How to Add Parts

Basic Info

The Part File contains information about each individual part. In addition to current pricing, inventory, and vendor information, the file also contains data on tracking information, part warranties, re-order settings, as well as purchase and usage history.

Step by Step guide

  1. Select Master > Part > File Maintenance (MPM) from the RTA main menu.

  2. Enter a part number and select “Add”. The part number is a text field up to 25 characters.
    ****NOTE: For simplicity, consistency, and faster data entry when posting parts, it’s best to omit spaces from part numbers. If you plan on using bar codes, now or in the future, do not use the / or # or & characters in your part numbers.

  3. Enter the information for the part.
    ****NOTE: Use the “Tab” key, on your keyboard, to navigate through the fields. This will help to assure that you do not skip any fields.

    ****Click to expand for a description of each field

     Field Descriptions
    • Description: (Required)

      Enter up to forty characters as the description for the part.
      ****Note: The part description can be used for search and sort purposes so we suggest using a consistent format similar to the samples shown

    • Part Type: (Required)

      Select the appropriate Part Type by using the drop-down arrow and selecting from the available list. The part type selected will be used by the RTA system to separate expense costs and usage for reporting purposes.

    • Vendor Acct#:

      This is a twenty-five character field.

    • VMRS code

      A VMRS Code is required if you will be tracking part warranties for this part. Enter the appropriate VMRS code, or press F1 to select a VMRS code from the lookup list.

    • Average price:

      This is a numeric field with seven leading digits and three trailing digits. Enter the price you pay for the part. If you skip this field when initially adding a part; it will be filled in or overwritten with the primary vendor part price.

    • Lock Selling

      Select the checkbox to lock the selling price for this part. When the selling price is locked, it won’t be affected by fluctuations in the average price.

    • Markup

      This is a numeric field with three trailing digits.

      ****NOTE: RTA has options for parts to be marked up from both the part record and the customer record. These function independently. If both are noted, the part will be marked up twice, once by the part record, and then again by the customer record. Typically, the customer markup is the better choice.

    • Sell Price

      This is field is automatically calculated unless the Lock Selling checkbox is selected.

      ****NOTE : The RTA system does not adjust the selling price when it is locked so be sure to review the selling price occasionally to make sure the part cost does not end up being higher than the selling price!

    • Stocked

      This checkbox is checked by default. Uncheck this box if you do not wish RTA to let you know when to re-order the part.

      ****NOTE: When this field is highlighted, pressing the space bar on your keyboard will alternately check and uncheck the box.

    • Chargeable

      This checkbox is checked by default.

      ****NOTE: Typically, ALL parts entered into inventory are flagged as Chargeable.

    • Consignment

      Select the checkbox to flag this part as a consignment part. You have the option of including or excluding consignment parts and their values from part inventory lists.

  4. Add a vendor for the part.
    ****NOTE: If you use the “Tab” key to navigate through the fields, the Add Part Vendor screen will appear as you navigate from the Consignment checkbox. If the Add Part Vendor screen is not displayed, you can select the Add Vendor button at the top of the window to display the screen and continue. You must add a vendor to the part record before saving the part in RTA.

  5. Review the fields in the Add Part Vendor screen. Edit as needed.
    ****NOTE: The required vendor data will already be populated in this screen. If you have this vendor’s price for this part, you can edit it now.

    ****Click to expand a description of each field

     Part Vendor Field Definitions

    Vendor Number: (Required)

    The vendor number will be displayed in this field.

    Vendor's Part Number: (Required)

    The primary part number will appear by default in this field. You can designate and individual cross-reference number for this part, under this vendor by editing this field.

    Rank: (Required)

    The first vendor entered for each part is assigned the rank of "1", marking it as your first choice in ordering the part (assigning it as the primary vendor). Additional vendors will have a rank of "9" until edited. The rank determines the order in which the vendors for this part appear in the listing.

    Price: (Required)

    Vendor's price for the part. Enter this vendor's price for this part. This field is kept updated by RTA upon receipt of the part through a Purchase Order

    Manufacturer: (Optional)

    A five-digit field.

    Lot Price: (Optional)

    Must be used if Lot Price is populated. Indicates quantity of units in a lot

    Lot Unit: (Optional)

    Must be used if the Lot Price is populated. Description of purchase unit (case, drum, etc.)

  6. Select the "OK" button
  7. Repeat steps 5 and 6 as needed for additional vendors or cross-reference numbers.
  8. When all vendors and cross-reference numbers have been added for the part, select the Cancel button. This will return you to the main part record screen.
  9. In the lower section of the screen are tabs labeled: Ordering, Stocking Areas, Usage Information, and Tracking Options. ****Click to expand information on each tab

     Ordering Tab

    Unit of Issue: (Recommended)

    Enter up to three characters as an abbreviation for the unit of issue to use when posting (i.e. EA for Each, QT for Quart, GAL for Gallon, LTR for Liter, IN for Inch, FT for Foot, etc…)

    Lock Re-Order Point/Quantity:

    Check this box if wishing to manually set the re-order point and quantity.

    ****NOTE: The Lock Re-order Point Quantity button must be checked for this option to be available

    Re-Order Point:

    When inventory is below this quantity, a requisition is generated for the Re-order Quantity.

    ***NOTE: The lock re-order point quantity button must be checked for this field to be edited.

    Re-Order Quantity

    The quantity to be requisitioned once the part has been flagged for the re-ordering.

    ****NOTE The lock re-order Quantity button must be check for this field to be edited.

    Manufacturer A & B:

    This are optional fields for your records.

     Stocking Area Tab

    Quantity: (Recommended)

    Enter up to seven leading and one trailing numeric characters for the on-hand quantity in Stocking Area A.

    Bin Number: (Recommended)

    Enter up to ten characters designating the bin location for the part. If you do not have a bin location to reference, enter a reference that can be used to group parts that would be counted together during inventory (i.e: FILTERS for filters, LIGHTING for bulbs and lights, BELTS for serpentine and v-belts, HOSES for radiator hoses, heater hose, etc..).

     Usage Tab

    As parts are posted to work orders, the usage is tracked in the Usage Information Tab. No entries are required in this area.

    ****NOTE: Field #1 is the current period. At each End of Period processing, the data from field #1 is moved to field #2 is moved to field #3, etc..., giving a year's usage at a glance. You can manually put in your yearly usage if you know it and RTA will fill in the rest.

     Tracking Options Tab

    Track Warranty:

    This checkbox is only available if a VMRS code was input for the part. Check this box to access warranty for the part, and then indicate the warranted miles and/or months in the Warranty Statistics screen that pops up.

    Create Tags:

    Check this box if you wish to flag the part for printing part tags in the future.


    Check this box if you wish to flag the part as having a Material Safety Data Sheet (MSDS) on file at your location.

    Fuel Tank Reference Number:

    RTA populates this field with information for “Fuel” Part types when they are assigned to a tank within RTA.

    Track Core Part:

    Check this box if the part has a core (the core would have its own part number, which would be entered into this area).

    Fit Codes: (Recommended)

    In this 8 digit text field, you can enter user-defined Fit Codes (vehicle numbers, models, etc…). This can then be used to verify Part application prior to issuing the part to a mechanic. Reports can also be generated based on Fit Code. If you are printing part tags, the first few Fit Codes for a part are printed on the part tag for reference.