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Part Cost for misc parts not in inventory

We are trying to figure out the best way to add part cost to misc. parts to work orders for parts that we don't carry in inventory. Sometimes we have to go to hardware or supply stores to get parts we don't always carry but we don't know how to add that cost to a work order for a specific job.

Any suggestions?

Phillip Mars

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We accomplish this in two ways, we have a generic material record that has a cost override so you can pick it and put whatever cost in that you want, the quantity can be 1, the name of the generic material record is just "Facilities Part".  And since it's not tied to a part, we don't care about on hand quantities or anything else.  We ask for a description of that by using the notes.  Some groups use the contractor tab so that when staff buys items from a vendor, they select the vendor and add quantity 1, cost ex. 19.99 and a description.  That way we capture the total cost of doing the work and can look back and see what the purchases are.  In some cases, they add their receipts as a photo image as well, but sometimes that takes to long.  As an example if the person went to Home Depot, that would be selected and then the quantity 1 and the total cost of the receipt.  Again they have to give a little detail on what they bought.  I hope this helps, we just got creative!

Lisa McCall 0 votes
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Where can I select cost override? And will it affect the cost averaging so that in 6 months if we were to print a report of work orders the price would be static? I am under the impression that with cost averaging it will change the the cost on all work orders with a specific part due to average cost affect.

Phillip Mars 0 votes
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We aren't using average costing on parts like this, that would mean receiving the parts in inventory at the different cost each time prior to adding them to a work order.   So we use a material record instead that allows us to add our own cost.  The override cost is a field available to be added onto the web form or is visible in the desktop, depending on which you use.    By using this, when we pull a report, it shows the costs each time and we aren't averaging that particular item.  If a cost is entered on a work order, nothing changes that cost unless you delete the part and add it back in.   Changing costs on parts or materials only affect things added after the changes, not retroactive items already on a work order.   When we print our reports, we are looking at the costs for that entire work order or task and it's all available to us.  You may have to do some customizations to see the part cost override.   We are using the override cost on the work order materials form, called WR_UUNIT_C aka Override Unit Cost.  We do not enter these cost into parts, only onto work orders.

Lisa McCall 0 votes
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do you know if I enter it as fixed cost and then change it for the next time I have this situation pop up will it change the first fixed cost I set or not?

Phillip Mars 0 votes
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I am not sure, you may have to do some testing but I think if I set a fixed cost, the only way to change it is with the override column.   Doing that would not changed the fixed cost that I'm aware of.    Hopefully others will offer input also!

Lisa McCall 0 votes
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I'll just add that this is a very common need, and several clients add these "on the fly" part records to their material list with names like '_Purchase Part' or '_Non-Inventory Part'.  I add that underscore character to ensure this record appears at the top of an alphabetical list - so it'll always appear first on a long materials list.

To avoid maintain Inventory levels, you should be adding this as a 'Material' record ONLY - not as a 'Part' record.  Lucity has on the one hand Materials which are used in the Work system, and on the other hand Parts which are used in Inventory.  They're linked together so 'Materials' named on Work Orders pull linked 'Parts' from the inventory system - adjusting your inventory quantities.  Non-inventoried items are simply Material records without corresponding Parts (since you don't track inventory quantities).  In this case, as Lisa says, there is no 'Average part cost'... while you could set an assumed "default" cost (a strange thing to do on a record ANY non-inventoried materials), the cost override field is used each and every time you name it on the Work Order, usually along with a description, and possibly vendor and/or receipt number (these are user-definable fields added to your Material resource form).

Steve Schultz 0 votes
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