Parts (and Related) Details

The following tables list and define the default fields available in the different interfaces you may encounter.

Important: Because your Civic Platform installation has been configured to meet your agency’s specific requirements, some fields, functionality, and processes may differ from those described. Contact your agency administrator or help desk with questions.

Part contact fields

The following table lists and defines the default fields on the Part Contact form.

Field	Description
Address 1	The first line of the contact’s address.
Address 2	The second line of the contact’s address, if needed.
Business Name	The business name for the contact.
City	The name of the city for the contact.
Comments	Comments about the contact.
Contact Flag	This contact flag identifies the type of contact: Manufacturer or Vendor.
Contact Last Name	The last name of the contact.
Contact Middle Name	The middle name of the contact.
Contact Title	The title of the contact.
Contact Type	The contact type.
Email	The email address for the contact.
Fax	The fax number for the contact.
Phone	The phone number for the contact.
State	The name of the state for the contact.
Terms	Terms associated with any contact arrangement.
Zip Code	The zip code for the contact.

Part inventory fields

The following table defines the default fields on the Part Inventory.

Field	Description
Budget Account	The budget account for tracking the transactions of the part. The Standard Choice BUDGET_ACCOUNT defines the account options in the list.
Budget Number	The budget number of the budget account that you select for the part.
Calculate Type	The formula for calculating the average cost of a part. There are four available calculation formulas: Simple Average: The average cost is equal to the sum of the unit cost of a current shipment and existing average cost, divided by two. This formula provides the average value of the existing average cost and the cost per unit of the current shipment. Weighted Average: This is the same as the Simple Average, but weighted by quantity. “Weighted by quantity” means that the existing part quantity is multiplied by the existing average cost and then the quantity of the current shipment is multiplied by the unit cost of the shipment. The sum of these values is then divided by the total part quantity. FIFO: This stands for first-in, first-out. If you select FIFO for a part, when you perform transactions (issue, transfer, adjust, or reserve) for the part, Civic Platform processes the parts in the inventory from the oldest supply in stock. LIFO: This stands for last-in, first-out. If you select LIFO for a part, when you perform transactions (issue, transfer, adjust, or reserve) for the part, Civic Platform processes the parts in thec inventory from the most recent supply in stock. Both LIFO and FIFO track part costs across inventory locations. If you select FIFO or LIFO for a part, the Track Cost by Location option gets auto-selected, and you cannot freely change the unit cost of the parts that are already in stock.
Comments	Any comments associated with the part.
Hard Reserve	The quantity set aside as hard reserved. If enabled, you may enter a range when searching, where the desired hard reserve quantity is between the upper (From) and lower (To) values.
Maximum Quantity	The maximum quantity of a part at its corresponding stock location.
Minimum Quantity	The minimum quantity of a part at its corresponding stock location.
Original Part ID	The vendor or manufacturer’s original part number (optional).
Part Brand	The brand of the part. For example, Vavoline is the brand for motor oil.
Part Description	The description of the part.
Part Number	The number used to identify the part in the parts inventory list. This number may be the manufacturer part number or a number that your agency uses for the part.
Part Status	The status of the part.
Part Type	The type of part. Examples: Fittings, Fleet, Materials.
Reorder Due	Indicates whether the total supply is greater or lesser than the minimum quantity.
Reorder Quantity	The reorder amount for the part. The amount you enter reflects the number of parts that you need to reorder for the stock location. This amount becomes the default value for new stock locations.
Reserved Quantity	The reserved quantity. When searching, enter the reserved quantity you are looking for. If enabled, you may enter a range, where the desired reserved quantity is between the upper (From) and lower (To) values.
Taxable	Indicates whether or not the part is taxable.
Track Cost by Location	Indicates whether you want to track the cost of a part based on its stock location. If you select this option, Civic Platform tracks the unit cost at the location level, and the Unit Cost field becomes disabled. If you do not select this option, the part detail price sets to zero, and you must update the unit cost for future transactions.
Total Supply	The total quantity on hand for the part displays in this field. When displayed in the Part Inventory portlet, this is a read-only field that updates automatically based on part inventory. When searching, enter the total supply figure you are looking for. If enabled, you may enter a range, where the desired total supply is between the upper (From) and lower (To) values.
Unit Cost	The unit cost of the part. If enabled, you may enter a range when searching.
Unit of Measure	The unit of measure for the part. Examples: each, gallon, foot.

