Archibus SaaS / Maintenance / Background Data - Maintenance
Maintenance / Corrective Maintenance / Inventory Manager
Maintenance / Preventive Maintenance / Background Data - Maintenance

Maintaining a List of Parts Vendors

When you need to order new parts, you will find it useful to have the vendor information immediately available for each part. You can also generate the Parts by Vendor report that has up-to-date information on your parts.

Tip: If you are using the Maintenance Console (which includes the feature to store parts in multiple storage locations), you can generate purchase orders for parts provided you have associated the part with a vendor.

Define Parts Vendors

Select the Define Parts Vendor task, available from the paths at the top of this topic.

The system displays a two-panel view, with the left panel displaying a list of vendors and parts. Selecting a part from the list displays its details in the right panel.

• To update details, make changes in the details panel and click the Save button, linking parts to parts vendors.
• To add a new record that assigns a vendor as supplier of a part:
  1. Click the Add New button in the inventory listing panel and enter data in the details panel.
  2. Choose the following information:
     • Vendor Code: Select the vendor from the list of vendors defined using the Define Vendors task.
     • Part Code: Select the part you want to associate with this vendor.
     • Vendor Part #: Enter the part number used by this vendor. If you are using the multiple storage locations feature for parts, when you generate purchase orders, the vendor part # is added to the purchase order when you add a part.
     • Vendor Rank for this part: Enter a number to indicate the preference you give to this vendor, 1 being the highest preference. If a part is associated with multiple vendors, the inventory manager sees this ranking when managing purchase orders, and can use this ranking to assess which vendor to use.
     • Order Lead Time (days): Enter the number of days it typically takes to receive the part.
  3. Create a record for each vendor from whom you purchase the part.
  4. Save your changes to submit the new parts / vendor information.
• To delete a vendor record, use the Delete button on the details panel.

View Parts by Vendor report

Select the "View Parts by Vendor" task to show a two panels report. The left panel shows a listing of all parts vendors and the right panel shows a listing of all parts supplied by the vendor selected in the left panel. The report includes key information about each part, including if it is understocked and the average cost usage. To be sure that these statistics are up-to-date for each part, you can run calculations to update the data by choosing the Calculate Inventory Usage button. For information on these calculations, see Calculating Inventory Usage.