Parts |
The Parts tab for internal rebuilds enables you to view parts charges posted to work orders and to post charges for shop-installed parts to pending work orders (including parts issued from inventory and parts purchased directly for use on the work order and not entered into inventory). This tab is not available if you are opening a work order.
When you issue inventory parts, the parts are immediately removed from inventory at the issuing location. All issues are recorded in the Parts Issues (PTD_MAIN) table, which holds all parts charges.
You can make as many parts entries as you like; you do not need to wait until a task is completed (which may take several days) before you make entries. Enter all parts issues daily to maintain accurate and timely inventory records.
Posting charges to work orders includes a list of all screens from which you can post charges to work orders. Charges are posted the same way from each screen.
If you try to post parts charges to a closed work order, a message displays.
If you try and issue a part with a work accomplished code (WAC) and this part's WAC 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.
Tip: It is a good idea to process all parts through inventory, even those purchased directly for use on a particular work order. This enables usage data for these parts to be maintained so that you can determine whether you should stock them.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on work order location ID/year/number, job status, part ID/suffix, current work delay, or work class, among other values. If you specify a cross-reference part ID and the system cannot find it, it searches for and displays the applicable part ID. You can also use the sort button to arrange the order in which work order IDs are listed. If you do not specify a sort sequence, IDs are listed in descending order by the Date and time in field (specified on the Basic Info tab).
The fields in the top section of this tab define the data that displays.
Work order ID
Identifier of the work order currently selected in the grid. The work order ID is composed of three parts: the location, year, and number. The location part of the field has a list box.
Job status
Job status of the work order. This field is display only. The job statuses are as follows:
OPEN: The work on the work order has not yet been completed.
WORK FINISHED: Shop personnel have completed the work and placed a check in the Date and time finished field on the Basic Info tab for this work order.
CLOSED: The work order is no longer open.
PENDING: Work has not yet started on this work order.
Current work delay
Identifier of the reason for the current work delay, if any, on the work order. The work delay description displays to the right of the ID. Display only from the Work delay ID field on the Delay tab.
Part ID
Identifier of the part. Display only from the Basic Info tab.
Part suffix
Suffix associated with the part ID. Display only from the Basic Info tab.
Default parts list from parts required Button
If you click the Default parts list from parts required button, the screen group is populated one of two ways:
For a production planning work order (generated from the Data -> Production Planning -> Production Run Management screen), the parts required list associated with the current stage of the production run appears.
For other types of work orders, the parts list from the Parts Required tab on the Data -> Equipment Units -> Setup -> Equipment Class -> Class/Task Information screen appears. The list is based on the tasks on the Tasks tab.
The New transactions screen group in the bottom section of this tab enables you to record information about the parts used to complete the work order tasks. Unless otherwise indicated, these fields are required.
Task ID
Identifier of the task that requires the part. This field has a list box of IDs that have a check in the Active field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen, which indicates you can post charges to the task. You cannot post indirect tasks to a work order.
If an account ID is entered for the line, the task IDs that display are only those associated with the account. If there are no associated task IDs listed for the account, all active tasks that support that account will display. This does not include accounts that have the Enforce task restrictions for this account option enabled on the Tasks tab of the Accounts Primary Information screen.
Task IDs are defined on the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
Date
Date (in MM/DD/YYYY format) that the part was issued or installed. When you type information in the Task ID field, this field displays the current system date, but you can change it to an earlier date.
Not from inventory
Specifies whether the part installed was issued from inventory.
If this field has a check, the installed part was not issued from inventory. Enter values in the Unit price, Part ID, and Part keyword and short description fields so that the part can be identified and a cost assigned. You need not enter information in the Issuing location ID field.
When you process information with a check in this field, a determination is made as to whether the part is under warranty or within the expected life of the part. The
Warranty
tab on the Data -> Purchasing ->
Vendor/Part Information screen defines warranty life and expected life periods.
If this field is blank, the installed part was issued from inventory. Appropriate information displays in the Unit price field and an entry is made in the Recent Work Orders view (PART_RECENT_WORK_ORD).
During processing, an Insufficient inventory on hand message displays if this field does not have a check and the issuing location does not have a record for the part or has a record for the part but the stock on hand is either zero or less than the issue quantity.
Tip: If there is a check in the Return field, this field is cleared or checked depending on whether the original issue was from inventory.
Issuing location ID
Identifier of the parts location that issued the part. When you enter a task ID, this field displays the default parts location for the work order. There must be an inventory record for the part in the Part ID field and sufficient stock at this location. This field has a list box. Required if the part was issued from inventory.
Part ID
Identifier of the part. The ID is associated with the part suffix. This field has a list box. For parts that do not have a valid ID defined, this is the supplier’s part number or any other data you want to enter. This field is required.
If you enter a valid cross-reference entry for the part ID/suffix, it is automatically converted to the appropriate part ID/suffix. If more than one valid part ID/suffix is associated with the cross-reference part ID, a list box of valid part ID/suffixes displays from which to choose.
Part suffix
Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID. The part suffix you enter must be valid for the value you enter in the Part ID field.
