Basic Info

The Basic Info tab enables you to record details about line items received into inventory. You can also use it to create purchase orders (POs) or PO line items on the fly to order and receive parts simultaneously. You can issue parts costs to a work order ID or directly to an equipment, account, or department ID. You can issue commercial work to a work order ID. You can cancel a line item.

Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on purchase order ID; line number; receiving location; vendor ID, contract ID, and invoice number; status; part; and date/time received, among other values.

The Receipts screen supports location-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.

Detail View Header

The fields in the top section of the Basic Info tab identify the purchase order and the applicable line number, if any. They also enable you to receive all line items for the PO (rather than process them individually) and specify whether the PO or line item is new. The latter option enables you to order and receive parts simultaneously.

Purchase order ID

Identifier of the purchase order either being reviewed or currently selected in the grid. You may only receive against open purchase orders. This field has a list box. The purchase description displays to the right of the field. Required unless the New purchase order and/or new line item field has a check. This field also has a zoom button to the Data -> Enterprise Purchasing -> Purchase Orders screen.

Tip: To help streamline the workflow when you receive multiple single line items on a purchase order (i.e., the Fully receive all line items for receiving location on purchase order field is blank), this field defaults to the last purchase order ID received against. You may change the purchase order ID as needed.

Line number

Line number of the item being received individually. Can either be an existing line item number or a new one that you are appending to the purchase order. Required unless the New purchase order and/or new line item field has a check.

Fully receive all line items for receiving location on purchase order

If this field has a check, the system inserts a receipt for every open line item listed on the purchase order. Canceled work orders are not included. This option eliminates you having to complete a separate process action for every individual line item. The status on all lines changes from OPEN to CLOSED after processing. If you enter a vendor invoice number, it will be copied to each received line item. Lines that do not have a unit price are not received with this action (you must enter a separate receipt for any order line that does not have a price).

Note: You can enter a new line item and receive all open line items on a PO.
Tip: Line items for serialized stock parts cannot be processed as a group. You must enter a serial number for each line item.

Receipt ID

The identifier of the receipt. This is auto-filled when a purchase order and line number is entered.

New purchase order and/or new line item

If this field has a check, the receipt being recorded is for a new purchase order and/or new line item. You can use this field to create ad hoc POs or add a line item to an existing purchase order and perform an immediate receipt.

Note: If you leave the Purchase order ID field blank and place a check in this field, the PO location ID field is populated with your session location and a new PO ID is generated. If you do not have a session location, the PO location ID and Purchase order ID fields remain blank.
Tip: If you are working with an existing purchase order and place a check in this field, the following actions occur on this tab:

Entry of receiving location ID, part ID, and part suffix populates the Part description field.
Entry of receiving location ID auto-populates the Purchase order ID field.
Entry of part ID, suffix, and vendor ID auto-populates the Unit price and Discount pct fields for the part.
If the PO ID does not exist, the Line number field displays 1. If the PO ID does exist, the Line number field displays the next line number in the sequence for the specified PO.
If the PO ID exists and the PO status is OPEN, the Status field displays OPEN.
If the PO ID does not exist or has a status other than OPEN, the Status field displays the initial default status, but only if it is OPEN. If the initial default status is a value other than OPEN, the Status field remains blank. In Enterprise Purchasing, the default initial status is specified on the Data -> Enterprise Purchasing -> Setup -> Statuses screen.
If the PO ID exists and the Receiving location ID field is blank, the Receiving location ID field displays the purchase order location.

Detail View

The fields in the bottom section of the tab provide additional information about the items being received.

Note: If a PO and line item number are specified, many of these fields populate automatically based on the information provided.
Important: If you are receiving a line item, the following information may not be changed: part ID, part suffix, vendor number, other ID, line item type, unit of measure, and PO location. You may, however, update the vendor invoice number and the external information.

Date and time

Date and time (in MM/DD/YYYY format) the line item was received. Auto-populates with the current date and time when a purchase order ID and line number are entered. This field is required.

Purchase type ID

Categorization of the purchase. This field has a list box. The type name displays to the right of the field. This field is required.

