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The Parts File Information, accessed by clicking the Parts tab, contains your inventory information.

List View

The List View contains the fields from the parts table that are most helpful in filtering and locating parts in your inventory.

The parts are displayed in rows with column headers at the top of each row. Note that each part displayed in the list has its "Item No.‟ underlined. This means you can click the Item No. to see the part record in detail. To the left of each row are two icons. The magnifying glass icon will open the detail record of the part. The pencil icon will open the part record in edit mode.

From this screen you can add a new part record to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a part while this window was open, click "Refresh‟ to reload the page. The "Learn More‟ link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your Parts

You can expand your search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only the parts with a location that begins with the letter 'S', you would type the letter 'S' in the filter for the Location column and then click the red 'Set' link on to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.

Detail View

The detail view is accessible from the List view by clicking on the Item No. or clicking on the magnifying glass icon in the left column of the list.

The detail view contains all of the information of a part from the Parts table. From this screen, you have total control of your parts inventory.

NOTE: With eMaint X3, you have the ability to add or remove fields to the screen as well as change field names and attributes, screen layout, colors, etc. Your screen may look slightly different than the example above. This functionality is explained in detail in the System Administration manual.

Options at the top left corner of the screen include:

Add – Opens a blank record for entering a part.

    Copy/Add – Opens a new record in Add mode and populates the form with the previous record's values.

Edit – Opens the record in Edit mode for changing the part's information.

Delete – Marks the record for deletion and removes it from the list view.

List – Returns to the list view. Previous – Displays the detail of the previous record (ordered by ID).

<< – Displays the detail of the previous record (ordered by ID).

>> – Displays the detail of the next record (ordered by ID).

GoTo – Opens a window that allows you to navigate directly to a record by entering the Item No.

Actions – Displays the different actions you can choose to perform.

    Adjustments – Opens the form to change the existing on-hand quantity.

    History – Displays the transaction history of the part directly below the display fields (see below).

    Key Change – Allows you to change the key field of the part.

    Purchases – Opens a new form to indicate purchases made from the suppliers.

    Recalculate – Open the Recalculate window to fix any discrepancies caused by purchase order editing and voiding.

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.

Adding Parts

You can add new parts from either the list or detail view. From the list view, the 'Add New Record' link is directly above the field headers, on the right and will open a new window in add mode. From the detail view, the 'Add' choice is the first in the main menu bar and will change the current window to add mode. The 'Copy/Add' option also changes the current window to add mode, except it will populate the form with the previous record's values for fast record entry.

The key field for Inventory Parts is 'Item No.' and must be entered before 'Save New Record' is pressed. However, you should enter as much information as you can to help identify the part in a list. Click 'Save New Record' to save the new part. 'Cancel Changes' will completely discard the new part information.

Editing Parts

The form for editing part information can also be accessed from either the list or detail views. From the list, click the pencil icon to edit the part information. From the detail view, click the 'Edit' link in the menu bar. Both links will open the edit form in the existing window.

The 'Edit' form is similar to the 'Add' form, except that the key field and On Hand values cannot be edited. The key field is the unique identifier for the part and can only be changed using the 'Key Change' option. To change the On Hand quantity, use the Adjustments menu option.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the part.

Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record‟s detail screen by clicking on the Magnifying Glass icon or the Item No. link on the list view. Place your mouse cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

Deleting Parts

Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.

The second step of the deletion process is to completely remove the records from the system. Go to the Remove Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Adjustments

To provide an accurate history of your inventory, the system does not allow direct editing of the 'On-Hand' field. Instead, the 'Adjustments' link is used to track inventory changes. This process is covered in detail in the Inventory Control manual.

Viewing Part History

On the part detail screen, click the "History‟ link to access the history of transactions for the part. This will display in the bottom portion of the screen

Click the magnifying glass to open the history in a separate window. This screen allows you to apply filters to specify both a time period and transaction type.

The links in these views navigate to other areas of the system that have affected this part. For example, clicking the 'PO No.' link will take you to the purchase order on which this item appeared. Other areas include work orders and assets.

Click 'Return to Standard View' on the right side of the history to go back to the original detail view for the part.

Key Change

Because key fields are not able to be changed in edit mode, the 'Key Change' link has been provided to safely change the key field without corrupting the record.

Clicking 'Key Change' will open the key change form. Enter the new number in the field provided and click 'Process'. This will display a summary of adjustments made to the table and verify the change is complete.

Click the 'Go Back without making changes' to return to the part without changing the key field.

Purchase

The 'Purchase' link is one of three ways to order a part. Clicking the link displays the Re-Order form in a new screen.

Purchasing is beyond the scope of this manual. See the Inventory Control manual for an in-depth discussion on this and other methods of purchasing.

Recalculate

The 'Recalculate' is used to fix any discrepancies with the 'On Order' field on the Parts detail and the actual on order amount. This option is covered in detail in the Inventory Control manual.