Parts Month End Setup

Modified on Thu, 13 Mar at 7:10 AM

Overview

The Parts Month End process in Softbase Evolution runs automatically the 1st day of each month. The process will move the Sales, Demand, Bin Trips and Lost Sales to the previous buckets so that the current month can be opened up to track the usage of parts for the current month.

24 months of history is tracked for the Sales, Demand, Bin Trips and Lost Sales. When the Month End process is ran it will take the stats of a part and move to the previous buckets. For example if the Month End Process was ran on 10/31/2024 it would take the demand of a part from the Demand 1 bucket and move to Demand2, the demand from the Demand 2 and move to Demand 3 and so on. In that Example when the Process is ran Demand 1 would represent November of 2024 and Demand2 would be October of 2024 and so on.

In addition to moving the stats of the parts to the previous buckets, the Parts Month End process will also attempt to update the Status of a Part based on the Phase In/Phase Out Setup of the Parts Group the Part is in. This process is used to help identify parts that are being sold and picked more often so they can be "phased in" in order for users to take notice and stock as needed. The process also looks for parts that aren't being sold or picked anymore and "phase out" the part so it isn't ordered and users can identify them.

Phase In Phase Out Setup and Process

Setup

The Phase In and Phase Out is setup by Parts Group by going to the Setup Toolbar button on the Parts Page. Once there go to the Parts Group Tab, select a Parts Group and go to the Phase In/Out Tab to see the settings.

Phase In Criteria

This section contains the parameters used to determine whether parts should be phased in or not when running the Month End process.

Average Demand Per Month

This field will be used to compare against the Average Demand over the number of Months identified in the field below to determine if the part could be considered to be phased in or not.

Total Bin Trips Over Selected Months

This field will be used to compare against the Total Bin Trips over the number of Months identified in the field below to determine if the part could be considered to be phased in or not.

Months to Average and Total Over

This field will be used to determine how many months back (including the current month) to look at to average the demand over and total the bin trips for to compare against the above field to determine if a part should be phased in.

This field can't be set to a value larger than 12

Phase Out Criteria

This section contains the parameters used to determine whether parts should be phased out or not when running the Month End process.

Average Demand Per Month

This field will be used to compare against the Average Demand over the number of Months identified in the field below to determine if the part could be considered to be phased out or not.

Total Bin Trips Over Selected Months

This field will be used to compare against the Total Bin Trips over the number of Months identified in the field below to determine if the part could be considered to be phased out or not.

Months to Average and Total Over

This field can't be set to a value larger than 12

Month End Phase In Phase Out Process Flow

When the Parts Month End Process runs it will look at the Part Group for each Part to gather the above information to determine if a part could be phased in or out.

Phase In

To be considered to be phased in the part must meet the following criteria;

The Average Demand Per Month of the part must be greater than or equal to the setting from the Part Group.
- The Average Demand Per Month is calculated by taking the total demand of the part over the past number of months identified and dividing by the months value.
The Total Bin Trips of the part over the past number of months identified from the setup must be greater than or equal to the Total Bin Trips value.

If the part meets the above criteria and is in a status of; New, Phase Out or Delete the Part Status will be updated to the Phase In and the Prior Status will be set to it's previous value.

If the part meets the above criteria and is in a status of; Phase In the Part Status will be updated to Current and the Prior Status will be set to Phase In.

Example

Part A has Demand of 15 over the past 3 months and 3 total bin trips and the current status is New

The Parts Group for Part A has the Phase In Criteria setup as the above with needing an average demand of 2 and 2 total bin trips over the past 3 months.

The Average Demand of the Part is 5 (15/3) and has 3 total bin trips.

At Month End the part would be moved from a Status of New to Phase In as it qualifies to be phased in.

If the same example above would of had 3 total sales and 3 bin trips it wouldn't have been phased in as the Average Demand would have only been 1 and that wasn't greater than the criteria of 2.

Phase Out

To be considered to be phased out the part must meet the following criteria;

The Average Demand Per Month of the part must be less than or equal to the setting from the Part Group.
- The Average Demand Per Month is calculated by taking the total demand of the part over the past number of months identified and dividing by the months value.
The Total Bin Trips of the part over the past number of months identified from the setup must be greater than or equal to the Total Bin Trips value.

If the part meets the above criteria and is in a status of; Current or Phase In the Part Status will be updated to the Phase Out and the Prior Status will be set to it's previous value.

If the part meets the above criteria and is in a status of; Phase Out the Part Status will be updated to Delete and the Prior Status will be set to Phase Out.

Example

Part A has Demand of 0 over the past 12 months and 0 total bin trips and the current status is Current.

The Parts Group for Part A has the Phase In Criteria setup as the above with needing an average demand of 0 and 0 total bin trips over the past 12 months.

The Average Demand of the Part is 0 (0/12) and has 0 total bin trips.

At Month End the part would be moved from a Status of Current to Phase Out as it qualifies to be phased out.

If the same example above would of had 2 total sale and 1 bin trips it wouldn't have been phased out as the Average Demand would have been .16 and that was greater than the criteria of 0.

Requirements

The user is required to have the Parts Group Setups permission in the Parts Tab in Permissions under the Roles Page for the role they are logged into.