Parts, Purchasing, and Inventory Management

purchasing

The Purchasing system handles sourcing, requisitioning, purchasing and receiving.
Using security controls, access and approvals for specific documents can be defined. Approval by an individual or by certain positions is determined through setup parameters using human resources tables.
As each requisition and purchase order is captured to validate accounting and project data, the Purchasing system ensures that the financial records of its activity will generate accurately through Projects, Accounts Payable, Inventory, General Ledger and Fixed Assets.

purchase orders

Purchase orders can be tracked by warehouse and by supplier
Sequential PO #, PO reference and description
Unlimited # of line items, by inventory part # or supplier catalogue
Automatic pricing from supplier catalogue
Order for inventory or for specific work order and unit
Allow secured access and acknowledgement by authorized supplier
Allow supplier update with shipping and backorder information
Purchase orders can be issued specifically for repair orders. When these parts are received from the supplier, they can be issued directly to the job with the exact purchase costs.
Business-to-business electronic document processing eliminates paper and most administrative paperwork. Drill-downs from EMDECS financials minimizes phone calls and ‘paper-chases’.

Parts Receiving

Receiving is accurately tracking by matching PO line items with mouse clicks
Override partial receipts, pricing, and/or cancel outstanding quantities
Backorder tracking
Access to supplier packing slip (via integration with Dealer Access)
Direct issue to work order for special order parts
Updated inventory on-hand by warehouse and inventory average cost
Optional bar code labels
Optional creation of payable invoice
Enforce matching serial numbers by serialized parts

Parts ISsue

Parts are always issued against a job on a repair order. These transactions are audited and used to update both the inventory on-hand by warehouse and the repair order history by part with bar code scanners.
Bar codes are printed as hard copy used for scanning mechanic labor and for issuing parts to each job. More than one mechanic can work on the same job at the same time and EMDECS will maintain each labor cost and productivity by job and by mechanic.
At anytime, from any terminal, supervisors can monitor the type and time of each job a mechanic is working on. They can also monitor and preview the status of all repair orders.
The parts person scans the mechanics badge, the repair order line item and all the parts bar code labels to issue parts to the repair order.

Warehouse Stocks

Materials management for inventory control

With the EMDECS built-in materials management module, your inventory is updated automatically with every work order, triggering on-line requisitions for necessary parts to replenish inventory. If you prefer, purchase orders can also be generated automatically. And when work orders are closed, inventory is again updated automatically - not just in the warehouse - but on the vehicle, as well. A perpetual on-line inventory control system keeps track of all parts at all sites. Automatic updates let you save on data entry time and improve the accuracy of inventory tracking.

Supplier CatalogS

Just In Time calculation by product group, prefer supplier or catalogue cross-reference
Forecast stock level for specified # of days from historical usage and backorder
Use overriding parameters of min-max settings by part # by warehouse
Allow user review and editing of system forecast requirements
Generate separate PO from forecast by warehouse or combined
Secured access and update by part by authorized supplier
Inventory part numbers or supplier catalogue codes can be used to enter purchase order line items. For the first initial use, the supplier catalogue will be updated with this cross- reference for future use.

core Management

Identifies at receiving whether there is a complete part, exchange or core return.
Tracks outstanding cores to return to supplier by item.
Created PO credit returns with cores only.
Core credits from suppliers are automatically managed by EMDECS. The system provides reports on cores owed to suppliers by date or before the expiry date.

Item Master

The Item Master is where all the information about the parts kept in inventory is maintained. There is an incredible amount of data that can be used to track parts orders, prices, vendor performance, warranties, and so on. Minimal information is required if the parts are used internally, but everything required to run a retail operation is available, as well.

The following screen shows the base information. The many buttons open other screens that allow you to add extra details or view data that is automatically maintained by the system.

Inventory Management

Inventory

The Inventory system provides a logical, cataloging function, which enables physical management of the stock until it needs to be replenished.
Purchasing, Payables and Order Management use the global Inventory system to define inventory items, assign prices, and place them into categories and catalog groups.
Unique to the Inventory system deals with running the warehouse, where it includes sub inventory and location management, warehouse counts, unit-of-measure conversions, and replenishment.

Parts can be tracked by Part #, description, or unit of measure
Product group, cycle count, inventory class are used to maintain inventory
Preferred Suppliers can be associated to parts being ordered.
Cost analysis is easy and can be viewed by average cost, last purchase cost, standard cost
Cross reference to multiple supplier catalogues and pricing
Warranty terms by miles, engine hours and duration in months
Optional features are core tracking, require serial number, or returnable items
Set default quantity of receiving labels, 1 per receipt or 1 for by quantity
Parts can be tracked by bin location and by warehouse
Restock override by part by warehouse
Real-time inventory cycle counts, partial counts, interval flexibility.