Vendor ID
Identifier of the parts vendor that supplied the part. If there is only one such vendor, that vendor’s ID displays after a part ID and suffix are entered. Otherwise, this field has a list box.
Vendor IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Currency ID
Identifier of the currency on which the vendor bases its parts prices.
Return
If this field has a check, this entry is either to reverse a previous erroneous entry or to return to stock a part previously issued from inventory. the system records the return of inventory parts to inventory at the location you specify. For all returns, the unit price for the return is obtained from the Parts Issues (PTD_MAIN) table.
If the part was originally issued as an inventory part, the return is processed as a return to inventory. If the part was originally issued as a non-inventory part, the return is processed as a non-inventory return. Remember that for non-inventory parts, a parts markup amount may have been added to the price of the part. The amount you enter in the Unit price field to return a non-inventory part should be the same as the unit price entered on the issue, not the amount shown on the work order for the part. Refer to the Task ID field.
Qty on hand
Current quantity on hand for the part being issued. Auto-populates after you enter the issuing location ID, part ID, and part suffix.
Quantity issued
Number of issue units of the part to charge or return. For non-serialized parts, the quantity issued is calculated as the <quantity being rebuilt> * <quantity required for each part per stage> * <the percentage for the part at that stage> rounded up to the next whole number.
If there is a check in the Allow issues from stock with insufficient inventory field of the Inventory - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, you may issue parts to work orders even if the receipt has not been recorded yet. You may not issue insufficient inventory for parts that are tracked by LIFO or FIFO, however.
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 part’s reorder point.
The tabs on the following screens specify the reorder point, dependent on the value in the Manage parts ordering and Economic Order Quantity (EOQ) values field on the on the General tab of the Data -> Parts Items -> Setup -> Options screen:
CENTRALLY: Replenishment tab on the Data -> Parts Items -> Primary Information screen
BY LOCATION: EOQ tab on the Data -> Parts Items -> Location Information screen
ENTERPRISE: Replenishment tab on the Data -> Parts Items -> Location Information screen
Unit price
Price per issue unit of the part (including sales tax, if any). This field supports up to four decimal places.
For parts issued from inventory, this price is determined based on the inventory accounting method (see the Data -> Parts Items -> Setup -> Options screen):
Average inventory method
FIFO inventory method
LIFO inventory method
For parts not issued from inventory, enter the unit price of the part.
Part keyword and short description
Short text entry that describes or generally categorizes the part, such as FILTER. If the part was issued from inventory, its description also displays. If the part was not issued from inventory, you may type its description.
Note: This information is included on the printed rebuild work order. The first 15 characters of both the keyword and the short description display, separated by a hyphen. Any additional characters are truncated.
Account ID
Identifier of the general accounting system’s account to charge for the parts issue. This field has a list box. This field displays the account ID assigned to the work order on the Basic Info tab, but you can change it. If a task ID is entered for the line, the account IDs that display are only those associated with the task. If there is no associated account ID listed for the task, all active accounts that support that task will display.
When you assign an account ID, it must have a status of ACTIVE. Account IDs and their status is specified on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
The Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen specifies whether information in this field is required, optional, or not required.
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.
Comments
Comments and notes about the parts charges. Optional, free-form area.
Core credit
A check displays in this field if the part ID has been assigned to a part classification ID with a check in the Has a core field on the Basic Info tab of the Data -> Parts Items -> Setup -> Part Classifications screen.
When you process information on this screen with a check in this field, the following actions occur.
If there is a check in the Automatically create core claims when part with a core is replaced field on the Inventory - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen for the issuing location, the charge for the part (the core unit value multiplied by the quantity issued) is posted to the work order and a claim generated for the core costs.
When the claim payment received from the vendor is recorded, the reduction in parts cost is posted to the work order.
When the claim is approved and paid, the Core recovery field on the Repairs and PM tab of the Data -> Equipment Units -> Historical Costs screen is updated.
If the field is blank, no additional action occurs.
Core unit value
Cost of the core part. If the part ID is assigned to a part classification ID that has a check in the Has a core field on the Data -> Parts Items -> Setup -> Part Classifications screen, the information from the Core credit value field on the Basic Info tab of the Data -> Purchasing -> Vendor/Part Information screen displays automatically.
To generate a core claim for the core costs, do one of the following:
If there is a check in the Automatically create core claims when part with a core is replaced field on the Inventory - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen for the issuing location, leave this field blank or type a 0, and place a check in the Core credit field. If you enter a value greater than 0 in this field, a core claim is not generated, but the core value [quantity issued multiplied by this value] is recorded for use with the Queries/Reports -> Query/Report Generator screen.
If there is not a check in the Automatically create core claims when part with a core is replaced field on the Inventory - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen for the issuing location and you want to track recovery of core part costs, place a check in the Core credit field and specify the cost of the core part in this field.