Part transaction fields

The following table defines the default fields on Part Transactions.

Field	Description
Alt ID	An alternate ID for the part.
Budget Account	Read-only field. Displays the budget account of the part.
Budget Number	Read-only field. Displays the budget number of the part.
Comments	Any comments associated with the transaction.
Hard Reservation	Indicates if you want to guarantee your reservation, and subtract your order from the quantity on hand.
Location Name	The location for the transaction. When you select a location, the Unit Cost field displays the cost based on the location or the individual parts.
Part Bin	The part bin in the transaction.
Part Brand	The brand name for the part.
Part Description	The description for the part in the transaction.
Part Number	The number of the part in the transaction.
Part Type	The type of the part.
Quantity	The quantity of parts for the transaction.
Record ID	The Record ID in the transaction.
Reservation	This field is available only for the Issue transaction. Select the reservation that you want to apply from the drop-down list.
Reservation Comments	Comments on the reserve transaction to help verify that you selected the correct reserve transaction.
Taxable	Indicates whether or not the transaction is taxable.
Transaction Cost	The cost of the transaction.
Transaction Date	The date of the transaction.
Transaction Type	The transaction type: Issue: Parts taken out of stock and issued to a work order. Receive: Parts received from a shipment or a purchase order. Transfer: Parts transferred from one location to another. Adjust: Manually created transaction to update part information or adjust the quantity on hand. Reserve: Parts reserved for issue at a later date.
Transfer to Location	The location that the parts are to be transferred to for the transaction.
Unit Cost	The unit cost for the part in the transaction.
Unit of Measurement	The unit of measurement.
Work Order ID	The Work Order ID of the work order that requires the part.

Part supply fields

The following table lists and defines the default fields on the Part Supply form.

Field	Description
Comments	Any comments associated with the location
Location Name	The name of the location of the supply.
Part Bin 2	The part bin number for the supply.
Quantity on Hand	The total quantity on hand for the location.
Quantity on Hold	The total quantity on hold for the location.
Quantity on Order	The total quantity that is on order for the location.
Record Status	The current status of the supply record.

Work order parts fields

The following table defines the default fields you may encounter when working with Work Order Parts.

Field	Description
Calculate Type	The type of calculation that you want Civic Platform to use when it calculates the average cost of the part. Options include Simple Average ((current shipment cost + existing avg cost)/2) Weighted Average ((current shipment costshipment quantity)+(existing avg costexisting quantity))/total part quantity FIFO (first in, first out) When you perform transactions, the oldest inventory is processed first. LIFO (last in, first out) When you perform transactions, the newest inventory is processed first. Both LIFO and FIFO track part costs across inventory locations. If you select FIFO or LIFO for a part, the Track Cost by Location option gets auto-selected, and you cannot freely change the unit cost of the parts that are already in stock.
Comments	Comments about the part.
Maximum Quantity	The maximum quantity of the part.
Minimum Quantity	The minimum quantity of the part (used to determine when to order parts).
Original Part ID	The vendor or manufacturer’s original part number (optional).
Part Brand	The brand of the part.
Part Description	A description of the part.
Part Number	The number used to identify the part in the parts inventory list.
Part Status	The status of the part.
Part Type	The type of part. Example: Fittings, Fleet, Materials.
Reorder Due	If Yes, the total supply is greater than the minimum quantity. If No, the total supply is less than the minimum quantity.
Reorder Quantity	The quantity needed for the reorder.
Taxable	Indicates whether or not the part is taxable.
Total Supply	The total quantity on hand for a selected part displays in this field. This read-only field updates automatically based on part inventory
Unit of Measure	The unit of measure for the part. Example: Hours, Miles.
Work Order Task	The work order task associated with the work order when recording part usage. Civic Platform records part costs against work order tasks after they are complete, or after you associate them with a workflow task that is complete or currently active.