How to Manage Part Numbers in 3manager

 

Summary

All models in the 3manager database are preloaded with original manufacturer part numbers based on default yield. Even if a printer alert includes a custom or “start” toner description, the part number used in reports and alerts will be the one defined by 3manager Support.

If you need to use custom part numbers instead of the default ones listed in 3manager, you can set up part number replacements. This feature works like a “Find and Replace” function and allows you to show your preferred part numbers in supplies ordering lists and alerts.

How it works

• The replacement feature is available at all levels: vendor, sub-vendor, and account.

• You can apply global rules or create account-specific overrides

• When a replacement is active, your custom part number will appear wherever the default would normally be shown — such as in ordering reports and alert notifications.

Default vs Custom Replacements

Field	Description
Default Part No.	The 3manager part number you want to replace
Custom Part No.	The part number you want to display instead

How to set it up (Vendor level)

If you use the same part numbers across all clients, follow these steps:

1. Go to your vendor in 3manager.

2. Navigate to Settings → Supplies PartNo Replacement.

3. Click Add PartNo Replacement.

4. In the left box, enter the default 3manager part number.

5. In the right box, enter your custom part number.

6. Repeat for as many replacements as needed.

The “Replacement from parent vendors” section shows how many times your rule has been applied. It helps you track which accounts have custom part numbers and how often they are used.

 

 

How to set it up (Account level)

If a specific customer has unique part number requirements:

1. Navigate to the desired account.

2. Go to Settings → Supplies PartNo 

3. Add the replacement just like at vendor level.

📌 Note: Account-level changes override any vendor rules. These replacements apply only within that account and will not show in the “Replacement from parent vendors” summary. 

Things to note

• Replacements are case-sensitive and must match exactly.
  
  

• There’s no limit to how many part numbers you can replace.
  
  

• You can remove or update replacements at any time.
  
  

• Part number replacement can only be configured at the vendor or account level — not per device. This means if you have two identical devices within the same account, you cannot assign different part numbers to each. The replacement will apply to all matching devices under that account.