Purchase types are defined on the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. The screen also specifies the entities (e.g., requisitions, POs) on which a purchase type can be used and whether immediate receipt is allowed.

Receiving location ID

Identifier of the parts location receiving the item or fuel. Must either be the same as the PO location or have the PO location designated as the supplied-by location. This field has a list box. The location name displays to the right of the field. This field is required.

Line item type

The type of line item, such as STOCK PART. This field has a list box. This field is required.

STOCK PART
NON-STOCK PART
COMMERCIAL
FEE
SHIPPING
FUEL
EXTERNAL REBUILD
EQUIPMENT

If there is a check in the New purchase order and/or new line item field and the line item type is changed to COMMERCIAL, FEE, SHIPPING, FUEL, or EQUIPMENT, the Part ID and Part suffix fields clear automatically.

Note: The line item type cannot be changed if the line item status is OPEN.

The Basic Info tab on the Enterprise Purchasing -> Setup -> Purchase Types screen specifies which line item type (or types) may be used on this screen.

Part ID

Identifier of the part. This field has a list box.

If the line item type is STOCK PART, NON-STOCK PART, or EXTERNAL REBUILD, this field is required. If receiving an EXTERNAL REBUILD, the part ID and suffix must match those on the purchase order. If a part ID and suffix were not specified when a STOCK PART was ordered, you must place a check in the Verified valid part ID field on the More Info tab. If that field is checked, the part is treated as new.
If the line item type is FEES, SHIPPING, or FUEL, both this field and the Part suffix field must be blank.
If the line item type is COMMERCIAL, this field is optional.
The part may not be a kit (i.e., must have a kit type of NONE). Kit types are specified on the Basic Info tab of the Data -> Parts Items -> Primary Information screen.

Part IDs and suffixes are defined on the Basic Info tab of the Data -> Parts Items -> Primary Information screen. Automatic part numbering is enabled on the Data -> Parts Items -> Setup -> Product Categories screen.

Unit of measure

Unit of measure (UOM) associated with the part. Auto-populates based on the values in the Part ID and Part suffix fields, but you can change it. The UOM must be associated with a conversion factor, which converts the part quantity to the base UOM defined for the part location. Required if line item type is STOCK PART or EXTERNAL REBUILD; must be blank if line item type is FUEL; otherwise, optional.

If the parts location is new, the UOM entered in this field becomes the base UOM for the location.
If the parts location exists but a conversion factor has not been specified for this UOM, an error message displays.
If the parts location has a different base UOM than the line item and there is a conversion factor between the two, then the line item quantity is multiplied by the conversion factor.

Units of measure and their conversion factors are defined on the Data -> Parts Items -> Setup -> Units of Measure screen.

Part suffix

Suffix associated with the part ID, which distinguishes it from other parts with the same part ID. Required for STOCK PART line items. Required for EXTERNAL REBUILD line items. Must be blank for COMMERCIAL, FEES, SHIPPING, and FUEL line items. Optional for all other line item types. For line item types that do not require a stock part ID suffix, NULL and 0 are considered to be the same value.

Note: The part may not be a kit.

Part description

Auto-populates based on the information in the Part ID and Part suffix fields. Maximum field length is 140 characters. This field is display only.

Other ID

User-defined identifier associated with the line item. auto-populates from the line item information when a purchase order ID and line number are entered. For FUEL line item types, required if the Description field is blank. For all other line item types, this field is optional. The maximum field length is 60 characters.

Description

Description of the item being ordered or received. For FUEL line item types, required if the Other ID field is blank. For all line item types except FUEL, required if the Part ID, Part suffix, and Other ID fields are blank. The maximum field length is 160 characters.

Status

Status of the item. It cannot be PENDING. The status updates to CLOSED once all parts on an order are received. You may also update the status manually. This field has a list box.

Note: If a part request is partially received and there is a check in the Part request ORDER action does not complete the request field on the Inventory-More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, the status is PARTIALLY RECEIVED. Once all parts are received, the line status changes to RECEIVED.

In Enterprise Purchasing, the possible statuses for requisitions, purchase orders, and requests for and responses to bids/quotes/proposals are specified on the Data -> Enterprise Purchasing -> Setup -> Statuses screen.

