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      Creating New Part Numbers
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        Creating New Part Numbers

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          Creating New Part Numbers

          To add a new part number for a customer, it is best to make sure you aren't registering a part that's already there. Luckily, Steelhead provides a way to do both of these things at once:

          1. First, press the Sales Orders button on the Home page.
          2. Then select the one you are using, or if needed make another.
          3. Then press the button that says "Add Parts (Table)" or "Save + Add Parts".
          4. Then on the Add Parts screen, type the name of the part needed into the entry field.
            • This will search for matching part numbers, and you can select the part if it's there.
            • Otherwise, read the rest of this page for help on how to make new Part Numbers.

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          New Part Number Menu

          In the menu for creating new Part Numbers, you will find several dropdown menus and entry fields for specifying information about the part you want to create. The page is divided into three columns, the first for pricing & general part data, the second for default process data, and the third for measurement data. All three will be explained here in detail.

          General Data & Pricing Column

          Name

          This is the basic name for your new part. You can enter whatever the part is most often called.

          Accounting ID/Name

          This is the technical name for your part. It should be spelled out in full to avoid confusion with similarly named parts. This is the name that the part is invoiced and purchased under.

          Notes on Accounting ID:
          • Accounting ID/Name is for Steelhead users who invoice based off of part number instead of invoicing on process - so when the part number is synced to Accounting Software, the software fills in the accounting ID/Name.
          • The accounting ID/name can be changed in Steelhead if this part has not synced over to your accounting software yet.
          • If it has synced over it will need to be edited in in accounting software, and that change will flow to Steelhead at the next integration sync.
          • If needed, follow these steps for properly editing items in Quickbooks Software:
            1. Select Lists, then select Item List (for Windows) or Items (for Mac).
            2. Double-click the item you want to change.
            3. Edit the info for the item.
            4. Select OK.

          Customer

          This is the owner of the part. You can search for a customer or register a new one if no matches are found.

          • Wherever you search for customers, you can use either their name or their accounting ID, this may be useful when there are multiple customers with identical names but different accounting IDs.
            • Find anywhere there is a customer select dropdown (e.g. create new quote).
            • Customers will appear if their accounting ID or name matches the search term.
            • The search term text will be highlighted in each of the results.

          Screenshot 2024-03-27 at 2.01.49 PM.png

          Search for Customer by WO Number:

          The only way to search by your customers Work Order numbers is to name your Work Order the name that your customers give you. You can select the edit pencil icon next to the Work Order Number to edit pre-existing work orders.

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          You cannot name a Work Order when adding parts to a Sales Order, so would need to edit the name after the Work Order has been created. If you create a Work Order from the Work Order page, the first line called "Number" is where you add the Work Order name.
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          Part Number Group

          This is the personalized collection that the part number will belong to.

          Notice

          Groups should not be confused with Part Number Batches. PN Batches are the amount of parts of a certain PN that are being received and stored together.

          Part Number groups should also not be confused with Part Groups:

          • Part Number Groups are an organizational category for similar part numbers.
          • Part Groups are created during a process to group instances of a part number together, so they all can be racked and treated at the same time.
            • Part Groups are associated only with a specific WO and cease to exist when the work is completed.

          Labels

          Labels can be added to Part Numbers.

          • The selection is found in the left-most column of the Edit Part Number dialog, above Description.
          • Selected labels appear in Quoting, Sales Order, Work Order, Workboard, Shipping, and Invoicing.
          • All of this should make it easier to annotate similar part numbers and prevent operator confusion.
          Part Group and Work Order Labels:

          Part Group Labels are available on the workboard Work Parts menu.

          • Easily add labels to a Part Group from a Work Order part details section, or a Work Parts page.
          • Part Group labels are organized from Part Number labels in Watch Tower, Workboards, Work Orders.

          To add a new label to a work order, click the "add" icon, select the label name and color, and click "save." The label will now be available to choose from the drop down list.

          Template part numbers

          • Select “Is Template Part Number” on the creation dialog to make that part number a base/template for creating other part numbers.
          • Adding a template PN to a quote/SO/WO/etc creates a copy, and edits to these copies will not affect the template.
          • Quickly create & price a new part number on order entry & receiving.

          Description

          Here you can enter any details or notes about the part in question. Anything that might be helpful to other workers should be recorded here.

          Part Number Description

          The part number description should be used to write notes or information that apply to every part listed by a part number. Information entered here adjusts the global part number description!

          If you want to enter instructions that are specific to a Work Order, use Work Order comments instead.

          Customer Facing Description

          This is a space to enter a Customer Facing PN Description that customers can view in their customer portal
          Screenshot 2024-07-31 at 10.36.38 AM.png

          Unit Price

          This is the price each individual unit of the part should cost.

          Part Number Default Price Info:

          The price on the part number is a "global" price. If you add or change the price for PN ABC from $10 to $12, any new order of ABC parts will default to $12 per part. Preexisting parts won't update, however.

          If you want a specific order for PN ABC to charge $15 per part, change the part price in the contract for that Sales Order. This overrides the part price only in that SO; the price remains the same everywhere else.

          To change the default price of a Part Number, follow these steps:

          1. Scroll down to sales order lines (this can be found under the "parts" and "WO" tables on a sales order).
          2. Choose the edit pencil under the line number and change the price/unit on the dialogue that pops up.
          3. Or go to that PN's page in the Part Numbers module.

