GB2201017A - Spare parts data retrieval - Google Patents

Abstract

In a method of storing and retrieving part numbers, e.g. of vehicles or domestic appliances, each part number is stored at a memory location defined by a corresponding multi-character code. This code comprises two groups the first of which is used to identify similar parts and/or groupings thereof, an assembly to or in which the parts and/or groupings can be fitted and a source of supply thereof, and the second of which is used to determine a sequential order of display of the individual part numbers, e.g. on a VDU or print-out. <IMAGE>

Description

"IMPROVEMENTS IN AND RELATING TO SPARE PARTS RETRIEVAL" The invention relates to the storage and retrieval of spare parts generally and is of particular application to the storage and retrieval of spare part numbers in the competitive automotive parts aftermarket.

Pattern parts for machinery such as domestic appliances and motor vehicles are usually available from a variety of parts suppliers and/or manufacturers. Each supplier will normally issue a catalogue listing all the parts supplied. These catalogues can then be used by a retailer and/or consumer to cross reference between a description (in #written, matrix and/or hieroglyphics form) of the part that is required and a part number assigned to that part by the supplier. The style of catalogue issued and the manner in which a given article is classified and/or designated with the supplier's part number is determined by and is ordinarily unique to each supplier.

In the automotive field where each vehicle type may have a number of derivatives, it is essential that the consumer is supplied with the correct one of a number of similar spare parts. A particular disadvantage of presently available automotive spares catalogues is that to #update a single entry it is usually necessary to replace the whole catalogue or bound volume thereof, or in the case of a microfiche catalogue the appropriate sheet of the catalogue. Such an exercise is usually justified only when a number of changes are required and is typically undertaken annually. Thus, it will be apparent that many catalogues will be in use which contain errors-requiring unnecessary expenditure of effort to combat.

A motor parts factor or High Street outlet will normally stock spare parts from a variety of suppliers.

Therefore, to meet customer enquiries promptly and efficiently a factor will need to be conversant with all his supplier's current catalogues and which spare parts from each supplier are currently in stock or are readily available.

The retail automotive parts aftermarket is now moving away from established motor factors employing highly knowledgeable staff, toward 'High Street' or retail outlets in which relatively unskilled personnel or personnel of varying skill levels are employed. These personnel are provided with the stock information which enables them to identify whether a particular part number is available to them or not, however in the interests of efficiency it is desirable that either the customer should present them with the part numbers they require or that they are able to obtain such using simple information supplied by the customer.

To avoid a wasted journey customers will often telephone the retailer to ascertain whether the desired part is in stock. Such 'telesales' can be particularly time consuming for the retailer who may have to leaf through a plurality of supplier catalogues whilst conducting a telephone conversation.

It is an object of the invention to provide a method of storing and retrieving part numbers that can overcome various disadvantages of existing methods.

In a method of storing and retrieving part numbers, according to the invention, each part number is stored at a location defined by a corresponding segmented multi-character code comprising at least two consecutive segments of at least one character each; said code having a first group comprising at least one of said segments being used to identify similar parts and/or groupings thereof, an assembly to or in which the parts and/or groupings can be fitted and a source of supply thereof, and having a second group comprising the other one of said segments being used to determine a sequential order of display of the individual part numbers of said parts and/or groupings; and in which said location is within a volatile and/or non-volatile memory of a computer system and the individual part numbers are displayed on a VDU, a hard copy printout and/or other output means of the computer system.

Preferably the multi-character code comprises at least three segments one of which identifies the source of supply.

As used herein the term "character" covers all coded characters, including spaces, and preferably descriptive information derived from the first and/or the second group of the code is displayed in conjunction with the part number retrieved thereby. Conveniently the second group contains coded information of the orientation of the corresponding part number within the assembly. Also, information encoded in the multi-character code can be displayed independently of though associated with the corresponding part number. Suitably the first group of a given code or a search section thereof can be generated and an electronic and/or magnetic storage means searched to obtain all codes possessing this first group.

The invention also provides a system for storing and retrieving part numbers comprising a volatile and/or non-volatile computer memory providing said location at which the part number is stored and in which each part number is defined by said multi-character code.

The invention will now be further described by way of example only with reference to the accompanying drawings. In the drawings: Figs. la and lb form a flow diagram illustrating usual operation of a method in accordance with a preferred embodiment of the invention; and Figs. 2 to 7 are examples of sequential screens A to F displayed on a VDU during operation of the method.

A preferred embodiment of the invention utilises a sixteen character alphanumeric code or full code specifically adapted for use in the automotive parts aftermarket. The full code, an example of which is 'FOD3112--150--A-' (defining a supplier part number for front brake pads for one model of Ford Escort Mk3), consists of a number of consecutive segments in which the following information is respectively encoded: Segment 1: Vehicle Make - a two character code typically unique to associated marques of each vehicle manufacturer; Segment 2: Vehicle Model Series - a two character code which is common to a series of mechanically similar vehicle models; Segment 3: Vehicle System - a one character code identifying a primary vehicle system, such as Brakes, Transmission, Steering/Suspension, etc; Segment 4: Part Grouping (within the system) - a single character code identifying a subdivision of the vehicle system, examples in the case of the Brakes System are Friction Parts, Hydraulic Parts, Mechanical Parts and Miscellaneous Parts; Segment 5: Detail Part (within the grouping) - a single character code which identifies the specific part within the parts grouping, for example a brake pad set; Segment 6: Vehicle Model Variant - a two character code which identifies major variants within a model range, for example in the case of an exhaust system the sports version of a given model may require a different system from the saloon model; Segment 7: Parts Supplier - a two character code unique to each supplier; Segment 8:Part Orientation - this is a combination of three single character codes which together identify#the orientation of the part within either the vehicle and/or an assembly. An example being a suspension wishbone of which a vehicle may have eight different ones eg: left front upper, right rear lower, etc.; and Segment 9: Additional Vehicle Model variant - a two character code used, for instance, when specific parts requirements change during the life of a vehicle model.

One example is the uprating of a brake system five years into a model life following which a different brake pad set may be used, and thus this code can be used to indicate year breaks. Normally, this section is 'blank', ie: a blank space or other desired symbol.

In the example of the full code given, a first code group is constituted by the aforementioned segments 1 to 7, and a second by segments 8 and 9. The Vehicle Model Variant segment 6 is ordinarily 'blank' except in the case of parts which are particularly model dependent, such as exhaust parts and clutch parts. Conveniently the segment 6 is only used if 'triggered' by the appropriate code for segment 4. It should be noted that in the example given detailed classification possible with the sixteen character full code is not required hence a number of the characters are 'blank'.

A micro-computer system operated by employees and/or unskilled customers utilises the full code as part of a method in accordance with the invention. The computer system consists of an input device typically a hand held pendant, mouse or keyboard, a display device such as a VDU, a microprocessor, and a non-volatile memory device such as a hard or floppy disc drive. The method relies on the interaction between the operator, a principle operating program, and a plurality of lists and/or files of information held in computer memory, to derive a search section of at least one required first group common to a series of one or more full code or codes and subsequently retrieve and display the supplier part number or numbers identified using said first group or groups.

The operation of the computer system will now be described with reference to the flow diagram shown in Figs.

la and lb, and to the, menu and display screens shown in Fig. 2. In the flow diagram of Figs. la and lb interrogatory information displayed to the operator is shown in the left hand column, the method of operation is shown in the centre column, and information output is shown in the right hand column.

A first stage in retrieving the required series of full codes involves the operator identifying the model series within which the customer vehicle lies. Initially a first menu screen A, shown in Fig. 2, is displayed on the VDU, which lists 'VEHICLE MAKES'. Displayed alongside the name of the respective vehicle make is the associated two character code. The operator is required to select a desired make and therefore the associated two character code. This is done by either highlighting the desired make in conventional reverse video by positioning the cursor at an appropriate position on the screen, or by typing the desired two character code. Subsequently pressing an ENTER or RETURN key generates the first segment of the required first code group. In Fig. 2 the manufacturer FORD is shown highlighted having the two character code FO.

A list of 'MANUFACTURER'S MODEL SERIES' is searched and a listing of model series of the previously selected manufacturer is displayed, together with a brief description of group content forming a specification.

Displayed adjacent each such vehicle specification is the associated two character code. In the example of Fig. 3, FORD cars are displayed as screen B with the vehicle make (derived from listing of the previous screen A) displayed at the top left hand corner. A desired model series is selected by the operator (in this example ESCORT MK3), thus the first and second segments of the required first code group are generated.

In the next menu screen C shown in Fig. 4 the selected specification is displayed at the top of the screen adjacent the vehicle manufacture associated with the first segment (eg: ESCORT MK3 ). After such display the four character code already generated is stored for later use. Thus, at this stage the operator has chosen the vehicle model series and is able to check that he has correctly done so.

The second stage involves the identification of a detail part, assembly and/or kit of parts that the customer and/or operator wishes to obtain. On completion of the first stage a listing of 'PRIMARY VEHICLE SYSTEMS' is displayed. These systems typically as shown in Fig. 4, include Braking, Steering/Suspension, Transmission, Engine Components (Valve Gear, Crank Parts, Gaskets# etc.), Engine Systems (Cooling, Fuel, etc.), and Electrical and Control.

As with the previous screens the associated code of each system is displayed alongside thereof. The operator selects the desired system, and thus generates segment 3 of the required first code group.

A listing of 'PART GROUPINGS' corresponding to the selected system is displayed, as for example screen D in Fig. 5, with each having a title and being identified by the associated segment 4 code. The operator will then select the desired group and thus segments 3 and 4 of. the required first code group are generated.

Similarly a list of 'DETAIL PARTS' corresponding to the selected grouping is displayed, as for example screen E in Fig. 6. The desired detail part is then selected and its identifying code adopted as segment 5 of the required series. In the following and final display screen F, shown in Fig. 7, the title of the detail part selected is displayed at the top right hand side of the screen, in this example "BRAKE PAD".

If on selection of the desired 'PART GROUPING' either exhaust or clutch groupings are chosen the 'DETAIL PART' screen is by-passed and the normally redundant Model Variant segment 6 is generated. This is done because detail parts of such groupings tend to be very model dependent rather than common to a whole model series and thus do not lend themselves to classification by detail part.

In a third stage the 'SUPPLIER' segment 7 must be derived and although this may be done in like manner to that for the earlier segments it is preferred that this is done automatically by the operating program without interaction of the operator.

Associated respectively with each 'PART GROUPING' and 'DETAIL PART' record is a supplier default menu screen.

On setting-up the system two preferred supplier defaults can be set on each screen but typically those defaults associated with the detail parts are left 'blank'. Once segments 3 to 5, identifying the required detail part, have been generated the operating program interrogates the supplier default screens associated with the chosen segments and adopts as two alternatives for segment 7 the defaults associated with the 'PART GROUPING'. However, if defaults have been entered in the screen for the 'DETAIL PART' then these supersede and are adopted in the place of those of the 'PART GROUPING'. Hence, two first code groups have thus been generated.

These defaults are only set by authorised personnel using password access to the default screens. It will be apparent that the defaults in the operating program are normally set to suppress display of those suppliers which a retailer does not stock or whose particular part is out of stock. Ordinarily, a default is only set at the detail part level if the preferred suppliers for the 'PART GROUPING' do not supply that particular part.

The operator's constructive interaction with the operating program being complete and two first code groups (segments 1 to 7) having been generated a fourth 'search' stage. now commences. The previously generated segments 1 and 2 are retrieved from store and combined with segments 3 to 6 to complete the search section of the first group. A 'PART NUMBERS' list or file containing a listing of all available parts is searched using this section. Each record in the file is identified by a unique full code and contains an abbreviation of the supplier's name, the supplier's part number and has an alphanumeric specification of the part. The specification is normally transcribed directly from the supplier's own catalogue and will contain detailed information such as year breaks, exceptions (four door models only, for instance), etc.