Qty receiving

The quantity received. If the line item type is either STOCK PART or NON-STOCK PART, this value must be greater than 0. If the line item type is EXTERNAL REBUILD, this value must be 1. If the line item type is COMMERCIAL, this value must be 0. For serialized parts, the quantity must be 1. This field is required.

If a partial quantity for a part request is received, the line item status changes to PARTIALLY RECEIVED.

If the line item type is FUEL, the quantity received is added to the tank inventory and the price of the fuel in the tank is averaged based on the new total fuel quantity and total value on hand in the tank.

Note: You cannot receive parts for a line item that is closed. You may return parts, however.

If there is a check in the Message when quantity received does not match quantity ordered field on the Messaging tab of the Data -> Parts Items -> Setup -> Options screen, a message displays if the receipt quantity does not match the order quantity. Applies to line item types STOCK PART, NON-STOCK PART, and EXTERNAL REBUILD.

If the quantity being received is greater than the quantity ordered, the action taken depends on the setting in the Message if receiving quantity greater than ordered field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen:

NONE: No message appears and the receipt is processed.
WARNING: Warning message with the option to either cancel the process or receive the items.
DISALLOW: Validation message stating that the process cannot be completed.

Note: This validation message does not display if there is a check in the New purchase order and/or new line item field.

If there is a check in the Message when inventory of a STOCKED part drops below its reorder point field on the Messaging tab of the Data -> Parts Items -> Setup -> Options screen, a message displays if issuing this quantity would drop the current stock level below the parts reorder point.

The reorder point is specified on the Replenishment tab of the Data -> Parts Items -> Location Information screen.

Return

If this field has a check, parts are being returned to the vendor. When a COMMERCIAL line item is returned, the commercial posting is reversed from the work order.

Note: You cannot return more parts than were received at the specified receipt location.

If there is a check in the Message when inventory of a STOCKED part drops below its reorder point field on the Messaging tab of the Data -> Parts Items -> Setup -> Options screen, a message displays if returning this quantity would drop the current stock level below the parts reorder point.
To return a commercial line item, find the commercial line item (Line item type field must be COMMERCIAL), and check the Return checkbox, then save the record. The costs will be removed from the work order.

Unit price

Price of an individual unit for the unit of measure (UOM). If a stock part is entered and the line item is new, this field auto-populates with either the last receipt price or, if that is zero, the last order price. Otherwise, this field auto-populates with the unit price specified on the purchase order line item. For FUEL items, this value is calculated as total cost/quantity. You may change this value. For FUEL items, the unit price must be greater than zero. For COMMERCIAL items, the unit price must be zero. This field is required.

Default

Default contract unit price for the part. Applies only when receiving a STOCK PART line item. This field is display only.

Discount pct

Discount percentage applied to the part. Defaults to the discount percent, if any, listed on the Data -> Purchasing -> Vendor Contracts -> Parts Prices screen. Otherwise, defaults to the vendor part primary record. Optional, but must be greater than or equal to zero if provided.

Net price

Equal to the unit price multiplied by the discount percentage, if any. Auto-populates based on the values entered in the Unit price and Discount pct fields. This field is display only.

Bin ID

Identifier of the intended bin at the receiving location. The field populates based on the receiving location ID. Required if there is a check in the Require bin location for parts at each stocking location field on the General tab of the Data -> Parts Items -> Setup -> Options screen; otherwise, optional. This field has a list box. The maximum field length is 20 characters. The following restrictions apply to the part put-away process with bins:

When part put-away is set to AUTOMATIC, bins are restricted to STOCK AREA bins.
When part put-away is set to STAGED, bins are restricted to STAGING AREA bins. STOCK AREA bins may display for part returns.
The Primary Bin ID will be defaulted when a return is selected for a line item that has already been received and put-away into inventory.

Qty ordered

The quantity ordered. Display only from the purchase order.

Qty remaining

The quantity remaining. Equals the quantity ordered minus the quantity received for the line item. Populates automatically when the purchase order ID and line item number are specified. This field is display only.

PO location ID

Identifier of the location associated with the PO. Defaults to the PO location associated with the purchase order ID, if one is entered. This field has a list box. Required, and must be a valid parts location.

