Parts lists allow you to represent the structure and composition of your products and manage those characteristics consistently. Xentral offers you different types of parts lists that enable you to streamline your business processes – reaching from picking to sales and flexible production and manufacturing processes.
In Xentral, there are different kinds of parts lists that are differentiated by their stock management and degree of flexibility:
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Normal parts list: A product that is stored as a finished set with its own product number and storage location. The components are attached to each other and have already been retrieved from the warehouse, e.g. a board game for which all parts are already packaged. Those parts lists are stock items and are suitable for products that are sold as a fixed set.
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Just-in-time (JIT) parts list: A flexible variant for which the components are managed as individual products with their own storage locations. The availability of the JIT parts list depends on the individual components, which may also be used in other JIT parts lists, e.g. figurines that may be used for other board games as well. JIT parts lists are no stock items, but rather a “container” for the included components.
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Multi-level parts list: If you are combining products from different raw materials or intermediate products, the multi-level parts list is the right choice. A multi-level parts list is identical to the previously described normal parts list and may have components that are parts lists themselves. Those parts lists are ideal for small and dynamic production processes and offers you a maximum of control regarding material consumption and the status of your production. Thus, multi-level parts lists are perfect for companies offering customized or specialized products.
|
Characteristic |
Parts list |
JIT parts list |
|---|---|---|
|
Stocking items |
As a complete set |
As individual products |
|
Product number |
One product number |
Individual product number |
|
Stock item |
Yes |
Nein |
|
Usage of components |
Only for this parts list |
Flexible for other JIT parts lists |
|
Dependency of availability |
Independent (stocked as a set) |
Depending on individual components |
The JIT parts list in Xentral is a particular kind of picking parts list for which the individual components of a set are not stored as one entity in the warehouse. Instead, the products are stored separately at their own storage locations and are only combined after creation of a sales order. This combines the flexibility of individual stock management with the efficiency of a dynamic logistics process.
Tip
Video tutorial: Your head start on just-in-time parts lists
Are you looking for a quick overview on the setup and usage of just-in-time parts lists in Xentral? Then, our video tutorial is exactly right for you. Take a look right away!
Characteristics:
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Individual components in the warehouse: The components of the set are stored with separate product numbers and at their own storage locations.
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Combined when ordered: The components are only combined into a set after the sales order has been placed.
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No fixed product number for the set: The set itself does not exist as an independent stock item, but is combined from the available components.
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Flexibility: The individual components may also be used for other sales orders or parts lists.
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Typical use case: Products such as customizable gift sets for which the customer selects the components, or standardized bundles that are only created during the shipping process.
Note
Example:
A customer orders a workout set consisting of a drinking bottle, a towel and a yoga mat. Those products are stored separately in the warehouse and are only combined in the shipping package during the picking process.
This structure allows for flexibility since the drinking bottle, the towel and the yoga mat can also be used for other sets or individual sales orders while the workout set reaches the customer as a finished combination.
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Warehouse optimization: Individual components can be used flexibly for other sets or sales orders.
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Individual wishes and customization: Sets can be easily adjusted according to customer wishes or stock availability.
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Efficiency in logistics: The products are combined during the shipping process, saving valuable storage space for pre-packaged sets.
The regular parts list in Xentral consists of multiple individual products or components that are sold together as a bundle. In contrast to production part lists that are used during the manufacturing process, normal parts list focus on the sales and delivery of a set.
Normal parts lists have the following characteristics:
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Uniform sales: The entire parts list is sold as one product, even though it consists of multiple components.
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Own product number: The set has its own product number that is used in the system.
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Several levels: In a production context, the normal parts list may consist of components that are parts list themselves.
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Availability of components: The individual parts are already in stock or are being purchased to complete the set.
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Typical use case: Gift sets, product bundles, product combinations (e.g. a ‘chair with cushion’ bundle).
Note
Example:
A garden lounge chair set with a cushion consists of a garden chair, a seat cushion and a back cushion. Those components are not stored individually in your warehouse, but stored as a complete set. The set has its own product number and a fixed storage location that is managed in the system.
The set is always offered as a fixed combination for sale and the components are not available separately. The components may not be used for other products. Shipping takes place directly from the warehouse without the need to combine the individual parts once again.
Proceed as follows to create a parts list:
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Go to Sell > Products.
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Click on + NEW to create a new product or open an existing product that you want to turn into a parts list.
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You determine the type of parts list as follows:
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Parts list: Activate the options Stock item and Parts list.
