Centralized Parts Inventory

The Master Facility

When utilizing the centralized parts inventory feature, the master facility won't see much of a difference than when operating in individual facility mode. The master facility should have the correct descriptions, account numbers, VMRS codes, etc. The only difference users in the master facility will see is when they've made changes to those specific fields on a part that exists in a sub-facility. Upon exiting the parts master screen, they'll be prompted "Master part items have been updated. Do you want to synchronize changes?" If answer "Yes", it will update all corresponding parts in the sub facilities. If answer "No", it'll leave the sub faciilities parts as is. There is also a utility which can be run at any time to synchronize one or more of the sub facilities.When renumbering a part, the same part will be renumbered in all sub facilities. The users in the master facility won't see anything different, other than the processing will take more time.


When users in a sub-facility add a part that exists in the master facility, most of the info will be filled in for them. If the part number they're trying to add doesn't exist in the master facility, they'll be taken into the parts list screen showing the master facility's part records. They must select the part to add from the master facility list.  The main fields will all be added automatically for them, including: description, part type, account code, VMRS code, unit of issue, and classification. Those fields cannot be changed in the sub facility. Other fields are also brought over from the master part including fit codes, vendors, cross-reference numbers, and prices. These fields can be changed in the sub-facility. When the sub-facilities run the End-of-Period Parts process at the end of each fiscal period, it will ask if they want to synchronize their parts inventory with the master facility. Therefore, even if the master facility never runs the sync program when changes are made, the sub facilities can update their system once per month.  Sub-facilities will not be able to renumber parts. Only the master facility can do this, which will also update the sub-facilities. If a sub-facility is adding a part and it doesn't exist in the master facility, they'll need to contact someone at the master facility to add the part. It must exist in the master facility before the sub-facility can add it. The sub-facilities may also want to "clean up" their parts inventory to match up with the master. The "Part Sync" utility will help. It updates the main fields if the part number matches the master facility. If the sub-facility has the same part, but under a different number, they should renumber these prior to their facility implementing the centralized parts enhancement. They will no longer be able to renumber parts when they link.

Enabling Centralized Parts

  1. From the main menu in RTA, select System > Setup System Switches > Main System Parameters. Enter your password #3. Then go to the tab Parts Parameters. Select option 15 "Use Master Parts List" and change this to Yes. This enables the ability to use the centralized parts management in some of your facilities.
  2. Next you need to designate centralized parts management for specific facilities. From the main menu in RTA, select Master > Facility > File Maintenance. Select a sub-facility, one which will be linking their parts inventory to be dictated by the master facility.  In the field "Master Part Facility", change that number to the master facility number. The sub-facility chosen is now using the centralized parts program.
  3. Update the sub-facility parts inventory with the master facility. This will update the sub-facility parts with the description, VMRS code, account numbers, etc from the corresponding part in the master facility. Parts in the sub-facility that don't have a matching part in the master facility are not affected.  Select System > Utilities > Parts > Centralized Parts Sync. Run the program for the sub-facility that's being linked. Note: this process can also be performed when you run End-of-Period Parts, which prompts the user if they'd like to run the parts sync utility. You may also be prompted in the parts master screen to sync an individual part if the master record has changed.
  4. Repeat step 3 for each additional sub-facility you wish to have managed by the master.