Vendor ID

Identifier of the vendor supplying the part. Defaults to the vendor associated with the purchase order ID, if one is entered. This field has a list box of active vendors, restricted by the item's location. You may change the vendor ID if needed. This field is required.

Tip: The type of items being ordered determines the vendor type required:
If there are STOCK PART line items, the vendor must be a parts vendor.
If there are EXTERNAL REBUILD items, the vendor must be a parts repair and rebuild vendor.
If there are COMMERCIAL line items, the vendor must be a commercial vendor.

The products and/or services (e.g., equipment, parts, or equipment repair) that a vendor provides is specified on the Functions tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.

Store ID

Identifier of the store. Required if purchases are tracked by store location; otherwise, optional. This field has a list box.

Note: Enterprise purchases are tracked by store location if there is a check in the Track enterprise purchases and receipts by store location field on the Store Locations tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.

The screen group at the bottom of the tab lists the work order (or work orders) with which the line item is currently associated. If the purchase order ID and line item number are specified, the group auto-populates with the related work order information associated with the line item. Fuel and equipment line items do not support related work orders.

Note: If you have not specified the work order on the purchase order, you can add new related work order issues to an existing line item.

Basic Info Data Table

Action

Action to be taken regarding the work order. In many cases, this field defaults based on your settings. In the case of ordering enhancements for part requests, it may default to RECEIVE. Otherwise, it will default to ISSUE in most cases. Optional, but must be CANCEL, ISSUE, or RECEIVE for related work orders.

This field has a list box:

Blank: No action is taken.
ISSUE: Issue the part to the related work order immediately. Can only be used for a part that is on order for a specific parts request. May not be used for related work orders in PENDING or CLOSED status.
RECEIVE: Receive parts into stock for the related work order and update the associated part request line item to RECEIVED if all parts have been received for the related work order. If the order came from a part request, you must use the Data -> Parts Activity -> Requests screen to issue the part to the work order. Can only be used for a part that is on order for a request waiting to receive the part. Partially received part requests default the action to RECEIVE.
CANCEL: Receive the parts into stock but no longer relate them to a work order. Related work orders that are already partially received or partially issued cannot be canceled.

WO location

Identifier of the shop location where the work is being performed. This field has a list box. This field is optional.

-year

The year (in YYYY format) printed on the work order. This field is optional.

-number

The work order number. If a work order number is included, the work order must have a status of either OPEN or WORK FINISHED. This field is optional.

Qty issue

Quantity issued. If the line item type is either STOCK PART or NON-STOCK PART, must be greater than zero and cannot be greater than the receipt quantity. If the line item type is COMMERCIAL, must be zero. This field is optional.

Note: You cannot issue parts on a return.

Task ID

Identifier of the task. This field has a list box. The choice list displays tasks already on the work order followed by tasks that apply to the equipment asset group. If entered, it must be active and cannot be a PM TASK type. This field is optional.

Note: You cannot post indirect tasks to a work order.

Work accomplished code

Code for work that has been completed on the work order. This field has a list box. This field is optional. If the WAC for this part is marked Part Issue Not Allowed on the Basic Info tab of the Work Accomplished Codes screen, an issue of a part with this WAC will cause an error during processing, and not process the issued part.

Equipment ID

Identifier of the equipment unit to which the issue applies. If entered for a work order, must match the equipment on the work order. This field has a list box. This field is optional.

Department ID

Identifier of the department to which the issue applies. This field has a list box. If entered for a work order, must match the department on the work order. This field is optional.

Account ID

Identifier of the general accounting system account to charge for the item. If entered for a work order, does not have to match the ID on the work order. This field is optional.

Financial project code

The Financial project code choicelist allows the user to select from active Financial Project Codes or Usage Tickets. Once selected, the description of the chosen code will populate in the description field.

For more information, see Financial Project Codes.

Labor cost

Cost of labor provided by the vendor. Applies only to COMMERCIAL line items. If provided, must be zero or greater. This field is optional.

Labor cost taxable

If this field has a check, the sales tax on labor is calculated and added to the amount in the Labor cost field.

