Add Xref

The best way to use cross-reference numbers is to have only one number in the Master Record, preferably your P/N. Then you can add as many customer and/or vendor part numbers, as a cross-reference, as necessary.

 

When you create a Sales Order and choose the part number that you have in the Master Record, it will enter that part number in the line item and will enter the Customer’s part number in the CUST P/N space on the REF tab. It will print the customer part number on the Sales Order. When you create the Purchase Order (converted from the Sales Order), it will print the Vendor’s part number.

 

ADD A XRef NUMBER:

OPTION 1

1. Go to Inventory and choose a P/N that you want to cross-reference.
2. Click on XRef and then click on ADD.
3. Enter the XRef number and reason and then choose one of the six XRef types:
1. a. Customer - This indicates that the XRef number is associated with a customer. When this box is checked, an additional box will appear on the screen and you can enter the Customer’s name.
2. Vendor - Same as Customer, but for the Vendor.
3. General - A general cross-reference part, not associated with a particular customer or vendor.
4. Obsolete - A part number that is no longer in use.
5. Replacement - A replacement part number for kits and Work Orders.
6. Custom BOM - Used in the Work Order to customize unique lists of Bill Of Materials per part number. (You use it to replace replacement parts in the Work Order.)

OPTION 2

When you create a Sales Order or a Purchase Order, go to LINES and add your part number. You can add the Customer/Vendor cross-reference number on the Ref tab and after clicking OK, the system will automatically add this information to the XRef list of the part number.

 

NOTE:

1. In the Customer/Vendor files under DEFAULTS, you have an option to print either the Account P/N or Our P/N or both on the appropriate documents.

Definitions:

Account P/N This is the Customer/Vendor’s part number (not listed in the Inventory File, but it is listed under XRef of Our P/N).

Our P/N This is your part number that you have in the Inventory File.

 

2. If there is more than one XRef number for a particular Customer/Vendor, you need to define how you want the system to acknowledge that. This is done in Administration, System Setup, System General Defaults, Stock. There is a PART CROSSREF FOUND ALERT and this is where you tell the system how to react to multiple XRef numbers.

 

 

Inventory X-ref:

The best way to use cross-reference numbers is to have only one number in the master record, preferably Your PN. Then you can add as many Customer and/or Vendor Part Numbers, as a cross-reference, as necessary.

 

Inventory X-ref Defaults:

If there is more than one X-ref number for a particular Customer/Vendor, you need to define how you want the system to acknowledge that. This is set up in Administration, System General Defaults in the Defaults Tab; you have Alert options when entering the Part Number in a document as shown here:

• No Alert- you will not be alerted if there is a PN X-ref on file
• Alert Only-you will be alerted if there is a PN X-ref on file
• Alert and Load List-you will be alerted if there is a PN X-ref on file and a list will be loaded with the PN X-ref information

 

Inventory X-ref in the Customer & Vendor File:

In each Customer and Vendor File, in the Defaults Tab, you have printing options as shown for the following:

• Print Account PN-This is the Customer/Vendor’s PN. Not listed in the Inventory File, but is listed under X-ref of Our PN.
• Print Our PN-This is your PN that you have entered in the Inventory File

 

X-referencing in Quote/ Sales Orders:

When you create Quote/ Sales Orders, then enter the Part Number (listed in your master inventory file) as the line item, the system will pull up the Customer’s Part Number and will feed it into the Cust P/N space in the Ref Tab. This will print on the Quote/ Sales Order. If this is converted to an RFQ/Purchase Order, it will print the Vendor’s Part Number.

 

[EXAMPLE] If both part numbers are interchangeable and on file in the system, you will be alerted (depending on your default set up) to view the X-reference list once you enter the line item in the Quote/Sales Order. You can then select the x-reference part or keep the current part selected.

[EXAMPLE] If you type the Customer X-reference part number in the line, the system will replace it automatically with the main inventory master P/N and move the X-reference part you entered into the Cust/PN field.

 

Inventory X-ref in Parts List:

In the PN Master File, click on X-ref, then Add for a new Cross Reference or Edit to modify any of the X-ref fields. The following are the details and capabilities for the X-reference fields:

• X-reference-An alternate part number for the main part number
• X-ref Type-The type of the x-reference part. NOTE: See the list below for x-reference type details
• Cust/Vend Name-The name of the Account the x-reference part is associated with.
• On File-Indicates if this part exists in the master database
• Qty in Stock-Qty in Stock
• Reason-User defined for each part, allows up to 30 characters
• Interchangeability Code-Use the drop down menu to select the user defined fields that specify how it can be exchanged i.e. One Way, Both Ways, No Interchangeability, and As a Set. These fields can be set up in Administration-General Table Lists
• Cross Interchangeability-If checked, it will allow two-way interchangeability so the main part and the x-reference part will link both ways to each other. If not checked, it will only allow one-way interchangeability for the main part to the x-reference part.

 

Inventory X-ref Types:

There are 6 different X-ref types to select from. They are described followed:

• Customer-Indicates that the X-ref number is associated with a Customer. When this is selected, an additional box will appear to choose the Customer Acct. Check the Customer File’s defaults printing options, Our Part/Cust Part.
• Vendor/MFG-The same applies, as does the Customer type.
• General-A general cross-reference part that is not associated with a particular Customer or Vendor.
• Obsolete-A part number that is no longer in use
• Replacement-A replacement part number for Kits and Work Orders. In the Work Order, you will be able to load the list and switch the parts that are listed.
• Custom BOM-Used in Work Orders to customize unique lists of Bill of Materials per part number. Used to replace the replacement parts in the Work Order. If this is selected, you will need to choose the Customer file this is associated with.

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		Add Xref