Adding Parts

Users with Inventory Manager or Inventory Admin user roles can add Part records to GLOBAL. GLOBAL allows you to add as much detail as you need to each Part record. There are three ways to add Parts to GLOBAL:

Note: It is important to assign each Part to an Inventory Location. Inventory Location is a required field when adding Parts to the Tasks associated with Work Orders and Preventive Maintenance. Inventory Location is also a required field when adding Parts to Purchase Orders and Receiving lines. If you do not assign a Part to an Inventory Location, you will not be able to add that Part to any Task , Purchase Order or Receiving line.

Adding Multiple Parts

You can use the data import process to add multiple Parts simultaneously. This allows you to upload large numbers of detailed Part records quickly. To add multiple Parts using the data import process you will first download and complete the Parts Template spreadsheet, then import the spreadsheet to GLOBAL. You can continue working in GLOBAL while data is being imported or exported and receive notifications in GLOBAL and via email when the import or export is complete.

To download and complete the Parts Template:

  1. To navigate to the Parts page, select Inventory from the left navigation menu, then select Parts. The Inventory > Parts page opens.
  2. Select the data import icon . The data import window opens.

  3. Select Download Parts Template. The Excel file named Parts_Locations.xlsx downloads to your computer.

    Note: Data export times are approximately one minute for each 25,000 records exported.

  4. Open Parts_Locations.xlsx, then select Enable Editing. At the bottom of the page select the Part sheet. Enter the Part information in the columns on the spreadsheet. Columns marked with an asterisk are required.

ClosedNOTES
Note: The Parts template includes multiple sheets that allow you to upload a variety of Part details. Only the sheet named Part is required to create Part records in GLOBAL. You can fill out the additional sheets to include the information they contain when you upload the Parts Template. Columns marked with an asterisk are required.

Note: Some of the columns in the Part template correspond to items in other modules in GLOBAL such as Administration and Directory. In addition to Inventory Manger or Inventory Admin user role required to upload Parts, you must have the appropriate user role(s) required to be able to add items to modules other than Parts. For more information see User Roles and Work Order Permissions.

Note: Most fields in GLOBAL are limited to 50 characters, with the exception of Description fields. If your completed data import template includes more than 50 characters in any one of these fields, the data import upload will fail.

  1. Save the File.

To import the completed Parts Template:

Note: It is recommended that the data import include Site data and that the data import process take place when the user is logged into the Root Site.

  1. To navigate to the Parts page, select Inventory from the left navigation menu, then select Parts. The Inventory > Parts page opens.
  2. Select the data import icon . The data import window opens.
  3. Select Import from Template. The Import from Template window opens.
  4. Select Choose File, navigate to the completed Parts Template and select Open.

  5. In the Import from Template window, select Upload. The Inventory > Parts page refreshes and the new Parts appear in the Parts list.

    Note: Data import times are approximately one minute for each 1,000 records imported.

Adding a Single Part

  1. To navigate to the Parts page, select Inventory from the left navigation menu, then select Parts. The Inventory > Parts page opens.
  2. Select the Create a new Part button. The Inventory > Parts > New Partpage opens.
  3. Enter the appropriate information in the fields on the form. Only fields marked with an asterisk are required.
  4. Select Save. The Inventory > Parts > Part Name page opens. The Part has been added to GLOBAL.
  5. (Optional) Select the tabs on the Part page to add more information about the Part.

Note: Data categories and items are not available to users while the categories and items are being imported to GLOBAL. For example, users are not able to access the Assets page or add Assets to tasks while Asset data is being imported to GLOBAL. Users see a progress bar on these pages that lets them know when the import process is complete.

Adding a Part on the Fly

The on the fly feature allows you to add items to GLOBAL while completing other tasks without interrupting workflow. Users with Inventory Manager or Inventory Admin user roles can add Parts while working on the following forms:

  • Work orders.
  • PMs.
  • Tasks.

Inventory Manager and Inventory Admin users who also have Purchase Order Manager or Purchase Order Admin user roles can also add Parts on the fly while working on Purchase Orders and Receiving lines.

New Part records added on the fly include some basic information based on your site's default GLOBAL settings. You can add or edit this information later by choosing the Part on the Parts page. To add a Part on the fly:

  1. While working on a work order, PM, task, purchase order or receiving line, select the Part field.
  2. Enter the name of the Part.

  3. Select Add New. The Part is added to the form and the name you entered is added to the Parts list.

  4. Continue to work on the work order, PM, task purchase order or receiving line as needed.