Exporting PDXpert PLM parts, BOM & sources to MRP/ERP

Last update 2018-04-19

This application note describes how to create custom data transformations for exporting parts and bills of materials, as well as manufacturers and their approved parts, to a manufacturing system. Fishbowl Inventory 18.3 is used as a practical example.

Topic contents

Transfers from PDXpert PLM to MRP

A typical manufacturing system ("MRP") treats each part revision as interchangeable with earlier revisions. Your MRP may require, accept or ignore engineering revisions. It may entirely replace previous data with revised data. Observe revision interchangeability good practice in PDXpert. Always verify that your import process and data transformations create and accurately update your MRP records.

Designing your export process

Only released data should be transferred to the manufacturing system. Pending items in PDXpert PLM have no effect on your production. Therefore, a released or completed engineering change form is the obvious foundation for moving approved data from PDXpert to your MRP.

A good transfer design recognizes that certain data must be matched, some data should be imported only once, and some PLM data may not be useful in MRP.

  • Decide what data your MRP requires from PDXpert: home parts, bills of materials, vendors and their parts, distributors, documents, files, units of measure, etc.

  • Compare your MRP configuration to PDXpert configuration, and identify shared data. For example, you may want to configure PDXpert's Units of Measure ("UOM") collection members to match the MRP's UOMs, or vice versa, or edit both to match your preferred units. Some shared data may be case-sensitive; or match a name rather than an abbreviation, or vice versa; or have specific data formats (a Boolean may be true/false, T/F, YES/NO, 1/0, etc.).

  • Where the MRP needs data that PDXpert doesn't currently provide (for example, commodity codes or supplier classifications), add the appropriate custom attributes to PDXpert's part types – but only if designers are likely to know the correct values, or you want to define a useful default. Ensure that default values for both built-in attributes and custom attributes are correct.

  • Develop and test the SQL queries needed to move data from PDXpert to your MRP.

  • Convert your final SQL statements into data transformations, and assign their locations to the AffectedItemsList context.

There are four common PLM-to-MRP transfers:

  • New home organization part records.

  • New and revised bills of materials ("BOM") records.

  • New manufacturer partner organizations.

  • New and revised assignments of manufacturer parts ("sources") to a home purchased part.

If the MRP can accept document records or file attachments, these may be exported using a separate file format, or as instruction items in the BOM import.

Released home parts

The most common export contains the first release of a part number.

Unless the MRP has a data field to track revisions, previously-released parts that are revised aren't included in the export file.

Further refinements are possible, such as exporting only parts that reach a minimum lifecycle. The query would exclude lifecycles with a relative maturity below, say, Prototype. This would, however, require ensuring that the query also includes components where a released parent assembly references parts below the accepted lifecycle.

Released bills of materials

The export file is generally in one of two formats:

  • parent assembly, child component and details like quantity are all on a single data row; or
  • the parent assembly is on one row, and each component (with quantity, notes, etc.) is on a separate row.

The MRP generally accepts a multi-level BOM as a series of single-level parts lists.

Some bills of materials may not be converted into assemblies, but remain as service kits or spares. If the MRP requires these to be uniquely tagged, then the tag may be a custom attribute or even a PDXpert Part Types collection member.

The import file likely replaces the MRP's existing BOM. However, some MRP may require only differences (remove row, replace row, add row) and the data transformation would be modified to mirror the assembly's Markup, rather than Current, list.

Released partner organizations (manufacturers, vendors, suppliers)

A manufacturer organization record is transferred only once, when the organization's first part is used. All later parts will refer to the same organization. You'll usually not want to replace the MRP's current organization record with older data in the PLM system.

The data transformation examines previous change forms' partner parts, and includes only the manufacturers that haven't appeared earlier.

Newly-added collection members, such as a unit of measure, need to be exported only on its first use. Transferring a new member could follow the same approach as adding new organizations.

Released partner parts

Partner parts are assigned as approved sources to home purchased parts. Unlike PDXpert, where a partner part is a full record with its own attributes and attachments, most MRPs only track the most basic information about source parts: partner organization name, that partner's part number, and possibly ordering details.

