Answer: ExpressMaintenance includes the option to import parts receiving records and parts consumption records (work order) from a comma delimited text file (csv). This allows users to utilize portable barcode scanners for recording incoming parts shipment and then easily import the data into the ExpressMaintenance Parts / Receiving data. It also allows users to utilize a portable barcode scanner to record parts consumption on work orders and import the data into ExpressMaintenance Work Order data. A csv file is most commonly created or edited with a spreadsheet application such as Excel but can also be created using external software such as that provided with portable barcode readers and portable computers.

Parts Receiving Data

In order to import parts receiving records, you must have a csv file in a specific format. The file must include a space for each of the following fields of data and they must be in this exact order.

Vendor ID
Vendor Name
Invoice Number
PO Number
Part Number
Part Description
Quantity
Price

The file can actually contain either Vendor ID or Vendor Name or both. The file can also contain Part Number or Part Description or both. In either case there must be a column for both even if one is blank.

The example below includes all fields:

123.01,Big Sky Supply,D342,Air Filter,12,15.99

The example below omits the Vendor Name and Part Name:

123.01,,D342,,12,15.99

Notice that even though the Vendor Name and Part Name is omitted, the comma is still in place to delineate the columns. This must be present in order for the import program to work properly and associate data with the proper columns.

Importing Receiving Records

In order to import receiving records, simply follow the wizard found in the Parts / Receiving screen as shown below:

Select the desired csv file to import and then click Next button.

The data will be read and viewed in a grid. At this point, you can edit or adjust the data as desired. Next, click the Import button to import data.

Once importing is complete the wizard will report the number of receiving records and parts processed. You can view the receiving records in the Parts / Receiving screen by simply closing the wizard.

Parts Consumption Data (work orders)

In order to import parts consumption records, you must have a csv file in a specific format. The file must include a space for each of the following fields of data and they must be in this exact order. The importing of parts consumption records are actually done from the Work Order screen and utilizes the same wizard interface as the parts receiving function except that it expects different fields.
WorkOrder
PartNumber
PartDescription
Quantity
Price (optional)
CostCenter (optional)
The file can actually contain either Vendor ID or Vendor Name or both. The file can also contain Part Number or Part Description or both. In either case there must be a column for both even if one is blank.

The example below includes all fields:

123.01,Big Sky Supply,D342,Air Filter,12,15.99

Answer: ExpressMaintenance manages parts inventory including the usage and receiving of parts.  This process is generally referred to as “parts inventory management.”  In addition you can associate parts with specific units for future reference.  This is explained below under “parts / unit association.”

Parts Inventory Management

Parts inventory is automatically adjusted up or down in ExpressMaintenance by two aspects of the program.  Parts inventory is increased when Parts / Receiving records are entered and posted.  Parts inventory is decreased when parts are consumed (used) in a Maintenance / Work Order record by including the items in the lower parts section of the work order.  You can use the Parts / Inventory screen to quickly view all parts activity from receiving records and work orders in one convenient screen.

Parts / Unit Association

In the parts records you can associate parts with one or more units.  This does not mean the part is on the unit or consumed by the unit but rather that it is available for or associated with a unit.  You can associate parts with units in the Parts screen under the Units tab.  Likewise, that same data is available from the Units screen under the Parts tab.  The help topic Maintenance / Units – Parts is helpful in this area.  From either screen mentioned above, simply select the part or unit to associate with the item.  You can associate unlimited parts / units by entering a separate record for each association.