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How to Setup & Maintain Your Auto Parts Catalog
Author: Steve Childs Reference Number: AA-02480 Created: 2017-01-24 07:30 Last Updated: 2017-02-06 07:05 |
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Big Picture Problems...
If you sell auto parts you have the following headaches related to keeping your inventory information accurate:
- You have an Inventory Item List, which stores a unique list of the parts you sell.
- Problem #1: New items need to be added to the list every month.
- You have an Inventory Item Catalog (of search criteria) which can have 1 or more ways to search for each part. (If you have a part that fits 10 vehicles, you will need to be able to search for it using 10 different year/make/model search options AND you will want to have the proper description appear on your Invoice to your customer.
- Problem #2: Your suppliers send you a spreadsheet of their parts for sale. They typically do NOT send you a catalog of all the vehicles each part fits--they just send you a parts list. They leave it to you to figure out which vehicle(s) each parts fit and to figure out how to get it into your accounting system.
- Problem #3: The data needs to evolve as new parts come out--meaning the year range needs to be updated a few times and the OEM # may also change several times.
- You typically have more than 1 Supplier for each part.
- Problem #4: You need to figure out how to get each suppliers new parts (along with their unique part#, their cost to you, their case pack requirements, etc) into your system.
- Problem #5: You need to figure out how to 'update' supplier costs when their prices change.
These problems make it a real challenge to keep your inventory item list, your item catalog, and your supplier costs up to date. The following are 2 basic options you have when using OneSource.
Option 1 (the way we do NOT recommend...)
- Step 1: Hand enter each new part OR try to import parts from the lists your suppliers email you. (Their lists are not a 'catalog' so your search catalog will be inaccurate. Also, their lists are incomplete, meaning they cannot provide you with many of the fields of data you need in OneSource like GL Accounts, Min/Max Levels, Item Category, Bin Locations, etc. ).
- Step 2: Hand update each change to the part catalog, each change to supplier costs, etc.
Option 2 (the easier way...)
- Step 1: Use the OneSource Partslink Wizard (OSPLWiz) to accomplish these tasks:
- Review the list of parts (and their associated catalog) ready to be imported (from fresh updates of Partslink data--available from OneSource). NOTE: The wizard has various options to automate the selection of the parts (such as part types, make and model types, etc) that you do and do not want to import.
- Set the Min/Max levels on particular parts that you would like to purchase in the near future. (By entering a Min/Max level the Auto PO tool in OneSource will add the parts to the list of suggested parts to buy, based on Min/Max levels (for a set period of time that you define), until such time that the part has enough sales history to appear on the list from sales history information).
- Import the parts, which will:
- 1--add new parts to your OneSource Item List,
- 2--create a searchable catalog for each new part, and
- 3--update information that has changed (usually on 5,000-10,000 of the parts such as changes in year ranges, changes to the OEM # or the OEM Price).
- Step 2: Run the OneSource Automated Purchase Orders tool (option #3) and select the Min/Max option. This will help you:
- Generate a list of parts to be ordered based on past sales history and/or min/max levels--including a suggested qty to order.
- Analyze the sales history and trends, inventory levels, etc.
- Create an Excel file to export and email to 1 or more suppliers to get an updated price quote.
- 'Save' the Auto PO list to review later (when each supplier has sent you a price quote for the parts you want to buy)
Note: To learn more about how to automate your purchasing and supplier cost updates see Using the Automated Purchase Orders (Auto PO's) screen.
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