A partner part is only relevant when it's actually used by a home part. The MRP doesn't care about when the PLM partner part was released, it only cares about when a home part needs it. Therefore, the data transformation doesn't export source parts when they're released, but only when they're assigned to the home part, and that relationship is approved using the change form.

Example: Fishbowl Inventory

With minor exceptions, the default configurations of both PDXpert and Fishbowl are used in the following example. For more information, see Fishbowl's Imports and Exports help topic.

Although the SQL SELECT columns in the example data transformations are designed for Fishbowl, the FROM and WHERE clauses are good starting points for your own MRP.

Parts export file

Code options

The example data transformation includes two options:

  1. Option @useBomTypeCode. The PartType column value is (default value false):

    • when true, the part's BOM Type Code selection
    • when false, the @partType string
  2. Option @partType defines the PartType column text when @useBomTypeCode is false (default  Inventory).

Part row definition
Fishbowl Part column headers: www.fishbowlinventory.com/w/files/csv/importPart.html
Column Datatype:Max Required Note PDXpert data and calculated values
PartNumber Text Yes   Number
PartDescription Text:252 Yes 1 Name (description)
PartDetails Text No 2 (Part type) Change form: Data revision @ Lifecycle [Relative maturity] Release note
UOM Text Yes 3 Default unit of measure
UPC Text No   Global number (GTIN/UPC)
PartType Text Yes 4 Inventory or BOM Type Code or custom collection
Active Text No 2 true when a new iteration is released, otherwise false when canceled
Weight Text No 5 Part mass (weight) numeric value
WeightUOM Text No 5 Part mass (weight) unit of measure

Notes:

  1. Any TAB, CR (carriage return) and LF (linefeed) character in the PDXpert part name is replaced with a space.

  2. Fishbowl's part record doesn't include a field for recording the current iteration. In the example transform, the most recent release details are assigned to this field. If the iteration's Revision and Lifecycle are not exported to Fishbowl, then the part may only need to be exported when it's first released and finally canceled.

  3. Ensure the part UOM's name in PDXpert matches the case-sensitive UOM abbreviation in Fishbowl.

  4. Using the SQL @useBomTypeCode option, items can be always be exported as Inventory or their individual BOM Type Codes collection member. Or, a custom collection can be created.

  5. The part type's Materials list must be enabled to allow users to enter, and then export, the part mass.

Bills of Materials export file

Fishbowl Inventory manages pre- and post-production information about an assembly in two sections under a single bill of materials record.

  • The first section contains the output of the manufacturing process, the Finished Good, which is assigned a physical part number that can be the same as, or different from, the BOM record number.
  • The second section contains the set of individual items (Raw Goods) that are required to construct the Finished Good.

The example below shows that finished good 100001 is produced from two components (Raw Good numbers 100005 and 100062). These are shown on the Fishbowl bill of materials record 100001, which is of type Manufacture.

Fishbowl bill of materials record
Code options

The example data transformation includes two options:

  1. Option @BOMSuffix. This makes the BOM number slightly different from the imported assembly's part number. For example, when exporting PDXpert assembly 12345, the Fishbowl Finished Good would be 12345. If the @BOMSuffix is set as BOM, then the BOM number would be 12345BOM. The default setting is empty, and doesn't change the BOM number.

  2. Option @AssemblyPartTypeName1@AssemblyPartTypeName4 specifies the name of each PDXpert part type that is a Fishbowl BOM Stage. Additional part types can be added. One default value is defined: Assembly

Finished Good row definition

A single import file imports both the Finished Good and Raw Goods. Since the Finished Good definition has fewer columns than the Raw Good, the example code adds dummy columns [NoDataA], [NoDataB], ...

Fishbowl Bill of Materials Line column headers: www.fishbowlinventory.com/w/files/csv/exportBOM.html
Column Datatype:Max Required Note PDXpert data and calculated values
Flag Text Yes 1 BOM
Number Text Yes   Number
Description Text Yes   Name (description)
Type Text Yes 1 Manufacture
Revision Numeric No 2 Data revision if a numeric value, otherwise empty
AutoCreateType Text Yes 1 Build To Order

Notes:

  1. Fixed values. Refer to Fishbowl documentation for other values.

  2. The import file's Revision is defined as a numeric value, which is how the example query is written. However, the Fishbowl client allows this value to be entered as text, so some versions of Fishbowl may allow Text import.

