Part Utility Programs

Utility programs are designed to process or speed up tasks that aren't part of the normal daily, weekly, or monthly routine. Seven utility programs are available.
It's best to run these programs when no other users are in the RTA system. If this is not possible, have users temporarily discontinue processes that access the part file such as posting parts to work orders, processing requisitions and purchase orders, entering part adjustments, and so on. Users can continue adding work orders, using Paperless Shop, uploading EFI transactions, etc. as long as it doesn't involve posting a part. Depending on the utility program, if a record lock occurs during the process, the procedure may lock up until the record becomes available, skip the record in use, or fail altogether.

Copying a Part From One Facility to Another

This program copies a part from one facility to another. You'll have the option to copy part prices, inventory quantities, vendors, and warranty information into the new facility.

1. Select Master > Part > File Maintenance from the RTA main menu (MPM).
2. Enter the number of part record to be copied or press F1 to select the part from the lookup list.
3. Select Utilities > Copy Part from the menu or click on the Copy Part To Another Facility icon in the toolbar.
4. Enter the facility number where the part will be copied or press F1 to select the facility from the lookup list.
5. Select the checkboxes as needed.

• Copy part prices: Select this checkbox to copy the current part prices to the new facility; leave blank to set the part price at $0.00 in the new facility.
• Copy on hand quantities: Select this checkbox to copy the inventory quantities to the new facility; leave blank to set the inventories at 0.0 in the new facility.
• Copy warranty: Select this checkbox to copy the part warranty information (months and mileage only). The component statistics are not copied into the new facility. Leave the checkbox blank to drop the warranty information.
• Copy part vendors: Select this checkbox to copy the vendor number to the new facility. Leave this checkbox blank to use a different vendor; enter the primary vendor number in the Default vendor field.

1. Choose OK to copy the part.

Check Cross-Reference Numbers

If you've been experiencing problems with your part or vendor cross-references, run this routine to re-index and reorganize the part and vendor cross-reference files. It may take several minutes to process, depending on the number of part records on file in all facilities. A report is provided for your reference when the process is complete.

1. Have all other users exit RTA or quit procedures that access or may access the part file.
2. Select System > Utilities > Parts > Check Cross Reference from the RTA main menu (STPH).
3. Read the message displayed and choose Yes to continue.

Delete Requisitions by Vendor

This program allows all requisitions to be deleted for a range of vendors. This is particularly useful when you first start using the requisition and purchase order options and need to "start fresh" by getting rid of old requisitions that may not be valid. It's also handy to use if you discontinue purchasing from a particular vendor and need to delete requisitions for that vendor. Deleting requisitions does not affect parts already ordered on POs so be sure to delete any pending purchase orders as needed (PPC, SGPO).

1. Have all other users exit RTA or quit procedures that access or may access the part file.
2. Select System > Utilities > Parts > Delete Reqs by Vendor from the RTA main menu (STPD).
3. Enter the starting and ending vendor number(s) or press F1 to select the vendor(s) from the lookup list.
4. Choose OK to accept the vendor range.
5. Choose Yes to confirm the deletion.

Create Requisitions for Low Quantity Parts

This program checks the on hand, on requisition, on order, and backorder quantities for all parts in a single facility. Requisitions are created for parts that 1) have a quantity on hand below the reorder point, 2) are flagged as stocked parts, and 3) aren't currently on requisition, on order, or on backorder. Running this program is a good way to do a quick inventory check to make sure parts don't run out of stock; it can be run at any time, as often as you like. It may take several minutes to process, depending on the number of part records on file in the specified facility. A report is provided for your reference when the process is complete.

1. Have all other users exit RTA or quit procedures that access or may access the part file.
2. Select System > Utilities > Parts > Create Reqs on low qty from the RTA main menu (STPC).
3. Read the message displayed and choose Yes to start the process.

Recalculate Part On Order Quantities

This program checks the parts on order through requisitions and purchase orders for all parts on file for a range of facilities and updates the appropriate on order quantities in the part records.

1. Have all other users exit RTA or quit procedures that access or may access the part file.
2. Select System > Utilities > Parts > Recalc On Order field from the RTA main menu (STPO).
3. Read the message displayed and then enter the starting and ending facility number(s) or press F1 to select the facility number(s) from the lookup list.

