When creating a new parts record in SAM, it is essential to provide detailed and accurate information to ensure efficient stock management and easy retrieval. Each part record you enter contributes to building your comprehensive parts list, which is crucial for inventory tracking, reporting, and order processing.

For optimal usability, part codes should be as descriptive as possible, allowing for quick identification when entering data or generating reports. The parts record stores vital information such as the part’s description, sales price, and unit of sale, helping streamline inventory management processes.

How to Add a New Part Record

To enter a new part record in SAM, follow these steps:

1. Navigate to the Parts Module in the system.
2. Click the “Add New Part” button in the menu.
3. When the Part Record window appears, enter the required details in the respective fields.

Required Fields for a New Part Record

Ensure you have the necessary information ready for the following fields:

1. Part Code: You can enter up to 30 characters for the part code. The characters A-Z, 0-9, /.-#, can be used but no spaces or commas. Each part must have its own unique code. Once a part code is created, it can’t be changed. If you want to change the code, you need to create a new product record.
2. Description: Here you can enter the product name or description. This appears on reports and it automatically appears when you use the part code on invoices, credit notes, sales and purchase orders. Bear in mind that if Sam’s parts list is synched with sage 50 Accounts the part description may be truncated. In Sage 50 you can enter up to 120 characters.
3. Cost Price: This is the actual price we pay for the product, the cost price may also include shipping and carriage costs. To calculate the cost price, you need to consider all the costs associated with the product or service. This includes:
   • Raw Materials
   • Labour
   • Transportation
   • Packaging
   • Overhead Costs
   • Indirect Costs, like utilities, rent Insurance and Equipment Depreciation

   To calculate the cost price: 𝑇𝑜𝑡𝑎𝑙𝑝𝑟𝑜𝑑𝑢𝑐𝑡𝑐𝑜𝑠𝑡=𝐶𝑜𝑠𝑡𝑜𝑓𝑟𝑎𝑤𝑚𝑎𝑡𝑒𝑟𝑖𝑎𝑙𝑠+𝐶𝑜𝑠𝑡𝑜𝑓𝑑𝑖𝑟𝑒𝑐𝑡𝑙𝑎𝑏𝑜𝑟+𝐶𝑜𝑠𝑡𝑜𝑓𝑜𝑣𝑒𝑟ℎ𝑒𝑎𝑑

4. Selling Price: A product’s selling price is the price at which your company plans to sell the product to a customer.

   To calculate the selling price: 𝑆𝑒𝑙𝑙𝑖𝑛𝑔𝑝𝑟𝑖𝑐𝑒=𝑐𝑜𝑠𝑡+𝑑𝑒𝑠𝑖𝑟𝑒𝑑𝑝𝑟𝑜𝑓𝑖𝑡𝑚𝑎𝑟𝑔𝑖𝑛.

5. Unit of Sale: Define the standard quantity in which the product is sold.
6. Density: Record the ratio of the product’s weight to its volume.
7. Manufacturer’s Code: Provide the unique identifier assigned by the product’s manufacturer.
8. Weight: Specify the product’s weight to assist with logistics and shipping calculations.
9. Minimum and Maximum Stock Levels: Define the lowest and highest quantities to maintain optimal stock levels.
10. Purchase Units: State the quantity or packaging in which the product is purchased from suppliers.
11. Sales Unit: Enter the smallest unit of the product that is sold to customers.
12. Serial Number Tracking: The serial number switch allows you to track any part by its serial number if required. You can select “None” (do not allow serial numbering), “Manual” (create your own numbering system), “Automatic”  in automatic mode the system will generate its own serial numbers, at the point the part is inputted into the system.  i.e. 10 items input will create 10 serial numbers for those items).
13. Batch Tracking: Batch Management, allows you to batch manage the parts from an order if required. You can select “Disable” (do not allow batch management), “Enable” create a batch number, as the part is is inputted into the system i.e. 10 items input from an order, will create a batch number for the order. You can quickly identify and isolate batches that don’t meet quality standards. This not only ensures customer satisfaction but also reduces the risk of product recalls and related financial losses.
14. Depot/Warehouse: Your organisation may utilise multiple storage locations, which we refer to as warehouses or depots, each warehouse is equipped with storage racks for organising the individual parts.
15. Location: The individual parts are labelled and stored accordingly in the warehouse facility to ensure easy access and efficient inventory management. These storage locations are meticulously maintained to guarantee the availability and integrity of all parts, ensuring that any individual part can be quickly located and retrieved as needed.

By accurately completing these fields, you can ensure that all relevant product details are captured, enhancing inventory control, reducing errors, and improving operational efficiency across your organization.