Creating New Part Numbers

Creating New Part Numbers

A Part Number is a unique text identifier for an item which may be entered on Quotes, Sales Orders, and so on. It designates a product or component.

Part Numbers serve as short descriptions. It's helpful to include enough information in Part Numbers to find them again when you search them to Quote or run a similar job. For example, a Part Number of "AceSprocket304SS" is more useful than "221586."

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:

1. First, click the Sales Orders button on the Homepage.
2. Select or create a Sales Order.
3. Press the button that says ADD PARTS (TABLE) or SAVE + ADD PARTS.
4. On the Add Parts screen, type the Part Number into the entry field.
   • This will search for matching Part Numbers, and you can select the Part if it's there.

"New Part Number" Dialog

In the dialog to create a new Part Number, you will find several drop-down menus and entry fields for specifying information about the Part. The page is divided into three columns:
General Data & Pricing Column
Process Data Column
Measurement Data Column

General Data & Pricing Column

Name

The Name of the Part is the unique alphanumeric Part Number field described above. As mentioned, it's helpful if the Part Number/Name is as descriptive as possible.

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. In certain cases it must match the requirements of synced accounting software for length and character restrictions.

Customer

This is the owner of the Part. You can search for an existing 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.
  • This feature is available 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.

Part Number Group

This is the personalized collection that the Part Number will belong to.

Source Operation

"Source Operation" is used for converting Parts from raw materials.

• CUT = Raw Cut shape (pre-machined cut "blank")

• CAST = Raw Cast shape (pre-machined cast "blank")
  Use the "create blank" option for either to create a pre-machined "blank" for the current Part Number if the current Part Number is machined from a "blank."

• Refer to Fabrication (Cutting, Casting, Assemblies) Articles for more information.

"Is Cut Stock?" Checkbox

To be checked if the Part Number is Cut Stock (i.e., it will be cut directly into other Parts). See also the article on Cutting.

Material

Categorize the Part by its substrate. See also the articles on Fabrication.

Geometry Type

Select or create a Geometry Type in order to attach dimensional Specs. See also the articles on Specifications.

Labels

Labels are used to categorize Part Numbers for sorting tasks according to your needs. Selected Labels appear in Quoting, Sales Orders, Work Orders, Workboards, Shipping, and Invoicing.

See the article on Work Order Labels for more information.

Description

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

Customer Facing Description

This is a space to enter a Customer-facing Part Number Description that your Customers can view in their Customer Portal.

Tax Code

Here you may select the Tax Code that your company will use for this Part.
Taxes are established from your Domain Settings under Integrations & Downloads. See the Tax articles for more information.

GL Account

Here you may assign the General Ledger Account that should pay for and collect for this Part.

• Add the GL Account to the Part Number, and when the Part is processed and syncs to your accounting software it will link to the Account created there (if already created).
• If they have not been created in your 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.

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 from the Part Number Page:

When a PDF is opened, its template can be edited by clicking the edit PDF icon at the top of the window:

Template Part Numbers

• Select “Is Template Part Number” on the creation dialog to make that Part Number a Template for creating other Part Numbers.
• Adding a Template Part Number to a Quote, Sales Order, Work Order, 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.

Is one-off Part (Checkbox)

One-off Part Numbers will not populate drop-down lists for future Quotes and data entry. Rather, they will be automatically archived upon completion.

Is Coupon (Checkbox)

A Coupon is a material sample used for Quality Control. See the article on Specs Managment for more information.

Is Purchasable (Checkboox)

Commonly checked if the Part Number is raw stock, purchased from a vendor, to be used in Fabrication.

Low Stock Alert Threshold:

If the Part Number is kept in stock as an Inventory Item (see related articles), you may set a quantity below which you will be notified that more may need to be ordered.

Process Data Column

Compose Default Process

The COMPOSE button in the "Edit Part Number" dialog opens a Process Composer menu that allows you to specify details about Processes to tie to the new Part Number:

You can add Process Nodes to the assigned Part Number Process by clicking red-tagged Nodes to the right of the Composer. By clicking the page+pencil icon next to any Node, you can add Part Number instructions to be shown at that Node during production:

When you finish composing a Process and click SAVE, the Process you've created will be available to select from the "Load Existing Process" drop-down list in the Composer (as long as the toggle "Showing Composed Processes" is turned on).

The saved Composed Process is now also available to view from the Processes Dashboard, if the "View Composed" toggle is turned on.

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 drop-down does not allow you to make new Processes (this must be done in the Processes module).
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.

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 may include options like Package, Ready to Clean, and Contract Review.

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

Predictive Inventory Usage Per Part

See "Predictive Inventory" and related articles.

Default Treatment Selections

Here will be listed some drop-down 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. See the Custom Inputs article for more information.

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

Per Part Count Unit Definitions

Part Number Files

When you have saved a new Part Number, you may add photos or other relevant documents on the Part Number Page, by clicking UPLOAD FILE under the Part Number Files section.

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

By default, your chosen Part Number image will also appear on Workboard cards, as shown below: