Excess Inventory
This work instruction outlines the steps taken when we receive parts that don’t have a Sales Order
allocated to it.
RESPONSIBILITIES
The responsibilities of uploading and keeping track of excess inventory resides with QC. QC may
delegate uploading responsibility with management to a support person sometimes referred to as the
uploader.
How do we account for the assets? Our Admin is responsible for adjusting additions or deletions assets
to and from CRM and QuickBooks. QC is responsible for keeping inventory accurate.
Once the invoice is created and the parts are received the excess stock is then downloaded from the
CRM to QuickBooks, by QC emailing Admin, Director of Supply Chain and any other support staff.
This process outlines how our excess stock and our OEM excess lists are managed and marketed.
Websites we list our parts lists on:
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CRM Uploads
ILS (www.ilsmart.com)
Partsbase (www.partsbase.com)
IC Bin (www.icbin.com)
Stockmarket Aero (www.stockmarket.aero)
FI Part (www.fipart.com)
IC Source (www.icsource.com)
Parts Logistics ( www.partslogistics.com)
Broker Forum (www.brokerforum.com)
Broker Bin (www.brokerbin.com)
SpareBid (www.sparebid.com)
PartStat (www.partstat.com)
Data/Import/Export
Make sure OFFERS is checked
Mapping
NSN or Part Number  Full Part #
Quantity  Quantity
Description  Notes
The most current list of usernames and passwords for these websites can be found on the master
source list:
Document Number: WKI-202
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Excess Inventory
Server  Sourcing  Master Source
All folders and files dealing with excess stock and OEM excess lists are found in the Stock Excess Master
Lists folder:
Server  Shared Secure Folder  Stock Excess Master List
There are three folders that house all the information needed to manage our excess:
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Excess Master Folder: This holds the master excess spreadsheet that lists all the part numbers
and all the OEMs/Vendors in one place. It also houses our master stock list.
OEMS Parts List: This holds the spreadsheets for each individual OEM or vendor whose parts we
have access to or market.
Listing Services: This holds the parts lists for each individual listing service that we upload our
parts lists to. Each service requires a certain format, and we list some parts on certain sites but
not others.
There are two possibilities where our excess is concerned:
1. Parts are in our stock - This is inventory that is physically in the Norristown office.
2. Parts are not in our stock – Also called “available” stock. – This is inventory available to us via
another vendor.
Document Number: WKI-202
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Excess Inventory
PARTS IN OUR STOCK
Parts that our in our stock are automatically listed in CRM because they had to have been purchased
and received in. The part history function will show all details on the part. However, a separate
spreadsheet is also kept for marketing purposes, and can be found as follows:
Server  Secure Shared  Stock Excess Master Lists  SECURE_COMPONENTS_STOCKED
1. The spreadsheet titled Manual Stock List Final is a list of all the parts we have in stock.
a. This spreadsheet needs to be updated every time a new part is put into our stock.
b. New stock needs to be added to ALL the spreadsheets for each listing service. This is
done because each site requires a different format.
PARTS NOT IN OUR STOCK
Parts that are not in our stock are listed on the spreadsheet titled: “master_template_MONTH_DAY”
This spreadsheet lists ALL the parts from every OEM or vendor that we have access to. When a new list
is received, the following procedure must be followed:
1. List is to be uploaded into the CRM as “offers”. This is done by management.
2. A new folder with the OEM or vendors name is created in the OEMs Parts List folder – titled
“LISTS”. The spreadsheet containing all the parts and relevant information is saved in the folder.
3. All part numbers, descriptions, quantities, etc, are copied and pasted into the
“master_template_MONTH_DAY” spreadsheet. The OEM or vendors name is filled in under the
“Call” heading in the excess master spreadsheet.
Document Number: WKI-202
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Excess Inventory
LISTING SERVICES:
The lists you will be submitting to the listing websites can be found at
Server  Secure Shared  Stock Excess Master Lists  FILES SENT  *WEBSITENAME* Most Recent
Dated File
Before you submit the document to the listing website, you must update it with any new stock/available
parts and give the file a new name with the date of the day you are uploading.
IC BIN and BROKER BIN – ONLINE OR EMAIL UPLOAD ONCE PER WEEK
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General: ICBin and BrokerBin are both run by the same company and interface – so their
websites look the same and if you call customer service they can help you with both ICBin and
BrokerBin.
Contact: Mike – 507-535-7563
If you are the email on a registered account for ICBin or BrokerBin you can send an email of the
spreadsheet to [email protected] or [email protected] and they will reply with a waiting
time and then a confirmation that your file has been uploaded.
If you are not the email registered to the websites you must login and upload the files manually.
ICBin
BrokerBin
See Master Source List for Username and Passwords
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Excess Inventory
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NETCOMPONENTS– UPLOAD ONCE PER WEEK
General: Both of these listing services are focused on IC’s, resistors, etc. However, our lists contain
aircraft parts and military spec parts as well, because of the popularity of NetComponents dictates that
we have a good chance of getting calls by listing everything on this site. Contact person: Connie – 561274-6780 x135
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NetComponents upload instructions: www.netcomponents.com
ILS (www.ILSMART.com) – Parts should be added once per week.
