory on hand quantities and parts on other
for each of your inventory warehouses. Part storage locations are also displayed and can be added by clicking
on Part Location.
- When specifying a part location, a store room, row
number, shelf, and bin number may be entered along with notes.
Replenish Settings Tab
Part specific replenishment, or re-ordering settings,
can be configured under the Replenish
Click the Add
Replenish Stock link to set up auto replenishment settings for the
If different warehouses require different preferred
vendors, click on the Vendor link to
add a preferred vendor by location.
The following options are available for configuring
Warehouse: If applicable, select a warehouse from the
drop-down list (auto-replenishment is warehouse specific and needs to be
configured for each of your inventory warehouses).
Reorder Method: The following options can be selected from
the drop-down list:
- No Order: The part will not be re-ordered
Trend: Ordered based on its usage
over the last 90 days
- Min/Max - Orders are based on minimum and maximum stock level settings. Once the on hand quantity goes below the minimum, EMDECS will generate
a reorder to restock up to the maximum on hand quantity. For example, if you have a min of 10 and a
maximum of 20, once the on hand goes down to 9, EMDECS will suggest re-ordering
11 parts to restock up to the maximum of 20.
- Just-In-Time - Orders are derived from a formula that considers usage history and preferred
supplier lead time to estimate when the part should be re-ordered so it arrives
just in time to be used. This helps
reduce on hand stock levels so you do not sit on excess inventory. For assistance in adjusting the just in time
formula, please contact our customer experience team
Min: The minimum on hand stock
quantity when using Min/Max reordering. A re-order is triggered when the on hand quantity is below this number.
Max: This is the maximum stock level that should
be kept on hand. Each time a re-order is
generated, the system will re-order up to this maximum quantity.
Order Qty Min: This is the minimum number of parts included
on an individual purchase order. This overrides
the max setting above, in the event that individual orders have a quantity
limit that is higher than the stock level maximum (for example, if the part is
ordered in bundles of 12 but the max value is 10).
of: Enter a number here if the part
is received in multiples. For example,
if the part can only be purchased in pairs of rwo, enter "2" in this
Order UOM: Select a unit of measure from the drop-down
list, if the part is purchased in a unit of measure other than the part default.
Factor: The factor indicates the quantity of parts
that corresponds with the Order UOM. For
example, if the part is ordered by the gallon, but sold by the quart, enter 4
in the factor field.
Manual): This field allows you to
enter a part usage code.
Notes: Optional free form notes field.
Consignment: Check this option only if the parts being
re-ordered are the property of the vendor and do not count as an inventory
asset. When generating a stock on hand
value report, for example, you can specify whether or not to include
Set Preferred Vendor by Location
To set different preferred vendors for your different shop locations, click the Vendor link in the Preferred Vendor by Location pane, fill in the
fields shown below, and click OK to save:
Location: Type in the location or warehouse name, then
select the location from the search results in the drop-down list.
Vendor: Type in the preferred vendor for the selected
Effective Date: Defaulted to the current date and time. You can change the date and time if it should
not take effect immediately.
Override Taxes & Surcharges Tab
From the Override
Taxes & Surcharges tab, part specific overrides or exceptions can be
added for taxes (top section) and surcharges (bottom section) collected on
repair orders and counter sales. Click
on the Add Override links to add a
tax or surcharge override.
To override a tax, select the tax code from the
drop-down list and enter a location, if applicable. Two override options are available: Percent or Flat Rate. Enter the override amount and click OK to save.
To override a surcharge, select the surcharge code
from the drop-down list. Two override
options are available: Percent or Flat Rate. Enter the
override amount and click OK to
Pictures can be uploaded to display images of the
part or its packaging. Open the Pictures tab then click Choose File to select a file to upload
Browse to the folder on your computer where the
images are saved, select the file, and click Open.
The file name will be displayed.
Repeat steps 39-41 to upload multiple images for the
Use the horizontal scroll bar
below the image(s) to scroll through multiple uploaded pictures.
The History tab provides detailed part transaction history. The RO From and To date fields are required fields.
Use the radio buttons at the top to specify whether
you want to see transactions based on RO Usage, RO Invoices, Profit & Loss,
Purchases, Vendor Invoices, or All Transactions, then enter your search
criteria. Click on the Refresh button to update the search
Use the Export button to download the search results to a spreadsheet file that can be opened
using Microsoft Excel.