Raw Good row definition
Fishbowl Bill of Materials Item Line column headers: www.fishbowlinventory.com/w/files/csv/exportBOM.html
Column Datatype:Max Required Note PDXpert data and calculated values
Flag Text Yes 1 Item
Description Text Yes   Create {assembly number} or Add {component number}
Type Text Yes 1,2 Raw Good
Part Text Yes Number if valid, otherwise empty
Quantity Numeric Yes   Bill of material Quantity if valid, otherwise 0
UOM Text Yes 3 Part's Default unit of measure if valid, otherwise ERROR
IsOneTimeItem True/False No   true if BOM quantity category is Per Setup, otherwise false
IsStage True/False No 4 true if the component is a @AssemblyPartTypeName assembly, otherwise false
StageBOMNumber Text No   Number if the component is a @AssemblyPartTypeName assembly, otherwise empty
InstructionNote Text No   BOM row Notes (if present), followed by RefDes (if present)
InstructionSortOrder Numeric No 5 The Finished Good is 1, then each BOM row sequentially assigned

Notes:

  1. Fixed values. Refer to Fishbowl documentation for other values.

  2. Subassemblies on higher-level assemblies are always assigned as Raw Good, even if they also have a Finished Good definition.

  3. Ensure the part's default UOM in PDXpert matches the case-sensitive UOM abbreviation in Fishbowl.

  4. The example query allows for up to 4 assembly part types to be listed (more can be added easily). PDXpert's starting Assembly is the default value.

  5. Fishbowl cannot use the PDXpert BOM's actual Find values. Although Fishbowl defines a ConfigurationSortOrder column, the imported values appear to be ignored.

Vendors export file

The Vendor record combines information from PDXpert's Organizations collection member and, if available, a related Persons member.

An organization is included in the import file the first time it's referenced on a home part's Sources list. If the manufacturer part is released without being used on a home part, or the manufacturer has been previously exported, then it's not included.

Vendor row definition
Fishbowl Vendor column headers: www.fishbowlinventory.com/w/files/csv/importVendor.html
Column Datatype:Max Required Note PDXpert data and calculated values
Name Text:41 Required 1 Organization Name
AddressName Text:90 Required 2 {organization name} (Main)
AddressContact Text:41 Required 3 Name of person assigned to organization; or organization Mail PO box; or (No contact).
AddressType Numeric Required 2 50 (Main Office)
IsDefault True/False Optional 2 true
Address Text:90 Optional   Street address
City Text:30 Optional   City
State Text:30 Optional   State (region)
Zip Text:30 Optional   Postal (ZIP) code
Country Text:60 Optional   Country 
Main Text:30 Optional   Organization's Voice phone 
Mobile Text:30 Optional   Organization's Mobile/alternate 
Fax Text:30 Optional   Organization's Facsimile
Work Text:30 Optional   Contact person's Voice phone 
Home Text:30 Optional   Contact person's Mobile/alternate 
Pager Text:30 Optional   Organization's or, if none, contact's Pager/emergency
Email Text:30 Optional   Organization's or, if none, contact's Primary email address
Other Text:30 Optional   Contact's IM address
CurrencyName Text:255 Optional   Currency collection Name
CurrencyRate Numeric Optional 2 0
Status Text Optional 2 Normal
Active True/False Optional 2 true
URL Text:256 Optional   Organization's URL/website

Notes:

  1. This must be the first column. If name already exists in Fishbowl, this line will attempt to create an alternate address. Changes to the PDXpert Organizations name may create a new address record in Fishbowl.

  2. Fixed values. Refer to Fishbowl documentation for other values.

  3. If more than one Persons member is related to the manufacturer, then the person is selected by sorting on Is active: users can select and Name values. If no person is the contact, the organization's Mail PO Box is substituted instead. If this is empty, then (No contact) is used.

Vendor Parts export file

The Vendor part record exports PDXpert's home part's Sources list.

A vendor part is exported only when it's referenced on a home part's Sources list. If the manufacturer part is released without being used on a home part, then it's not included.