See Master Source List for Username and Passwords
ILS is used by ALL government buyers who are looking for parts. Our ILS posting list is strategic in the
sense that we will post parts that we know are used for weapon systems that our customers are buying
for. Specifically all Customer Support Specialists with the DLA use ILS.
ILS allows you to enter our parts directly on their site as follows:
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Once logged in, click on “My ILS” -> Inventory Management -> Add
Fill out all the information requested on the inventory add screen
Make sure you put in the NSN as the alternate part number
DO NOT FILL IN A PRICE
Click Save
PARTSBASE (www.partsbase.com) – ONLINE UPLOAD ONCE PER WEEK
Format: PN - Qty – Description – Condition Code
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Excess Inventory
See Master Source List for Username and Passwords
Contact: Adam – email: [email protected] Phone: 888-322-6896 x5018
Required Fields/File Format: PN / DESC / QTY / CONDITION CODE
Partsbase is similar to ILS in that government buyers use the site. However, more often than
not commercial customers looking for aircraft parts will be using the site. Partsbase allows for
direct upload to the site:
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On the left hand side of the screen click on “list” (this is found under the title of Sellers)
When the new screen pops up, click on “Load a file” (located under manage inventory)
Select the partsbase spreadsheet and upload it. Select either “replacement file” or “additional
file” depending on if changes have been made to the spreadsheet since the last upload.
STOCKMARKET AERO (www.stockmarket.aero) - ONLINE UPLOAD ONCE PER WEEK
Contact: David Salas
Phone: (619) 696-5420 • Email: [email protected]
See Master Source List for Username and Passwords
Required Fields/File Format: PN, DESCRIPTION, CONDITION CODE, QTY
FI-PART (www.fipart.com) - ONLINE UPLOAD ONCE PER WEEK
Contact: Yujie Ahang
Email: [email protected]
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Excess Inventory
See Master Source List for Username and Passwords
IC SOURCE (www.icsource.com) – ONLINE UPLOAD ONCE PER WEEK
IC Source gets 2 different files sent. We separate our files into “Stock” and “Available” and they
both get uploaded at the same time.
Email: [email protected]
See Master Source List for Username and Passwords
PARTS LOGISTICS (www.partslogistics.com) – ONLINE UPLOAD ONCE PER WEEK
Contact: Martin
Phone: 877-909-9111
Email: [email protected]
Required Fields/File Format: PN, ALT PN, NSN, DESCRIPTION, QTY, COND_ID
See Master Source List for Username and Passwords
BROKER FORUM (www.brokerforum.com) - EMAIL UPLOAD ONCE PER WEEK
Contact: Vince
Email: [email protected]
Required Fields/File Format: xxx,xxx,PN, xxx,QTY,xxx, MFG,xxx, DATE CODE
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Excess Inventory
BrokerForum accepts email uploading – but unlike ICBin and BrokerBin you do not have to be
the email registered with the account.
Email document to [email protected] & [email protected] to upload
See Master Source List for Username and Passwords
SPAREBID (www.sparebid.com) – ONLINE UPLOAD ONCE PER WEEK
[email protected]
See Master Source List for Username and Passwords
PARTSTAT (www.partstat.com) – ONLINE UPLOAD ONCE PER WEEK
[email protected]
See Master Source List for Username and Passwords
EXCESS PARTS UPLOAD Spreadsheet
Each week when you upload the lists onto the listing websites, you want to keep track of the dates and
successful uploads with the Excess Parts Upload Spreadsheet
It is located at:
Server  Secure Shared  Stock Excess Master Lists  EXCESS PARTS UPLOAD CHECKLIST
Document Number: WKI-202
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Excess Inventory
You will write the date in the top row and check the corresponding boxes within the column it was
uploaded to successfully. This way you can keep track of the uploads and have proof of upload.
Document Number: WKI-202
Revision F
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Excess Inventory
APPROVAL
Originator:
Approval Date:
Quality Management Representative:
Approval Date
COO Approval:
Approval Date:
CEO Approval:
Approval Date:
REVISION HISTORY
Revision
A-B
C
Description of Change
Date
History for Revisions A & B are not available as they were created
before formal document control process was put in place.
Added Revision History on last page, changed document number
prefix to WKI for Work Instruction, added page numbering and
formatted header on first page.
Document Number: WKI-202
Revision F
Printed copies of this document are considered uncontrolled unless otherwise stamped
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Excess Inventory
D
Edited contact information and added new listing services.
5/7/2013
E
Revised Document for existing listing companies and added a new one
6/17/2013
F
Changed Colin to QC
8-25-2015
Changed all passwords to See Master Source List for Username
and Passwords
Document Number: WKI-202
Revision F
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