Part Number Creation vs. Copy Design with ERP Integration

Effective management of part numbers is crucial when integrating Autodesk Vault with an ERP system. This is especially important when dealing with complex product designs and their associated Bills of Materials (BOMs), which are fundamental elements in manufacturing and production processes. Proper management ensures that each part is meticulously tracked and identified, enabling smooth communication and data exchange between design and production teams. This integration is essential for maintaining consistency and accuracy throughout the various stages of product development, from the initial design phase to final production, thereby reducing errors and improving overall efficiency.

One of the key challenges in this process arises when part numbers are generated externally by an ERP system, rather than within Vault itself. This challenge becomes particularly evident when using Vault's Copy Design tool, which is designed to quickly duplicate assemblies and components, often requiring new part numbers to be assigned.

While Vault can generate part numbers automatically based on file names or numbering schemes, many organizations rely on ERP systems to generate part numbers.

This introduces complications, as Vault’s default behavior during Copy Design does not account for the need to pull numbers from an external ERP system. In such cases, custom solutions are required to ensure part numbers are properly synchronized between Vault and the ERP.

Copy Design and ERP Part Numbers

Copy Design is a powerful feature that enables users to quickly create new versions of existing designs by duplicating assemblies and components. It streamlines the design process, allowing engineers to reuse existing designs with minimal effort. However, when part numbers are dictated by an ERP system, the tool's default behavior, assigning part numbers based on file names or a defined Vault Numbering scheme, can lead to inconsistencies.

For example, if the ERP system is responsible for part number generation, the part numbers assigned by Copy Design may be temporary placeholders. This can cause issues when transferring BOM data from Vault to the ERP, as the part numbers in Vault may not match those required by the ERP system.

Custom Number Providers for ERP Integration

To resolve the challenge of part number synchronization between Vault and an ERP system, a custom number provider can be implemented. This solution allows Vault to communicate directly with the ERP system during the Copy Design process, ensuring that the correct part number is assigned to the copied components and assemblies before they are saved in Vault.

Source: https://www.autodesk.com/support/technical/article/caas/tsarticles/ts/01DuICSDHpxreDz4jDRh1Y.html 

The custom number provider operates on the ADMS, meaning it runs on the Vault server rather than the client. This enables it to handle processes like number generation centrally, ensuring consistency across all users interacting with Vault.

By extending the ADMS, custom number providers allow you to implement custom business logic for generating part numbers.

This logic can include querying external systems (such as ERPs) and applying specific numbering rules.

Because it runs on the server, the custom number provider can interface with external systems (like an ERP) through APIs. This allows Vault to pull or push part numbers from/to other systems during operations like Copy Design, ensuring that part numbers remain synchronized between Vault and external systems.

The custom number provider would fetch part numbers from the ERP system via an API. If the ERP provides an API that supports number generation, the custom provider can automatically request the next available part number during the Copy Design process. This number is then applied to the new components in Vault, aligning part numbers across both systems.

To execute this interaction powerJobs is used to execute specific automated logic/code within Vault, such as triggering the fetching and assigning of part numbers from an ERP system during or after the Copy Design process. Specifically, its role in this context would be:

1. Automating API Calls: powerJobs can automate the API requests to the ERP system to fetch the next available part number during the Copy Design process. This eliminates the need for manual intervention, ensuring that the correct part numbers are assigned immediately.

2. Handling Placeholder Numbers: If no ERP API is available, powerJobs can handle generating placeholder numbers in Vault and later updating them when the ERP system provides the correct part numbers (e.g., after items are released or at another designated point).

3. Automating Updates in Vault: powerJobs can automatically apply the part numbers retrieved from the ERP system to the duplicated files or components in Vault, ensuring that the part numbers and file names are synchronized correctly across both systems.

Manual Rebranding of Part Numbers with powerJobs

While automating part number generation during Copy Design is ideal, there are scenarios where manual post-processing is necessary. In these cases, a custom menu button for rebranding or updating part numbers, powered by COOLORANGE’s powerJobs software, can be implemented to handle part numbers that have already been created.

This custom solution works as follows:

• Scan for Placeholder Part Numbers: The custom button identifies copied files with placeholder part numbers, often prefixed with "copy of." This ensures that only files with temporary part numbers are selected for updating.

• Request New Part Numbers from ERP: When the ERP system is the source of part numbers, the tool can communicate with the ERP via an API to fetch valid part numbers. This ensures that part numbers match the ERP’s numbering scheme, preventing misalignment in the BOM.

• Apply New Part Numbers to Vault Files: Once the correct part numbers are retrieved, the tool updates the files in Vault. It modifies both the part number property and, if necessary, the file name, ensuring that the part number and file name remain aligned.

• Optional: Renaming Files: In scenarios where the file name must match the part number (a common requirement in ERP-integrated environments), the custom button can also rename the files to reflect the newly assigned part numbers. This ensures consistency across the BOM, Vault, and the ERP system.

By leveraging powerJobs, this manual rebranding process becomes efficient and seamless, reducing errors and ensuring that part numbers are properly synchronized across all systems. This provides flexibility, allowing organizations to intervene manually when needed, while still benefiting from the power and efficiency of Copy Design.

Managing part numbers in a multi-system environment requires careful planning, especially when part numbers are generated externally by an ERP system. While Autodesk Vault’s Copy Design tool simplifies the creation of new designs, it needs to be customized to handle part numbers coming from an ERP.

Custom number providers and manual rebranding tools powered by COOLORANGE’s powerJobs offer the flexibility and control needed to ensure accurate part number synchronization between Vault and ERP systems.

These solutions enable organizations to maintain BOM accuracy, reduce manual errors, and ensure that their design and production processes remain streamlined, even in complex environments where ERP integration plays a crucial role.

Download the free 30-day trial of powerJobs and experience its capabilities firsthand.