Partnumbers
The Auto Shop Writer provides a space 20 characters long for partnumbers. We have yet to see a number which exceeds this requirement.
You may use numbers, letters, or symbols. When using letters, the system will default to capitals for consistency.
It is strongly recommended that you use the manufacturers partnumber for your inventory. This will make it easier for all of your staff to find the correct items when entering parts. In addition, it will provide correct information for stocking, and re-ordering.
Partnumbers are sorted in alpha-numeric order. Some people are confused by this process. They feel numbers should be in numerical sequence:
100 121 145 976 1253 2235 14065
When computers must sort based on numbers and letters, it defaults to an alpha-numeric sort. Each letter is translated to a "decimal value" as is each number and symbol. Spaces also have value. The computer sees a string of 20 "decimal equivalents" and sorts the information accordingly.
Thus, the partnumber 14577 is written as:
49 52 53 55 55 32 32 32 32 32 32 32 32 32 32 32 32 32 32 32
The number 185 is written as:
49 56 53 32 32 32 32 32 32 32 32 32 32 32 32 32 32 32 32 32
As you can see, when the computer prints the list, the number 14577 will print before the number 185, because the second decimal equivalent of the first part, 52, is smaller than its counterpart in the second number, 56.
When placing typical characters in sequence, you will find spaces have the lowest value, followed by the dash (-), numbers (0-9), the underline (_), and then letters (A-Z). Please note, 0 is the lowest number.
Cross Reference System
It is normal for a shop to have several similar parts which have different numbers because they are from a variety of sources. These may be easily interchanged when performing a service. For this reason, the Cross Reference system has been developed.
When adding a part to a workorder, the The Auto Shop Writer system will first check the stocking quantity of the part ordered. If the quantity is 0, or below, it will ask if the operator wishes to substitute a part. If Yes, the system will then display all of the cross referenced parts that have stocking quantities.
Parts are cross referenced using a common part number. A given part is manufactured by five companies, and each has its own number, ie. 127XA, FP-123, OF-1, FIL-27X, and FR-02-1. The original equipment manufacturer uses the code OF-1 as its part number. Although you stock this part in inventory, you also stock the other four. Each would have their individual partnumber listed under a separte inventory record.
To cross reference them, they would each have the OF-1 code in the Cross Reference field.
By using this system, no matter which part is used, if it is out of stock, all of the other parts, with stocking quantities, would be displayed.
*** COMMON ERROR NOTE *** Often people will enter a number of one other part in the Cross Reference Field, thinking the system will simply look up the other part. This is not the case. Be sure to use the same cross reference code with each part that is capable of being substituted. Otherwise, the system will not function properly.
*** SPECIAL ALERT *** Some systems suggest that you only use one partnumber, that of the OEM part, and then just substitute in another manufacturer's part under that number. In many states this is illegal, and can be considered fraud. It is very important to always provide the manufacturer's partnumber for the item you actually used in the service.
Superceeding Part Numbers
When a part has been replaced by a new number, there are two options. First, the operator can change the old partnumber on a record to the newly assigned number. For many people, however, parts change so rapidly that they want to retain the old
number because it has been remembered.
In such a case, create a record for the new number, and enter that number in the filed entitled Superceeded By on the old part number record. Then, whenever the old number is requested, the new number will actually be placed on the workorder.
To eliminate a referral, simply erase the partnumber from the superceeded field.