Creating and Managing Items in PartsManager

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

Items in PartsManager, formerly known as PartsLedger, are the inventoried items you purchase and use on Job's in ServiceTrade.

This article will walk you through creating, syncing, and managing your Items in PartsManager. It's important to understand Creating and Managing Items in ServiceTrade before continuing.

 

Creating Items

  1. On the Navigation Bar, click Inventory.
  2. Then click Items. This will take you to the Items List Page.
  3. Click the blue + New button to open the Add Item Menu.
    New_Button.png
  4. Enter relevant info for all required fields. See below for field definitions:
    Screen-Shot-2022-09-23-at-4-15-45-PM.png
    • Name - the name of the item.
    • 'SKU' is an optional field.
    • Enter $0.01 in the Default Sales Price field. We do not use Sales Price in PartsManager, so this will act as a placeholder.
    • Default Purchase Price. This will be the default price when Adding this Item to Purchase Orders in PartsManager.
    • Description - is the description of the Item. There must be a description for the item to sync to ServiceTrade.
    • Default Inventory, Bill, Inventory, and COGS Account - These are the ledger accounts you want for this item. They will automatically populate with the accounts selected in Account Settings.
    • Type - Is the Item Type.
      • Inventory - This is an item you track in inventory.
      • Consumable - Consumable items are not moved through your inventory. They are typically items with short lifespans your business uses to fulfill daily operations. Consumables are the raw materials or items required to develop or create products or help provide services customers pay for.
      • Direct Items -  is a type of item you order on a Purchase Order directly for a Sales Order (ServiceTrade Job). Direct Items are items you never want to receive in your Warehouse inventory.
  5. Click Submit to create the Item.  
    • Note: When you create an Item in PartsManager it will automatically be created and synced in ServiceTrade.
      This process can take a couple minutes. How the Sync with ServiceTrade Works?
      If the items were Bulk Imported Into PartsManager
      they will not auto sync, and will have to be done manually. Please contact your PartsManager Administrator or Customer Support if you need those items synced.

Managing Items

Editing Items

  1. On the Navigation Bar, click Inventory.
  2. Then click Items. This will take you to the Items List Page.
  3. Click the three-dot icon.
  4. Click the pencil icon to open the Edit Item Menu.
    Edit_BUtton.png
    • This menu functions nearly identically as the Add Item Menu.
    • You can also click the copy icon, to create a new item. This will copy all field information from the existing item. This is useful if you have similar items.
      Copy_Button.png
  5. Edit Item fields.
  6. Click Submit when done.
    • Note: Editing an Item in PartsManager will automatically change the relevant fields to the synced Item in ServiceTrade. This process can take a couple minutes. How the Sync with ServiceTrade Works?
      If the items were Bulk Imported Into PartsManager they will not auto sync, and will have to be done manually. Please contact your PartsManager Administrator or Customer Support if you need those items synced.

Deleting Items

  1. On the Navigation Bar, click Inventory.
  2. Then click Items. This will take you to the Items List Page.
  3. Click the three-dot icon.
  4. Click the trashcan icon.
    Delete_Button.png
  5. Click Confirm to delete the item.
    • Note: Deleting an Item in PartsManager will not delete the synced Item in ServiceTrade. You will have to delete the Item in ServiceTrade manually.

How the Sync with ServiceTrade Works

When you create this Item in PartsManager, an Item will be created and synced in ServiceTrade. This process can take up to 24 hours. The table below shows which PartsManager Field Names sync to ServiceTrade:

PartsManager Field Name

Sync Direction ServiceTrade Field Name
Name noun-arrow-3134096-004680_copy.jpeg Item Code
Default Purchase Price noun-arrow-3134096-004680_copy.jpeg Item Cost
Description noun-arrow-3134096-004680_copy.jpeg Item Description
  • The ServiceTrade Item Type will always be set as 'Part.' 
  • The Item will also be marked as taxable and active.
    Tax_and_active.png
  • The External System will 'NextLedger'.
  • The External ID will automatically be created.
    External_System.png

Editing an Item in PartsManager will automatically change the relevant fields to the synced Item in ServiceTrade.

Do not edit the PartsManager items in the ServiceTrade Item's List. It's best practice to always make changes via the PartsManager Item's List to avoid syncing issues.

Deleting an Item in PartsManager will not delete the synced Item in ServiceTrade. You will have to delete the Item in ServiceTrade manually.

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