Segments 8 and 9 of the full codes are in hexadecimal characters, and thus the records can be stored numerically so that adjacent records identified by full codes comprising the same search section form a series. Thus, the records of the series corresponding to the generated search section are readily copied and are conveniently copied to a RAM.

Then those records within the RAYS1 having the first group, ie: the same search section and preferred supplier section 7 as either of the two previously generated first code groups, are retrieved and displayed in sequential order on screen F, as for example shown in Fig.

7. It can be seen therefrom that supplier part number records are shown together with the already displayed part description and vehicle specification.

A fifth and final stage in the part number retrieval process requires the operating program to search a list of 'ORIENTATION DESCRIPTIONS' with the single character codes in segment 8 of each full code of the displayed records. The ' ORIENTATION DESCRIPTIONS' (for example, front, rear, left, right, upper, lower, etc.) are each identified by a unique one character code.

Subsequently a description corresponding with each of the three codes of each segment 8 is displayed adjacent the already displayed part number.

The operator is now able having obtained the preferred suppliers part numbers to retrieve the previously stored spare parts from the bins or racks, for example, in or on which they have have been stored identified by the respective part numbers.

On reading the displayed part numbers of the preferred suppliers, the operator may find that there is no immediately available stock. Knowing that a local competitor stocks parts from different suppliers he may wish to obtain a part from them at a trade price and pass this on to the customer (clearly at a reduced profit margin), thereby recovering an otherwise 'lost sale'. To do this it is desirable to give the competitor the required supplier part number or numbers directly, otherwise there is little incentive for the competitor to supply at the trade price. The part number or numbers are, as will be appreciated, already held in the RAM and using a simple command the whole contents of the RAM can be rapidly accessed for display.

It will be clear that the foregoing description illustrates an application of the invention by way of example only. The operating program of the aforementioned example can be provided with a facility that enables the operator to by-pass one or more of the stages by entering the desired code segment or segments without viewing the 'menu' screens previously described. It will be clear that such facility would be particularly useful to speed up a search conducted by a retail assistant for commonly sought-after parts. Also, at any time the operator may scroll backwards through the screens A to F to amend his entries if so desired.

In a second embodiment of the invention the parts supplier is coded as segment 3 (the subsequent segments being renumbered accordingly) immediately preceding the detail parts identifying segments now segments 4 to 6. The first group is in this embodiment ordinarily formed by segments 1 to 6, and the second by segments 7 to 9. The parts supplier is normally chosen after the detail part segment 6 has been generated and then the 'PART NUMBERS' file is searched with the whole first group. This embodiment is preferably used when the part numbers within the 'PART NUMBERS' file are grouped by supplier. It will be appreciated that in other applications of the invention such generation of the full code out of sequence may be desirable for similar or different reasons.

A principal advantage of these embodiments is that they can each operate as stand-alone system which can utilise a retailer's own micro-computer and which can be rapidly and accurately operated by employees and where desired customers alike. During a brief exercise it was found that using. this system the time spent making a 'telesale' of five unrelated parts was on average 25% of that taken when conventional catalogues were employed.

It will be appreciated that the 'PART NUMBERS' list or file is likely to require the most frequent updating. Since this file can be suitably held on a magnetic disc it can be readily amended by overwriting with an updated copy thereof. A master copy of this file which forms a part of a centralised master database can be easily updated by editing or replacing individual records therein.

Copies of a single master 'PART NUMBERS' file can be used by all recipient retailers who by appropriate use of defaults within the operating program can configure their respective systems to suit their own supplier and/or stock requirements.

Claims (1)

1. CLAIMS:

   1. A method of storing and retrieving part numbers, in which each part number is stored at a location defined by a corresponding segmented multi-character code comprising at least two consecutive segments of at least one character each; said code having a first group comprising at least one of said segments being used to identify similar parts and/or groupings thereof, an assembly to or in which the parts and/or groupings can be fitted and a source of supply thereof, and having a second group comprising the other one of said segments being used to determine a sequential order of display of the individual part numbers of said parts and/or groupings; and in which said location is within a volatile and/or non-volatile memory of a computer system and said individual part numbers are displayed on a VDU, a hard copy printout and/or other output means of the computer system.

