Baseplan Parts Module

The Baseplan Parts Module is the repository for controlling the levels and prices of all stock within an organisation. Our Parts Module integrates closely and seamlessly with a number of other areas within Baseplan Enterprise including the service module, rental contracts, customer invoicing and of course purchase orders.

Complete Parts Management

The Baseplan Parts Modules provides everything that you could ever need in a parts management solution. It takes care of each processes from the point of ordering through to the delivery of the part itself. Track all transactions that will affect both the quantity of parts and the value of those parts from a cost perspective and in real-time.

Stock is recorded and tracked with our Pre-Delivery Wizard inside of Baseplan Enterprise. Our stock master form allows for the easy setup of reporting groups, warehouse and pricing for each individual part. You also have the capability to drill down into the detailed history of stock and a number of other forms for processing stock transactions.

Our comprehensive reordering process also for companies to forecast parts usage (taking into account the velocity and turnover of the part), the ability to have main warehouses, the ability to have mobile van storage for parts inventory, handle barcode scanning and many other helpful features.

Other efficiencies of the parts management system includes stock transfers, adjustments, contract pricing and the ability to do cycle-counts/stock takes.

Integrated Re-Ordering

The Baseplan Stock Module has a fully integrated reorder process that can be run in two different levels. The first standard level will go through and look at stock consumption and compare that with both stock levels and velocity codes. This can be configured by parts warehouse and from the point of view of generating reorder batches that can be edited by the user and selectively confirmed into purchase orders. Purchase orders can then be approved for sending off of the suppliers for fulfilment.

Further to that, Baseplan Enterprise has a more advanced version of the stock reorder which allows for complex financial modelling including smoothing of stock requirements to allow for seasonal fluctuations in stock usage. Both of these systems will integrate fully with the Baseplan Purchase Order Module and will generate open purchase orders that can then follow the normal purchase order approval process.

Baseplan Enterprise has an integrated van replenishment process that will look at the consumption of parts used in service jobs by mobile technicians. This can be configured to automatically generate transfer requests to top up the van stock from the main warehouse ensuring that stock is on hand when needed.

Customer and Backorder Management

The Customer and Backorder Management module allows for the ability to quote and record customer orders regardless of stock availability. Picking slips can be generated with any remaining stock automatically placed on backorder. Once the out of stock part is received at the warehouse, the part will automatically be allocated to fulfil the outstanding backorder.

Picking Slips

Baseplan Enterprise has the facility to automatically generate picking slips from a number of areas including customer sales orders. Staff can access picking slips using our stock warehouse mobility product to help them complete the picking slip in an efficient and timely manner. This is achieved by the fact that our system will take into account what is on the picking slip and allow for the user to progress down the aisle in the warehouse in a logical order based upon bin location, the aisle and selectively pick the stock as notated on the picking slip. Once the picking slip has been completed, it can then be entered into the system so that backorders can be calculated or if using stock mobility this data entry is automatic.

Barcoding and Scanning

Barcoding is a great way to speed up the process and to reduce data entry error. Throughout the Baseplan Parts Module we have the capability to associate a barcode with a part number. This barcode can then be printed on any required documentation and integrates tightly with industrial strength printers for the printing of barcodes.

Barcoding is essential to being able to use the Baseplan stock mobility product to aid in the entry of part numbers as part numbers can be quite long. Barcoding is also used in other areas of our software in respect to the equipment and rental modules and extensively throughout the Baseplan rental mobility applications. Full key documents are donated with a type of document specific barcode that allows for very fast and accurate captcha of data in a mobile environment.

Service Exchange Parts

Baseplan Enterprise has the ability to manage reconditioned parts within your fleet. The tracking of new, refurbished and core components is completed independently with a detailed serial number history recorded.

Bill of Materials

Baseplan Enterprise has a fully integrated Bill of Materials sub-system that combines fully with the stock master and in particular the service module. Therefore when a subassembly or bill of material is issued to a service job, the bill of material will be exploded and the components that make up that bill of material will have their quantities adjusted accordingly.
The Bill of Material gives you the option to print as a header item all of the details on the invoices that is subsequently generating from servicing. This is a very powerful capability within the system.

Order Tracking

Comprehensive shipping and delivery of parts can be maintained and managed throughout the duration of the order within the parts module. All information is updated in real time including integration with supplier tracking information feeds.
Easily visible backordering information and expected date of arrival for out of stock parts, can allow for better communication with customers. Reporting and analysis of shipment methods is another feature that can be provided to better manage order tracking.

Supplier Management

In Baseplan Enterprise, in respect to the parts module, we are able to automatically manage the suppliers that are associated with each part. By ordering parts from a particular supplier, the system will build up a history of that supplier over a period of time.

Baseplan Enterprise has an automatic facility for leveraging the data that is collected during the ordering process upon suppliers in respect to maintaining a table of data that includes the item codes, last purchase date and other details. This facilitates a review of that information allowing comparison to current costs compared to previous costs of purchasing from suppliers. This then also allows for easy reordering from suppliers in the future as the system has a historical framework to base new orders from.

Slow Moving/Dead Stock Management

Baseplan Enterprise automatically tracks the performance of stock within the system and will identify which stock is slow moving or dead. Baseplan Enterprise has the capability to naturally calculate the statistical stock movement and atomically allocate velocity codes to the stock and warehouses. This further allows for slow moving stock to be taken into account correctly in respect to the reorder process.

Further to this, where dead stock is known, the stock can be transferred to a separate warehouse and revalued as required with automatic financial transactions flowing through to the general ledger in that respect.