Features

Ability to track requisition, purchase order, receiving and payable invoice in complete cross reference
Full audit trail of every inventory transaction with on-line inquiry and report functions
Allow inter-warehouse immediate transfer or transient transfer and receipt
Maintain consignment inventory by supplier
Options to generate a requisition when the last transaction causes levels to fall below the minimum
Automated replenishment calculation by min/max or usage history, consignment quantities and other replenishment parameters
Ability to consolidate replenish orders by warehouse groups
Ability to cross reference supplier catalogue part number and pricing
Allow different warranty coverage by part number
Bar coding and integration with portable scanners
Tracks parts obsolescence and generates credit PO
Ability to provide database access to authorized suppliers
Special order parts can be ordered, received and issued to the RO from inventory in 1 transaction
Ability to track cores automatically by using the same part number or a different part number

Benefits

Maintains full integrity and security for all procurement
Easy to answer any inventory related questions
Adaptable for ease of use based on the requirement of different situations such as immediate transfer to mobile units or transient transfer to remote warehouses and receipts
Minimize inventory cost
Saves time in stock replenishment
Allow central reordering control
Improves supplier communication and pricing accuracy
Detects parts warranty coverage, improves warranty recovery and reduce parts cost
Easy to do physical counts and issue RO parts
Reduce wastage and inventory cost
Improves order turnaround time
Easy to handle and control RO related purchases
Ensures core purchases and usages are tracked and returned

CONSIGNMENT INVENTORY

Inventories can be sourced, managed and replenished by outside vendors.
Conversely, EMDECS allows you to set up, manage and replenish consignment inventories for your customers.

OVER-THE-COUNTER Parts SALES

EMDECS provides a complete POS system for selling everything from tractors to Twinkies. Features include Pricing levels by customer or customer group, OEM Price Tapes, Discounts, Quotations, Core Management, Bar-code scanning, various tendering options, cash-drawer control, and invoicing.
Retail prices are completely under your control. Markups and discounts can be set up and managed by parts classes, groups, customer groups, manufacturer, part cost levels, and so on. Overrides (with authorization) are also available. Parts can be added to a sales order using barcode scanners or input manually. Inventory transactions occur automatically.

Sample Counter Sales Form

Warranty Recovery

American manufacturers spent more than $2 billion a month honoring their product warranties during the second half of 2003. The warranty business is perhaps around $23.675 billion in size annually, and for at least nine companies is a million-dollar-a-day enterprise.

EMDECS can both administer and process warranty claims. Once setup, it will detect whether the failed part is in warranty or not. For the repair service, a field might pop up to indicate that the part needs to be returned to the manufacturer. The resulting data generated by the warranty software can be surfaced from the warranty repository for predictive analysis, score carding and warranty reserve. EMDECS improves the management and visibility of warranty claims and the cost to the company.

Warranty Tracking - With EMDECS in place, you will always derive full value from existing warranties, because this comprehensive system is capable of tracking every single part covered under every single warranty on each piece of equipment. EMDECS automatically generates recovery letters, and calculates all costs incurred, including replacement and/or repair of the part, and the labor involved.

Automatic alert and ask for operator interim decision at parts issue

Automatic tracking to supplier invoice
Creates credit purchase order
Tracks warranty recovery performance

Warranty Schedules

Warranty Claim/Recovery

Features

Coverage defined by part and VMRS, include or exclude and equipment group, exception by unit
PM alerts are trapped automatically for investigation and follow-up
Automatic cross reference to previous RO (or initial service) and purchase invoice detail
Customized interface to OEM manufacturer

Benefits

Ease of setting up warranty coverage and recognize immediate cost saving upon implementation
Eliminate any loss on any potential warranty claim
Saves time for generating claim remittance
Improves accuracy and shortens time-to-claim
Limited to returnable items
Automated creation of return/credit PO list
Match credit receipts with mouse clicks
Optional creation of credit note to supplier payable
Audit trail of return items
Each part can be setup with a warranty schedule based on days, mileage and/or engine hours. If the same part is used for the same customer unit before the warranty is expired, the user will be notified.
During the warranty claim procedure, the user has access to the original supplier invoice on-line and incorporates any necessary information from the invoice by simply clicking the mouse.

Owner operator charge backs

Features

Allows different labor rate, retail price or markup than internal fleet/divisions
Tracks profit and loss
Custom interface with driver settlement credit

Benefits

Maximize cost recovery
Provides management control
Eliminates any double entry and reconciliation

Divisional charge backs

Features

Provided by EMDECS RO invoice functions
Reports by division
Tracks profit and loss by shop location, division, repair order, parts and labor
Standard and custom interface to back office accounting system

Benefits

Adaptable as a system for commercial garage
Satisfy divisional needs
Ability to operate an internal garage as a profit center
Eliminates any double entry and reconciliation