          Screenshot 2024-10-21 at 3.25.25 PM.png

          If you want to know more Steelhead pricing information, read this page
          If you want to know the difference between Unpriced Parts and 0 dollar parts, read this page.

          Add prices right from the part number Without Quoting

          • Similar to a quote line-item for more detailed pricing.
          • Past quotes are listed along with these PN prices.
          • Set default price to be automatically populated on order entry.

          Tax Code

          Here you may select the tax code that your company will use for this part.

          Configure Sales Tax Settings:
          1. Go to Taxes, then select Sales tax.
          2. Under the Related Tasks list on the right, select Edit sales tax settings.
          3. Select "Yes", if you charge sales tax.
          4. (Optional) Set the following options: Set a default tax rate.
          5. Select "No" if you don't charge sales tax.
          6. Select "Save".

          Sales tax ID for customers needs to be added in your accounting software, and then will update in Steelhead after the next integration sync.

          GL Account

          Here you may select the General Ledger Account that should pay for and collect for this part.

          • Just add the GL Account to the Part Number and once it is used and syncs over to accounting software it will find and connect to the one created there (if already created).
          • If they have not been created in accounting software, it will create them once added to the part.

          Cert PDF Template

          Here you may select the Certification PDF template that your company will use for this part.

          Part Number PDF

          Cert PDFs on a Part Number should not be confused with a Part Number's own specific PDF. This file can be seen and downloaded easily from the Part Number's page:
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          Configure PDF Part Number Templates through domain settings. A template is available for general use which includes basic details of the part number, along with its specs and process steps. You can reach out to Steelhead Customer Success for customized PDFs.

          Additional Cert PDF Information:

          • When the spec name is changed, it will still keep the process name on the top but will just list the new name below with the names of the other specs.
          • To edit a spec parameter, first find the original spec, choose the spec field, and then the spec parameter desired, here you can choose details like min/max and parameter name.
          • To make a new spec measurement, follow these steps:
            1. Go to the relevant work order.
            2. Scroll down to to "Spec Results".
            3. Select the part group and the desired spec.
            4. If wished, you can archive the old measurement with the button on the far right.
            5. Then use the red button that says "collect additional" to create a new measurement.
          Changing Specs on a Part Number

          Once specs are set on part numbers, updating the spec does not change the specs on the part number. This is for tracking historical spec compliance. To update the specs on a part number, create a new part number using the "Copy Part" button. By default this will copy the applications of specs and processes and processes along with the Part Number, and then they can be edited more freely.

          Reminder, if you do so:

          • Choose "show advanced" before saving to verify you are or are not copying the GL account.
            • If you are not, then to go and attach a different GL after new creation!

          Upload Display Image

          Here you may add an image that your company will use for this part number. This will be displayed whenever possible, such as the PN page, work parts page, Work Order page, and on PDFs associated with that PN. If you would like to see all images and PDFs that have been uploaded to Steelhead, visit the File Management page.

          Mobile Friendly

          If you are using a phone or tablet, you can take a picture of this part and add it to the Part Number. Just take the picture and upload the file!

          By default, your chosen part number image will also appear on workboard cards, as shown below:

          Screenshot 2024-04-23 at 3.31.14 PM.png

          Process Data Column

          Compose Default Process

          This button opens a Process composer menu that allows you to specify details about processes:
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          Make Recipes during Rework:

          If you like, you can use the Process Composer when creating a rework WO to create an entirely new recipe, and then the Generate Recipe From Process menu can make it clear what is selected.

          1. Create rework work order and use process composer to determine process.
            Screenshot 2024-04-01 at 9.52.40 AM.png
          2. From generate recipe screen use newly created process to determine work order recipe.
            Screenshot 2024-04-01 at 9.53.24 AM.png

          Screenshot 2024-04-01 at 9.54.11 AM.png

          Select Process

          Here you should select the process that your company will use most often for this part. Unlike for Part Numbers and Customers, this dropdown does not allow you to make new Processes. This must be done on a separate page.
          If the part is assigned to a process which repeats the same Node more than once, you may enter Part Number instructions which only display at the instance of the repeated node to which they are assigned. These differing instructions may be entered by Process Node when you create a new Part Number or edit an existing Part Number, and may be selected when you add a part to a Sales Order, by clicking the three-line icon to the right of the Process/Treatments field.
          Screenshot 2025-01-28 at 11.03.08 AM.png

          Configure Opt-In/Opt-Out

          Here will be a list of node types in the selected process that you may opt in and out of. This will include options like Package, Ready to Clean, and Contract Review.

          Opt in/Opt out info video: https://www.loom.com/share/c4c3479d22674176be12ebcc560e3707

          Default Treatment Selections

          Here will be listed some dropdown menus for selecting desired treatments within the process.

          Measurement Data Column

          Custom inputs

          These vary between Steelhead domains and allow you to include any information relevant to that part. Your custom input schema can be edited from the gear icon on the top right of the Part Numbers main view.

          ft / Part, lbs / Part, sq ft / Part

          Per Part Count Unit Definitions

          Different Types of Parts:

          Setting a pre-determined type on a part number that will then automatically update in your accounting software is currently not a supported software feature. Here are some alternative options:

          1. Modify the type of the newly created part number in accounting software from a service to a product.
          2. Create the part number first in accounting software with the type determined.

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