Fleet Maintenance Software Information Page

Inventory Form

CMMS Inventory Form

Part Number: For your Fleet Maintenance Software, this 20 character alpha/numeric field is the main identifier for the part. You may use your own internal numbering system or the manufacturers numbering system. We recommend that you use the manufacturer’s part number so that you do not need to maintain your own catalog system. A part can easily be found in the inventory system by searching the part's actual part number and without having to refer to a cross-reference system. Part numbers can be changed at any time. All references to that part number will also be changed.

Part Number Other: A space provided for an additional Fleet Maintenance Software part number to be specified in. If in the first Part Number field you used your own internal numbering system you may choose to display the manufacturers numbering system in this field or vise versa.


General Tab, Inventory Form

(See the previous illustration)

Description: The description of the part. There are three lines available for detailed information.

Last Cost: The last cost of this item. This is computer generated from the last receipt however you may also enter it manually. Notice that inventory prices extend to four decimal places.

Average Cost: The average cost of this item, computer calculated.

Location 1: Location 1, the primary location, indicates where a part is stored.

Vendor: The preferred vendor for this part.

On Hand 1: The quantities on hand at location 1. It is possible to have a negative number at a location if a part has been issued but has not yet been input as received in the computer. If the system security has been set up and the logged in user does not have access to Inventory on Hand the quantity of inventory on hand at any location may not be manually changed.

Keyword: This is a manually entered keyword used for searching and sorting information. It is an optional entry field. If you choose not to enter information in this field, please be aware that if you select as a sort option keyword from the Inventory List, there will be no List available. You will be given an opportunity to enter the information in a form.

Minimum 1: The minimum quantity to keep at this location. This number has been manually entered during the set-up of this part as an inventory item. If the quantity on hand is less than the minimum specified at any location the quantity column for that inventory item will be displayed in red.

Equipment: Type of equipment the part is used on.

Units of Measure: How this part is measured. Any text may be entered here. If left blank this field will default to EACH.

Dwg/Doc File: This feature is available in the Optional Inventory Enhancement Module. It contains the name of the graphics file attached to this part. The file must be in one of the listed graphics file formats displayed in the file dialog window. If you have the Optional CAD Module, DWG, DXF, or PLT file formats can also be used.

Use “View” button to display in Windows program: When this box is checked, the drawing can be displayed in a Windows program when a View button is pressed.

Inventory Item is Inactive: When this box is checked, the piece of inventory will be marked as inactive. Inactive items are displayed in red on the Inventory List if the Show All box is checked. If the Show All box is not checked, items marked inactive are not shown on the Inventory List. Inactive items never show up on the Inventory select list. You will not be permitted to assign an inactive part to a piece of equipment or to a work order. These items will also be shown as inactive in the inventory master report.


Other Locations/Valuation Tab, Inventory Form

CMMS Other Locations/Valuation Tab, Inventory Form

The Other Locations/Valuation tab is available in the Optional Inventory Enhancement Module. This tab includes locations 2 through 5, which store information when using multiple locations to store inventory.


Purchasing/Other Vendors Tab, Inventory Form

CMMS Purchasing/Other Vendors Tab, Inventory Form

Standard Order: The quantity that would normally be ordered due to economics or usage.

On Order: On order reflects the total quantities now on order.

Committed: The total amount of these parts that have already been reserved for work orders.

Lead-time: The number of days it usually takes from ordering this part to receiving it.

Warranty: How long the manufacturer will warranty this part.

OEM: Enter the name of the original equipment manufacturer. This is a 25-character alpha/numeric field.

Priority: How critical it is to have this part in stock.

Contract No: Number of the purchasing contract of the primary vendor.

Account: The account number of the category the equipment falls into.

Last Physical: This feature is available in the Optional Inventory Enhancement Module and keeps the date that this part was last counted.

Taxable: Yes in this field indicates that this is a taxable item.

Other Vendors: A list of other vendors that supply this part.

Inventory Vendors Form

CMMS Inventory Vendors Form

The Inventory Vendors Form is used to add other vendors that are suppliers of the inventory item.

Vendor: Name of the vendor.

Cost: Cost of the product.

Note: Use this field to add a note to the vendor.


Notes Tab, Inventory Form

CMMS Notes Tab, Inventory Form

Use this list for any notes on this inventory part.


Cross Reference Tab, Inventory List

CMMS Cross Reference Tab, Inventory List

Displays the Cross Reference List enabling you to check for substitute parts.

Inventory Cross Reference Form

CMMS Inventory Cross Reference Form

The Inventory Cross Reference Form is used to add other parts that could be used as substitutes for this inventory item.

Vendor: Name of the Vendor.

Cross Reference No: Number by which the Vendor and the Product can be cross-referenced.

Cost: Cost of the Product.

Note: Any additional information regarding this cross-reference.


History Tab, Inventory List

CMMS History Tab, Inventory List

Displays the History of the highlighted inventory item including Date, Activity, Quantity, Cost, and Vendor. From this list you can also access the Inventory History Formto add or edit inventory history.


Equipment Used On Tab, Inventory List

CMMS Equipment Used On Tab, Inventory List

Displays the equipment number and description of equipment that use this part. It also accesses the Equipment Used On Form allowing you to enter additional equipment on which this part is used.