Add a Part to Parts Inventory in Encompass

Purpose

This article explains how to add a new part in Encompass via the Unit Maintenance tab. Proper setup of parts ensures accurate inventory management and cost tracking for repairs.

When to Use This Article

• You need to add a new part to the parts inventory in Encompass
• You want to set up a re-order point to trigger inventory alerts
• You need to configure billable cost information for repair order calculations

Steps to Follow

1. From the Unit Maintenance tab, click Add Part under Common Tasks on the left side of the screen.

   

2. Enter the required fields and configure optional settings:

   • Part Number — Required and must be unique. Up to 20 characters.
   • System Code — Select to reflect VMRS (Vehicle Maintenance Reporting Standards).
   • Re-Order Point — The inventory value that triggers an alert to order more.
   • Stock Quantity — The quantity ordered each time (not the quantity on hand).
   • Billable Cost — Helps determine the cost of a repair order.

   Note: Billable Tax Rate cannot be edited on this page. Configure it via Vehicle Management > Setup > Unit Maintenance Settings.

3. Click Save to finish adding the part.

   

What Not to Do / Common Pitfalls

• Part Number must be unique — duplicate part numbers are not allowed
• Stock Quantity is the order quantity, not the current quantity on hand
• Billable Tax Rate must be configured separately in Vehicle Management > Setup > Unit Maintenance Settings