You can set a default value for this field on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen. If that tab specifies that sales tax be computed by vendor, the individual percentage for the vendor is used. Otherwise, the standard sales tax percentage is used.

Sales tax rate

The sales tax rate.

Labor hours

Labor hours provided by the vendor. Applies only to COMMERCIAL line items. If provided, must be zero or greater. This field is optional.

Parts cost

Cost of parts provided by the vendor. Applies only to COMMERCIAL line items. If provided, must be zero or greater. This field is optional.

Parts cost taxable

If this field has a check, sales tax on parts is calculated and added to the amount in the Parts cost field.

You can set a default value for this field on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen. If that tab specifies to compute sales tax by vendor, the individual percentage for the vendor is used. Otherwise, the standard sales tax percentage is used.

Sales tax rate

The sales tax rate.

Misc cost

Miscellaneous costs charged by the vendor. Applies only to COMMERCIAL line items. If provided, must be zero or greater. This field is optional.

Misc cost taxable

If this field has a check, miscellaneous costs are subject to an appropriate sales tax that the application added to the Misc cost field.

Sales tax rate

If there is a check in the Misc cost taxable field, this field displays the sales tax rate for miscellaneous costs. This field supports two digits to the left of the decimal and four digits to the right. It is display only.

The following fields are searched, in order, and the first rate found is displayed. If all the fields are blank, a sales tax is not added to the charges.

Sales tax rate for the location, specified in the Sales tax rate field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Sales tax rate for the vendor, specified in the Sales tax rate field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. This is the sales tax rate (as a percentage) for the vendor of the line item.
System-wide sales tax rate (as a percentage) specified in the Sales tax rate field on Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.

Total cost

Sum of the Labor cost, Parts cost, and Misc cost fields.

Total tax amt

Sum of all taxes (labor and sales) from related work orders. This field is display only.

Est total cost

Estimated total cost of the related work order for the commercial issue.

Estimated total tax amt

The total estimated tax amount. This field is display only.

Core credit

If this field has a check, you can recover a portion of the part's cost when you return the used portion to the vendor. If a quantity is entered and the part has a core value, this field populates automatically. You can remove the check. Core parts are identified on the Data -> Parts Items -> Setup -> Part Classifications screen.

Core unit value

Cost of the core part. If a quantity is entered and the part has a core value, this field populates automatically.

Fail/cause ID

Identifier that describes the reason the part failed or was replaced. This field has a list box. The choice-list displays tasks that apply to the equipment asset group. This field is optional.

Parts failure/cause codes are defined on the Data -> Shop Activity -> Setup -> Failure/Cause Codes screen.

Position ID

Identifier of the part's location (position) on the equipment unit. If the resources class/task combination requires a position ID, this field is required. Otherwise, this field is optional.

The position information requirement is specified on the Data -> Parts Items -> Setup -> Part Classifications screen.

Serial number

Serial number of the new part being received and issued to this work order. If the part is serialized, this field is required. Otherwise, this field is optional.

Removed serial number

Serial number of the part that was removed. This field has a list box. The choice-list displays the serial number and position (if applicable) of all parts installed on the equipment. If the work accomplished code is INSTALL ONLY, this field must be blank. If the work accomplished code is REMOVE ONLY, this field is required. Otherwise, this field is optional.

Service request ID

Identifier of the service request associated with the work order. This field has a list box. This field is optional.

Service requests are assigned to work orders on the Service Requests/Defects tab of the Data -> Shop Activity -> Work Order Center screen. Service requests are assigned to linear work orders on the Service Requests/Defects tab of the Data -> Shop Activity -> Linear Work Order screen.

Tip: This information is useful if you use service requests to track detailed 3C (complaint, cause, correction) data. If you specify ORDER on a part request that has a service request ID assigned to it, the service request ID will be carried throughout the order, receipt, and issue process.

Vendor invoice

Vendor invoice number associated with the commercial part. The maximum field length is 20 characters. This field is optional.

Vendor work order

Identifier of the vendor work order associated with the commercial part. This field is optional.

Commercial part ID

Identifier of the commercial part. This field has a list box. This field is optional.

Commercial part qty

Quantity of the commercial part. This field is optional.