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JIT parts list: Activate the option Just-in-time parts list. The option Parts list is then automatically activated.
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Click on Save.
The new tab Parts list is displayed in the product view.
You can add products to your parts list as follows:
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Go to Sell > Products and open your product.
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Click on the Parts list tab.
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Click on + New element.
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Select a Product you want to add to your parts list.
Important
When you are creating a JIT parts list, you cannot add products that are parts lists themselves.
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Specify the Quantity in which the product should be included in the list.
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Optional: The fields in the sections Production and Assembly only apply if you produce yourself or work in electronics production.
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Click on Save.
The item now appears in your parts list.
Note
Only four decimal places are available for specifying the quantity of your parts list product. A more precise specification, e.g. for production, is currently not possible.
On the right side, your parts list is presented in a tree structure. This is especially helpful if another parts list is part of your parts list.
Note
On the bottom of the page, you can see a grey info box. It shows how often you can produce this JIT parts list with your current stock.
You can export the finished parts list as a CSV file by clicking on Parts list as CSV.
Note
It is possible to define an alternative product in the parts list. This option is only used for information purposes and as an internal note for production. It has no further effects.
In some cases, it can be advantageous to pre-produce JIT parts lists, e.g. because a special discount promotion is planned. To do this, proceed as follows:
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Create a parts list as a stock item (see section Creating a (JIT) parts list).
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Add all the items to your parts list that are also part of the JIT parts list you want to pre-produce (see section Adding products to a parts list).
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Go to Sell > Products.
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Open your JIT parts list.
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Activate the option Pre-produced parts list.
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Select your pre-produced parts list in the neighboring field.
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Click on Save.
If all the products are available be taken from the pre-produced parts list when adding products to the sales order, the JIT parts list will be replaced by the pre-produced parts list in the sales order.
Note
The name of the original product stays the same. The only thing that changes is the product number and thus the underlying product in the background.
Go to Sell > Product > Details to define the behavior of parts lists in documents.
If you activate the option Hide just-in-time parts list components, all individual products will be hidden in the receipts that are sent to the customer (sales order, invoice, delivery note) and only the primary parts list product will be displayed. In internal receipts, e.g. for picking, all individual products will still be displayed.
Important
Components of normal parts lists are never displayed on receipts. Thus, the setting Hide just-in-time parts list components described above generally only applies for JIT parts lists.
You can define the way parts lists are displayed in receipts in further detail with the BOM details module. For more information, see this article.
You can import existing parts lists from other systems. To do this, you need the parts list as a CSV file. The product number (artikelnummer) and quantity (menge) must be included in the file. A file can look like this:
"artikelnummer";"menge"; 1000018;12; 1000001;4;
Important
During the import of a parts list, the old parts list will be deleted and replaced by the new one.
Proceed as follows for the import:
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Go to Sell > Products and open your product.
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Click on Parts list > Import parts list.
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Click on Datei auswählen (select file) and select your CSV file.
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Select the option Item number; quantity in the template field.
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Specify the Delimiter you used in your CSV file.
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Click on Load parts list. A preview of your parts list is displayed.
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Select the columns that contain data.
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Select the first row that contains data.
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Click on Import now.
The message Successfully imported is displayed. You can view the imported parts list in the Overview tab.
In addition to the default import using the template Item number; quantity, there is also the possibility to import Altium Designer and Solid Edge ST2 parts lists. These parts lists are only used in special cases.
When exporting your JIT parts list to your online shop, you must take the following into account:
Only the JIT parts list without its components may be transferred to the store. The individual components of the JIT parts list will then be added back to Xentral when importing a sales order. If you want to display the individual components of your parts list in the shop, you can enter them in the product description.
When creating a delivery note manually, JIT parts lists are not expanded automatically. Instead of the sub-products contained, the delivery note stays empty and the parts list is not stocked out.
JIT parts lists are not exploded during direct creation and manual stocking out of a delivery note.
The list is only exploded when the process is carried out via a sales order. In this case, the JIT parts list is automatically divided into its components. If the sales order is then continued as a delivery note, the components are displayed correctly and can be stocked out.
JIT parts lists should always be processed via the regular sales order process (offer/sales order → Delivery note). Use a suitable logistics process, such as “delivery note with storage location” or “Simple stock retrieval”. This way, the sales order is automatically continued as an invoice and delivery note during shipping handover, and you can be sure that the products are booked out without error.