   2. A method of storing and retrieving part numbers in accordance with claim 1, in which said multi-character code comprises at least three segments including said two consecutive segments and one of which identifies said source of supply.

   3. A method of storing and retrieving part numbers in accordance with claim 1 or claim 2, in which descriptive information derived during generation of either of said groups is displayed in conjunction with said part number.

   4. A method of storing and retrieving part numbers in accordance with any one of the preceding claims, in which the orientation of said part number in said assembly is encoded within said second group.

   5. A method of storing and retrieving part numbers in accordance with any one of the preceding claims, in which information encoded in said multi-character code is displayed independently of though associated with said part number.

   6. A method of storing and retrieving part numbers in accordance with any one of the preceding claims, in which search section of said first group is generated, said memory is searched with said search section, and all part numbers having multi-character codes comprising said search section are copied from said memory.

   7. A method of storing and retrieving part numbers in accordance with claim 6, in which all part numbers copied from said memory and having multi-character codes comprising said generated first group are displayed.

   8. A method of storing and retrieving part numbers in accordance with claim 6 or claim 7, in which said search section is generated by interaction of an operator with said computer system.

   9. A method of storing and retrieving part numbers in accordance with any one of claims 2 to 8, in which said first group comprises a first segment identifying said assembly, a second segment identifying a detail part of said assembly and a third segment identifying a supplier of said detail part, and said second group comprises a fourth segment identifying the orientation of said part within said assembly.

   10. A method of storing and retrieving part numbers in accordance with claim 9, in which said first group further comprises a segment identifying a manufacturer of said assembly.

   11. A method of storing and retrieving part numbers in accordance with claim 9 or claim 10, in which said search section is said first group less said supplier identifying segment.

   12. A method of storing and retrieving part numbers in accordance with any one of claim 9 to 11, in which said supplier identifying segment is determined by default settings within said computer system.

   13. A method of storing and retrieving automotive part numbers in accordance with claim 2, in which said first group comprises a first segment identifying a vehicle#make, a second segment identifying a series of vehicle models with said first and second segments identifying said assembly, a third segment identifying a primary vehicle system, a fourth segment identifying a parts grouping within said system, a fifth segment identifying a detail part or kit of parts of said grouping and a sixth segment identifying said supplier of said detail part or kit, and said second group comprises a seventh segment encoded with the orientation of said part within said assembly.

   14. A method of storing and retrieving automotive part numbers in accordance with claim i3, in which said first group further comprises a segment identifying major variants within said series of vehicle models.

   15. A method of storing and retrieving automotive part numbers in accordance with claim 14, in which said second group further comprises a segment identifying additional variants.

   16. A method of storing and retrieving automotive part numbers in accordance with claim 15, in which said multi-character code comprises sixteen alphanumeric characters, said first group comprises seven segments of 2,2,1,1,1,2 and 2 characters respectively, and said second group comprises two segments of 3 and 2 characters respectively.

   17. A method of storing and retrieving automotive part numbers in accordance with any one of claims 13 to 16, in which a search section being said first group less said supplier identifying segment is generated by interaction of an operator with said computer system, said memory is searched with said search section, and all part numbers having multi-character codes comprising said search section are copied from said memory.

   18. A method of storing and retrieving automotive part numbers in accordance with claim 17, in which said supplier is determined by default settings within said computer system.

   19. A method of storing and retrieving automotive part numbers in accordance with claim 18, in which all part numbers copied from said memory and having multi-character codes comprising said generated first group are displayed.

   21. Apparatus for storing and retrieving spare parts employing a method in accordance with any one of the preceding claims, comprising said computer system having said volatile and/or non-volatile memory, and display means comprising said VDU, a hard copy printer and/or output means.

   22. A method of storing and retrieving part numbers as hereinbefore described with particular reference to the accompanying drawings.