Maintain Account Numbers

This program allows you to add, change, and delete account numbers. Account number records don't necessarily have to be set up unless the "Use Account Codes" switch is set to VALIDATE (SSM, Parts Parameters tab, switch 36); in which case, account numbers must be set up in order for the system to validate user entries. Even if account numbers aren't required, if your fleet references account numbers, it's a good idea to set up records for them; doing so provides a lookup list for users to access and will help eliminate entry errors. The account numbers file is used by the entire system and is not facility specific.

Adding an Account Number

To add an account number record, do the following:

1. Select System > Utilities > Parts > Update Account # from the RTA main menu (STPA).
2. Enter the account number. The account number is a text field allowing up to 25 characters.
3. Choose Yes to add the new account.
4. Enter information in the remaining fields as needed.
5. Choose OK to save the record.

Changing an Account Number

You can modify everything in an account number record except the account number. To change an account number record:

1. Select System > Utilities > Parts > Update Account # from the RTA main menu (STPA).
2. Enter the account number or press F1 to select an account number from the lookup list.
3. Make the changes as needed.
4. Choose OK to save the record.

Deleting an Account Number

To delete an account number record, do the following:

1. Select System > Utilities > Parts > Update Account # from the RTA main menu (STPA).
2. Enter the account number or press F1 to select an account number from the lookup list.
3. Choose Delete.
4. Choose Yes to confirm the deletion.

Extract Purchase Order Records

This program extracts data for PO transactions from all facilities, by date range, to a text file named xporcvd.dat. The text file can be imported into other applications such as accounting or spreadsheet programs.

1. Select System > Utilities > Parts > Extract PO Records from the RTA main menu (STPE).
2. Enter the starting and ending PO transaction dates to extract or press F1 to select the dates from the calendar. The system will search for PO transactions received in the date range indicated.
3. Select the applicable checkboxes to extract the needed PO transactions.

• Extract invoice number: This checkbox is active, by default, to include the transaction invoice number and invoice date in the text file; clear this checkbox to exclude that information.
• Flag transactions as exported: Select this checkbox to flag transactions once they have been extracted. This helps avoid duplication of data should the dates overlap the next time this utility is executed. Skip this checkbox to leave transactions unflagged.
• Include previous flagged transactions: This checkbox gives you the option of including or excluding previously flagged transactions in the extraction (see previous checkbox). Select this checkbox to extract all PO transactions received in the specified date range; skip this checkbox to extract only the transactions that have not been flagged.

When the process is complete, a file named xporcvd.dat will be placed in the fleet subdirectory. The file layout will vary depending on how the Extract Invoice Number checkbox is marked. Refer to the tables on the following page for the file layouts.

File Layout: Extract invoice number Checkbox Active (Default)

File Layout: Extract invoice number Checkbox Cleared

Edit Inventory Balance

This utility allows direct editing of the inventory balance values as show on the Inventory Balance Report (RPI).
The values shown on the inventory balance report are updated in real time. The beginning inventory value is updated when the End Of Period Parts (SEP) utility is run at the end of each fiscal period. The other columns are then reset to zero to start the new period.

1. Select System > Utilities > Parts > Change Inventory Bal from the RTA main menu (STPI).
2. Enter the Level 1 password for your system.
3. Adjust the values as needed.
4. Click the OK button to save your changes.

When editing the values, note that the left column contains the most recent information, for the current fiscal period that data is currently being input for. The middle column contains cumulative totals for the current fiscal year. The right column displays information from the previous fiscal year.
If the End Of Period process is not run, then the inventory balance figures displayed will be incorrect. This utility allows you to edit the figures directly in such a case.

Reconcile Inventory Balance

This utility allows you to easily reconcile the inventory balance values as show on the Inventory Balance Report (RPI).
The values shown on the inventory balance report are updated in real time. The beginning inventory value is updated when the End Of Period Parts (SEP) utility is run at the end of each fiscal period. The other columns are then reset to zero to start the new period.

1. Select System > Utilities > Parts > Reconcile Inventory Bal from the RTA main menu (STPB).
2. A suggested adjustment amount is filled in by default. Accepting this amount will reconcile your ending inventory value on the inventory balance with your current actual inventory value.
3. Click the POST button to save your changes.
4. Enter a REASON and AUTHORIZATION, which will be displayed in the Parts Adjustment audit trail (RPP).