If there is a check in the Not from inventory and Core credit fields, the following actions occur, depending on whether the part ID is valid (defined in the system):
Valid part ID: A core claim is generated for the core cost. This field must be either blank or zero (0), and the Basic Info tab of the Data -> Parts Items -> Primary Information screen must assign the part ID to a part classification ID that has a check in the Has a core field on the Data -> Parts Items -> Setup -> Part Classifications screen.
Invalid part ID: This field must be greater than zero (0). the core credit is recorded for reporting purposes but a core claim is not generated.
If a core claim (similar to a warranty claim) is generated, the amount of the core credit value multiplied by the value in the Quantity issued field is used. When the claim payment from the vendor is recorded on the Data -> Warranty -> Reimbursement Claims screen, the reduction in the parts cost is posted to the work order. You can also display and update the core claim on that screen.
Bin ID
Identifier of the bin where the parts are stored. This field has a list box. Optional.
Installed serial number
Serial number of the part installed on the equipment unit. This field has a list box. The choices that display depend on the part ID-suffix combination and are restricted by the first characters you type in the field before requesting the list. Required if the part classification ID has a check in the Serialized field on the Data -> Parts Items -> Setup -> Part Classifications screen.
Note: If there is a check in the Do not consider stock location of serialized parts field on the General tab of the Data -> Parts Items -> Setup -> Options screen, the serialized part does not have to be at the work order's default parts repair location.
Removed serial number
Serial number of the part removed from the equipment unit. This field has a list box. The choices that display depend on the part ID and equipment ID and are restricted by the first characters you type in the field before requesting the list. If entered, the serial number must correspond to a part installed on equipment on the work order.
Note: When you remove a serialized part from a vehicle (by issuing a new one to a work order), you must enter the serial number of the removed part. A record is created for the serialized part if it does not already exist.
Invoice date
Invoice date on part issues. Must be a valid date if entered; may be a future date. This field is optional.
Vendor invoice
Number of the vendor invoice used to purchase the part. This field is optional.
NFI Vendor ID
Identifier of the vendor invoice used to purchase the not from inventory (NFI) part. This field has a list box. This field is optional.
Issue Comment
Comments on the part issue. This field is populated from the Issue Comment field on the Parts Requests screen, Parts Information tab.
Cost posted
The total cost of parts for the transactions in the Posted transactions screen group.
Displaying __ of __ rows
Counter indicating the number of transaction lines currently displayed out of the total number of transaction records available.
The number of rows that display on an initial Get Data is specified in the Number of work order posting rows to display initially field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen. If you belong to two user groups with different values for the maximum number of rows to display, the higher number of rows allowed between the two user groups displays.
Show more
When you click the Show more button, the number of rows displayed increases by the user group parameter specified on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen. If the parameter is zero, the number of rows displayed increases by 20.
Show all
When you click the Show all button, all transaction records are retrieved, to a maximum of 200 rows. Unless otherwise specified, the records display in descending date order.
Sort by:
Date desc: If the Date desc field has a check, the records are sorted in descending order by labor date. If this field is blank, records are listed in numerical order by row ID.
Task asc: If the Task asc field has a check, the records are sorted in ascending task ID order. If this field is blank, records are listed in numerical order by row ID.
The Posted transactions screen group displays all the transactions associated with the specified work order. All fields are display only.
Task ID
Identifier of the task that requires the part.
Date
Date (in MM/DD/YYYY format) that the part was issued or installed.
Not from inventory
If this field has a check, the installed part was not issued from inventory.
Issuing location ID
Identifier of the parts location that issued the part.
Part ID
Identifier of the part.
Part suffix
Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID.
Vendor ID
Identifier of the parts vendor that supplied the part.
Return
If this field has a check, this entry is either to reverse a previous erroneous entry or to return to stock a part previously issued from inventory.
Quantity issued
Number of issue units of the part to return.
Unit price
Price per issue unit of the part (including sales tax, if any).
Total cost
Total cost, including sales tax and markups.
Core credit
If this field has a check, the part ID has been assigned to a part classification ID with a check in the Has a core field on the Basic Info tab of the Data -> Parts Items -> Setup -> Part Classifications screen.
Core unit value
Cost of the core part.
Part keyword and short description
Short text entry that describes or generally categorizes the part, such as FILTER.
Account ID
Identifier of the general accounting system’s account to charge for the parts issue.
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.
Bin ID
Identifier of the bin where the parts are stored.
Installed serial number
Serial number of the part installed on the equipment unit.
Removed serial number
Serial number of the part removed from the equipment unit.
Comments
Comments and notes about the parts charges.
Invoice date
Invoice date on part issues.
Vendor invoice
Number of the vendor invoice used to purchase the part.
NFI Vendor ID
Identifier of the vendor invoice used to purchase the not from inventory (NFI) part.
Manufacturer part number
Manufacturer’s number for the part.
Manufacturer
Name or code of the part manufacturer. The information in this field is used to construct cross-reference entries for the part. This field is optional. Part manufacturers are defined and activated on the Setup -> Parts Items -> Part Manufacturers screen.
Issue Comment
Comments on the part issue. This field is populated from the Issue Comment field on the Parts Requests screen, Parts Information tab.