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Parts Database
Rental stores that sell parts generally don't keep one of everything on hand, as it would be too unwieldy; they will keep plenty of air filters and spark plugs, and special order anything unusual. The Point of Rental program works the same way where we do not want to maintain item records for tens of thousands of parts that we may never sell. The Parts Database is separate from your Point of Rental database and allows you to quickly look up the information on a part or add the part to your Point of Rental database so it can be purchased and sold on Work Order or Repair contracts. Please note you are only allowed up to 20 Parts Databases at a time.
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Getting there
Here's how to get there
Expert: Program Menu > Database Management > Parts Database - Import
Elite: Tools > Database Management > Parts Database - Import
Parts Database Import
1. The first step is to get the file from the manufacturer or distributor. We recommend using a comma delimited or tab delimited file with a .csv or .txt extension. Point of Rental can also accept a fixed-length file with a .txt extension, though this is not a recommended file format. The file must be accessible from your server. The easiest way to get a file on to your server is from a USB thumb drive.
2. Next, it is recommended that you open the file and review the information that is included. In the example below there are six columns of data. At a minimum the file should include the Part Number, Item Name, Sell Price, and Cost. If there is extra information that is ok; you will only use the data you require.
3. Access the Parts Database - Import from your Expert or Elite application.
4. You can manually type the path and filename or click on the three dots to the right of the filename field to open the file selection window.
5. Select the vendor from the drop-down list or choose a new vendor. When you choose 'New Manufacturer,' enter the manufacturer's name in the box below.
6. Select the Item Category. This will be the category used if and when you add a part to your Point of Rental database.
7. Enter the Vendor number. This will be the vendor used if and when you add a part to your Point of Rental database.
8. Enter an Item Key Postfix. This is recommended to make sure your Item Keys are unique and not duplicated when two manufacturers have the same part number, e.g., add BR for Briggs or ST for Stihl. The Item key would look like this: 123456789BR or 123456789ST.
9. If the first row of your import file has Header information (field labels: part number, selling price, cost, etc...) check the box.
10. Choose the type of file you are importing. (We will not cover fixed length at this time.)
11. Import Prices are in dollars. If your import file shows the sell and purchases price in decimal format (5.10 = $5.10), check this box. If they are not (510 = $5.10), uncheck the box.
12. Make a selection for your Sell Price.
a. 'From Import File' will use the selling price as defined in your import file.
b. 'Vendor Markup' will use the Vendor Markup Matrix.
c. 'Markup Purchase Price %' will use the cost of the part and the percentage you enter to set the selling price. 200% would make a $10 item sell for $30.
d. 'Markup List Price %' will use the selling price of the part and the percentage you enter to set the selling price. 50% would change the selling price from $10 to $15.
13. Make a selection for Purchase Price.
a. 'From Import File' will use the purchase price as defined in your import file.
b. 'Percent of Sell Price' will use the selling price of the part and the markdown percentage you enter to set the purchase price. 10% would set the purchase price to $9 on an item you sell for $10. You would only use this if your vendor did not include your cost in the import file. This is a way for you to get an estimation of your cost based on the selling price.
14. Use columns 1 through 20 to map your file to the correct fields in the Parts Database.
15. As you map each field, the data will display to the right of each column field.
16. The --> button in the top right corner allows you to move through each record to verify you have mapped the fields correctly.
17. The Reload File button simply displays the first record in the import file allowing you to move through the file again if needed.
18. After completing this form it is highly recommended that you click the Save Settings button. The next time you select a file with the same filename your selections will be filled in automatically.
19. Click Import Records.
20. If you are updating an existing Parts Database, you'll have the 'Update Prices' option. This option will allow you to update the Sell Price and the Purchase Price of an item that you had previously added to your Point of Rental database. Check any or all boxes, if appropriate.
Lastly, you will see a confirmation dialog indicating the number of parts imported, and any errors such as duplicate keys.
Deleting Manufacturers from Parts Database Import
1. From the Database Management module, select Parts Database - Import.
2. Enter the Manufacturer.
3. Select Alt D.
4. It will ask you if you want to delete. Select Yes.
5. Exit out of the program.
6. The manufacturer should be gone.