The slow moving functionality is important for insuring that the van stock is always suitable to the purposes required. This ensures that customers don’t end up with vans that are full of slow moving stock and missing the key parts. This allows your company to reduce the dollar value of the stock in the vans, increases the efficiency of stocktakes and overall better general management of parts.

Stocktake/Cycle Count

The process within Baseplan Enterprise in respect to cycle counting is to firstly generate the cycle count sheets which can be grouped by warehouse, category of part, etc. These sheets then get printed out and allocated to counters who will then go out physical count the stock. Once complete the cycle count sheets are entered back into the system and a variance report generated. From the variance report a recount might be initiated on particular stock items or categories and further to that, the numbers reconfirmed.

The final stage is to process the cycle count which will make adjustments to the quantities within the parts module and too create a journal to journal entry for any re-evaluation of stock on hand that might be required to the balance sheet.

Baseplan Enterprise Parts Module has an integrated cycle count system allowing for multiple cycle counts to be run concurrently. The software grants a user the ability to freeze cycle counts as required which means that the system can still continue to trade with those stock items when necessary. However the system knows at what point in time the cycle count was commenced and therefore any transactions that happen after this point will be correctly taken into account when the cycle process continues.

Serialised Number Parts

The Baseplan Parts Module allows for a variety of different types of parts to be held within the ledger. One of those types is serial number parts that allows for the warehousing of high valued assets which could be as large as excavators or forklift trucks to smaller items such as engines and parts.

The serial number process allows for tight integration with the Service Module in Baseplan Enterprise in respect to having capital preparation jobs that are used to prepare an item for sale. Serial numbered items are held as individual items within the stock serial number table in Baseplan Enterprise so that they will all have the same part number.

Manufacturing and Production Planning

The integrated manufacturing process caters for the build of finished goods from components and the assembly of kits. Integration with work orders to track time and materials consumed in the manufacture of new equipment allows for the easy management of assembly line processes and fabrication facilities. Each stage in the manufacturing process integrates with customer orders and inventory requirements planning.

Equipment Management

Equipment Management is a major area within Baseplan Enterprise. This feature covers the full lifecycle for equipment in regards to both equipment owned by the organisation and customer owned equipment.

The Equipment Management area allows for the detailed recording of the specifications of equipment, recording of scheduled service information, linking to the assets module in respect to purchase date and purchase price and depreciation. It also tracks information such as certification expiry, registration and the like and can also track hour meter ratings.

Equipment management not only records all of the details regarding the company equipment and client equipment but provides extensive functionality regarding servicing of the assets in respect to capturing both labour and parts that can then be charged out to clients. All service information is automatically recorded with the asset ledger and can be reported on for detailed reporting of KPI’s.

The equipment area encompasses a lot of sub-modules which includes servicing, technical support and warranty information. A company will also gain the ability to run a variety of different reports from within this area when required.

Warranty Management

Warrant Management within Baseplan Enterprise is facilitated by tracking the manufactures warranty on the equipment as well as tracking the warranty on individual parts. This allows for a warning to be brought up for the user, when entering a service job, in respect to the equipment should any warranty period be triggered. Warranty information is recorded against each asset in the equipment ledger.

Advanced Forecast Module

The Baseplan Forecast Module is at the core of keeping your stock levels in order. It allows you advanced functionality like reorder planning of parts using our comprehensive algorithms which cover lead time, buffer stock and lot quantities all based on historical consumption. Use smoothing formulas too further enhance planning calculations and tailor the order plan prior to automatic creation of purchase orders.

Performance Reporting

Extensive analysis reporting covering sales, internal consumption and availability allows for the detailed performance reporting of parts. This includes pricing intelligence reporting across groups, types and categories of stock. Calculations are automatically completed for ‘delivered in full on time’ (DIFOT) across various categories and warehouses. Detailed integration with service records to aid in better planned maintenance of equipment is yet another feature of this comprehensive reporting tool.


Baseplan Enterprise has extensive capability to handle all of our multi-currency needs. Multiple currencies can be held within sub ledgers, allowing for the processing of financial transactions in different currencies to both suppliers and to customers. This allows for the ordering of products from overseas in one currency and ultimately providing those parts and services to either local clients in native currency or even overseas clients in a different currency.

Any financial transactions with a non-local currency can be included in Forex revaluation process which will result in automatic financial adjustments through to the general ledger. All reports and forms will automatically display the correct currency designator through any currencies used within the system as required.

Flexible Pricing Models

Baseplan Enterprise Parts Module has available with it the capability for comprehensive pricing. The combination of the sales price hierarchy plus contract pricing maximises pricing flexibility in respect to the sales of parts.

Pricing for your parts can be provided using a number of different methods like quantity breaks (which can be set at different levels or discounts at different levels), pricing groups and further to the contract, pricing can set up in pricing groups associated with particular customers. The pricing models work off a number of different methods including cost price plus mark up and/or using multiple sales prices. These prices can start from a particular date in the future if required.

Overseas Ordering

The Baseplan Enterprise Parts Module integrates tightly with both the Suppliers Module and Purchase Orders Module in respect to ordering from overseas suppliers. Baseplan Enterprise automatically knows via the currency designator if the purchase order is dealing with an overseas supplier and as such the process is automatically changed to suit the normal processing stream that occurs during this scenario.

When dealing with an overseas supplier, often the invoices are in relation to the overseas purchase order and will be receipted prior to the goods physically arriving. Baseplan Enterprise will automatically allow for this, as well as the entry of additional invoices, in respect to taking delivery of assets on purchase orders from overseas suppliers.

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