Vendor Part row definition
Fishbowl Vendor Part column headers: www.fishbowlinventory.com/w/files/csv/importVendorParts.html
Column Datatype:Max Required Note PDXpert data and calculated values
FishbowlPartNumber Text Required 1 Home part Number
Vendor Text (:41) Required 1 Partner part Owner
VendorPartNumber Text Required   Partner part Number
Cost Text Required 2 Partner part's Unit cost per default unit or, if 0, home part's Unit cost per default unit
UOM Text Optional   Partner part Default unit of measure
LeadTime Text Optional 3 Partner part Lead time (days)
DefaultVendor Text Optional   true if the part is the first by Rank, Owner on Sources list, otherwise false
MinQty Text Optional 3 Partner part Minimum order quantity

Notes:

  1. This must match an existing record in Fishbowl. The organization's name is limited to 41 characters to match the maximum defined in Fishbowl's Vendor import file.

  2. Cost is required even after the part has been previously imported. The PDXpert cost always replaces the current Fishbowl cost. Therefore, vendor costs should always be backflushed from Fishbowl to PDXpert before exporting revised Sources lists. If the source part has 0 cost, then the home part's cost will be used (which may be backflushed from the Fishbowl part's Average Cost export or Standard Cost export).

  3. The unit of measure is not exported to Fishbowl. Ensure that PDXpert is configured to use the same UOM as Fishbowl.

PDXpert configuration settings

  • Fishbowl appears to favor numeric part revisions. If you have the choice, set your PDXpert part types (or at least the assembly part types) to use numbers for the part data revision.

  • The Fishbowl part's PartType should not to be confused with PDXpert's Part Types collection members, they have different purposes. The example query assigns Inventory value as the Fishbowl PartType for all parts. However, you can specify the full range of Fishbowl PartType values by modifying the BOM Type Codes collection or by creating a new custom collection that's applied to all PDXpert part types.

  • Ensure that the PDXpert's Units of Measure members match the Fishbowl unit of measure abbreviations. The primary UOM is each or ea but also review other Count members, as well as the Area, Length, Volume and Mass categories. Fishbowl's UOM abbreviation matching is case-sensitive. For example, edit the following UOMs to match:

    PDXpert Fishbowl
    each ea
    lbm lbs
    l L
    ml mL
  • Add the new Data Transformations collection members. See PDXpert's Adding a new Data Transformation help topic.

    These example data transformations demonstrate export concepts and reflect generic Fishbowl settings, some of which may not be appropriate for your system. Verify imported data in a test system before importing into your production system.

  • The example code uses </context /> and <settings /> features of PDXpert 12.0 and later, but can be used with earlier releases after a bit of editing.

  • Review the data transformation code and update as needed to match your Fishbowl configuration.

Exporting your released part, BOM, and vendor data

You can also export the released data using the Report/Export Wizard... on the Tools menu, and selecting the change form.

From within the PDXpert client:

  1. Open the change form that released your data.

  2. On the Affected tab, right-click to open the context menu. Select the Export/Report command, then select the desired data transformation.

    PDXpert change form Affected list's context menu for exporting data to Fishbowl
  3. In your Fishbowl client application, import the file(s) using the Files menu, Import... command. Always import parts first, and vendors before vendor parts.

    1. Parts

    2. BOMs

    3. Vendors

    4. Vendor parts

    For import details, see the Fishbowl Inventory Imports and Exports help topic.

    You can include the import sequence in the Data Transformations name, which is then included in the exported filename.

    PDXpert change form Affected list's sequence for importing data to Fishbowl
  4. In Fishbowl, check that the data was transferred as you expect.

Final comments

All data exported assumes that data from earlier change forms have been imported. For example, manufacturers that appear on earlier change forms are excluded in later export files. Be sure you don't skip importing any change form's data. Or, construct your queries to import data from a range of changes or for historically-complete data sets.

If you edit the CSV export file before importing, be cautious how the file is saved. Fishbowl import files can be ANSI text or UTF-8 without Byte Order Mark ("bom"), but not UTF-8 with bom or UTF-16.

Fishbowl® and Fishbowl Inventory® are registered trademarks of Fishbowl.

This application note was relevant to the PDXpert software release that was current at time of publication. Product changes since that time may affect its utility. We'd be happy to assist you in assessing the applicability of this note to your situation.

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