This is the main number we use to look up the item. See Creating Part Numbers below for more info
The Bar-code number field is used when printing a bar-code label. It is often the same as the Look-up number.
You can have any number of suppliers for any stock item. Each supplier can have their own part number for that item and when we create a Purchase Order it will also show the appropriate number for that supplier. Supplier Part Numbers are normally also set as an Alternative Number, however as we cannot have the same part number point to 2 different stock items there is an option to not set it as an Alternate Part Number.
Alternate Item numbers
You can have any number of alternative part numbers referencing a particular item. The Alternate numbers are stored in a different file and do not take up space in your stock file. Alternate Part Numbers must be unique. See later section on Alternative Item numbers.
Super-session numbers are common with large Manufacturers of Genuine items. They are normally for the same item but with a slight change or improvement, or sometimes they may just have a different part number because they were made by a different sub-contractor.
There can be many numbers in a super-session chain. For example: if part number: 1001 super-seeded to 1003, and 1003 super-seeded to: 1005. Your stock should always be kept on the last number in the super-session chain (i.e. 1005), so that if you entered 1001 or 1003 the super-sessions should take you to 1005. But if the stock was kept at 1001 or 1003 and we entered 1005 then it would not find the earlier numbers. Most suppliers now-a-days do not use reverse or loop super-sessions as this would put an automated system into a continuous loop
Evopos can check Supplier Price Books for super-sessions so it is normally best to leave the super-sessions in the Supplier Price Book.
Special Part Numbers
So that like items can be grouped together we have a series of Part Number Prefixes that can be very helpful:
.G - General Items (eg: Delivery charges, Fees, Bonuses etc - So instead of remembering lots of general part numbers we can just enter .G and see a list)
.J - Jobs - These are normally auto-created when invoicing Job Labour - eg: .J123456 (Where 123456 is the Job Number)
.K - Kits (or Packages)
.M - Messages
.N - New Units
.U - Used Units
We also have a series of codes that can be entered at in many places including the sales part number entry, so we should avoid having Part Numbers that could conflict with these. Codes include:
-C999 - Select a Contact (where 999 is the Customer Number)
-G999 - Select a Gift Certificate (where 999 is the Gift Certificate Number)
-J999 - Recall a Job (where 999 is the Job Number)
-O999 - Select an Operator (where 999 is the Operator Pass-code)
-S999 - Select Sales Unit (where 999 is the Unit Stock Number)
Creating Part Numbers
Part numbers can be any unique combination of letters or numbers. A part number can be up to 20 digits long but it normally best to keep them much shorter especially if printing bar-codes. There is normally a limit of 12 digits on a Code39 bar-code label about 56mm wide.
It is best to have some rules when creating Part Numbers. For example
•If the item has a well-known part number, it is normally best to use that (eg: Genuine Parts, B8ES Spark plug, FA89 Pad)
•If you always get an item from the same supplier, it may be easier to use the supplier's part number
•On other items, or if it is advantageous to be able to calculate (or estimate) the part number, or if you want to group the items, it can be beneficial to have a Descriptive Part number (see below).
Note: If using a Descriptive Look-up number, you can use the Bar-code Number, Supplier Numbers and Alternate Numbers for any manufacturer or supplier part numbers
Descriptive Part Numbers
Descriptive Part Numbers help operators to find an item without knowing the part number. They also enable the items to be grouped together
•Break the part number down into segments, preferably with a consistent number of digits
•Keep numbers consistent and as short as possible.
•If you need to use a dash or space, all similar items must follow the same formula.
•Put the more important parts to the left. The first segment should stand for what they are, then the next most commonly looked up element. (See Examples below)
•Try to use consistent size and colour codes (see example below)
•Show the format you are using in the Category sample Item No field.
•Put the supplier number(s) as Supplier Number and also normally an Alternate Number.
•If it comes with a Bar-code put in the Bar-code Number field
Examples of Descriptive Part Numbers
First segment examples: TY-Tyres, BA-Batteries, GL-Gloves, HE-Helmets.
•Tyres could start TY, then the wheel diameter 17, 18, 19 etc. then the width / profile 110/90, 120/80 etc. and finally the model of Tyre MT81, AM21 etc. This would enable us to see all Tyres by entering TY or all 18" Tyres by entering TY18, or all the models for a specific size by entering TY18110/90.
•Helmets could start with HE, we would normally have the size before the colour so that all size 54 would be together and then the colour and then the model. eg: HE58BKAM7
Sample Colour Codes
R or RE=Red
K or BK=Black
E or BU=Blue
N or BR=Brown
W or WH=White
G or GR=Green
Y or YE=Yellow
Multiple records for the same or similar item
If you have more than one of the same part, and you want all your alternatives to appear together, then you may find it beneficial to enter a suffix. For example a genuine part number may be 1007. If you had a second-hand version of the same part it could be: 1007-SH.
Dashes and extra zeros
Some suppliers use a part number with dashes to make it more readable.
Also some suppliers pad out the numbers to a set length with zeros to make them a consistent length.
Normally the best way to handle this is to set these part numbers to include the extra 00s and exclude the dashes when entering them in Evopos, in both in the Price Book and the Stock file.
The point is the system can always find the part easier when:
•Less characters than the part number are entered, but not if more characters than the part number are entered.
•If the part number entered has dashes the system can take them out, but if it does not have dashes, the system would not know where to insert them to search with dashes.
There are ‘Pad with zeros’ options in Stock Maintenance and Price Book Maintenance.
The auto searching without dashes works most places (advanced search) but not in the Browse modes of Stock or Price Books.
Note: In the past, we did have an function in the advanced search that if it could not find the exact part it took the zeros off the end and searched for that, but we had to disable it as it would often bring up a completely different item which could be expensive if special ordered inadvertently.
In some places where you enter a part number (in Sales, Purchase Orders etc), the system will search by multiple different criteria. We call this Advanced Search.
Advanced Search works in the following sequence:
•Searches the Look-Up Number for the exact match
•Searches the Look-Up Number for the exact match without the Dashes
•Searches the Bar-code Number for the exact match
•Searches the Bar-code Number for the exact match without the Dashes
•Searches the Alternate Part Numbers for the exact match
•Searches the Alternate Part Numbers for the exact match without the Dashes
•Searches the Look-Up Number for items beginning with what was entered (In certain conditions)
•If more than 1 item was found meeting that criteria it would bring up a Browse window (In certain conditions)