Parts List |
The Parts List tab enables you to view and specify the parts being transferred or requested to be transferred. For parts that were not received, you have the option of either putting them back into the sending location's inventory or creating a new part transfer.
The Stock Transfers screen supports location-level access control, so you must belong to a user group with the applicable authorization to make changes or updates.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on transfer ID, transfer status, from/to location ID, part ID, and part suffix, among other values.
The field in the top section of this tab defines the data that displays.
Transfer ID
Identifier of the transfer selected in the grid or that you are defining. This number is assigned to each new transfer and new request for transfer.
Data in the fields in the bottom section of this tab, presented in a screen group, define the parts list. Unless otherwise indicated, these fields are required.
Status to apply to line items
Select a status from this drop-down you want to apply to the applicable line items in the table. This status will be applied to all applicable line items when the Apply status to line items checkbox is checked, and you save the record. The following options can occur for the line items in the table:
All lines with REQUEST TRANSFER can be updated to SEND PARTS OUT or DECLINE TRANSFER.
All lines with SEND PARTS OUT status can be updated to RECEIVE PARTS IN.
All lines with DECLINE TRANSFER or RECEIVE PARTS IN cannot be changed and are considered complete.
Apply status to line items
Check this box and save the record to apply the selected status (in the Status to apply to line items field) to the status in the table below.
Delete
To delete the entries in the fields to the right, place a check in this field and click Save.
Note: If you delete a line item from a transfer that has already been received, quantity on hand is not adjusted. If you think that the part's quantity on hand has been affected, perform an inventory count and adjust as needed.
Transfer status
Status of the transfer. This field has a list box.
REQUEST TRANSFER: Request for a transfer of parts from the location in the From location ID field. Parts may not be issued if they are associated with a request that is awaiting the items being transferred.
When you insert a transfer with this status and the Message Printer tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen specifies a printer ID for the From location ID, a message about the transfer is sent to that printer.
Authorized users at the location in the To location ID field can update data on this screen.
Authorized users at the location in the From location ID field can retain this status or change it to either SEND PARTS OUT or DECLINE TRANSFER. If DECLINE TRANSFER is specified, the transfer request is terminated.
Note: An error message displays if there is a check in the Do not allow part transfers when part record does not exist at receiving location field on the General tab of the Data -> Parts Items -> Setup -> Options screen and the part ID and suffix are not defined at the receiving location.
SEND PARTS OUT: Actual transfer of a list of parts to the location in the To Location ID field, which is not the result of a transfer with the status REQUEST TRANSFER. For updates, you must change this status to either MODIFY DATA or RECEIVE PARTS IN. To terminate the request without sending parts, use DECLINE TRANSFER.
When you process a transfer with this status, the following actions are performed:
The transaction is validated.
Note: An error message displays if there is a check in the Do not allow part transfers when part record does not exist at receiving location field on the General tab of the Data -> Parts Items -> Setup -> Options screen and the part ID and suffix are not defined at the receiving location.
The part inventory’s quantity-on-hand at the From location ID is decreased, but the quantity is not added to the part inventory’s quantity-on-hand at any other location.
The following transaction log entry is added to INVCT_TXNLOG:
LOC_loc_code set to sending location
datetime_txn set to date and time of transfer
transaction_type set to TRANSFER OUT
bin_bin_loc set to primary bin ID at sending location
qty_change set to quantity sent out
If there is a check in the Automatically receive parts transferred to this location field on the Inventory - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, transferred parts are sent out and received in one step instead of two.
If there is a check in the Message when a part is transferred field on the Messaging tab of the Data -> Parts Items -> Setup -> Options screen and the Message Printer tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen specifies a printer ID for the To location ID field, a message is sent to that printer. If there is a location in the Intended for location ID field that is different from the To location ID, a message is also sent to that location.
Notes: If there is a check in the Adjust inventory to counts for all items at this location ID for part counts on or after ____ field on the Data -> Parts Activity ->
Inventory Counts
screen, the part's quantity on hand at the From and To locations is not adjusted if the part's unit price is zero. You must use the Data -> Parts Activity ->
Adjustments
screen to adjust the quantity on hand for these parts.
If you attempt to insert a transfer with more than one part that has a unit price of zero, only the first parts display in the resulting error message, which indicates that the inventory for some parts was not adjusted. See Fields users can update when the status of a transfer is SEND PARTS OUT.
The printer ID listed on the
Output Control
tab must be a PART TRANSFER LABEL. Printers are defined on the System Mgmt -> Setup -> Printers ->
Printer Devices/Queues
screen. Printer types are assigned using the Label type field on the
Label Printer Types
tab of the System Mgmt -> Setup ->
Printers screen.
MODIFY DATA: Use this status when modifying data. This is not an active status, and can be used before receiving parts. Once processing is done, this will be set to SEND PARTS OUT. For example, if an item is marked as having sent 9 items, but you actually sent 10, set the status as MODIFY DATA, change the quantity to 10, then save to update as needed before the parts are received. After saving, the status returns to SEND PARTS OUT. All parts list changes are automatically applied to inventory records at the From location ID as though the original transfer specified that information.
When you process a transfer with this status, the following actions are performed:
The following transaction log entry is added to INVCT_TXNLOG:
LOC_loc_code is set to the sending location
datetime_txn is set to the date and time of the transfer
transaction_type is set to TRANSFER OUT
bin_bin_loc is set to the primary bin ID at the sending location
qty_change is set to the quantity difference (positive value) between previous quantity sent out value and the new quantity sent out value when the quantity increased
qty_change is set to the quantity difference (negative value) between previous quantity sent out value and the new quantity sent out value when the quantity decreased
If there is a check in the Message when a part is transferred field on the Messaging tab of the Data -> Parts Items -> Setup -> Options screen, a message is sent to the print queue of the location in the To location ID field. If there is a location in the Intended for location ID field that is different from To location ID, a message is also sent to the print queue of the intended for location ID.
RECEIVE PARTS IN: The To location has received the transferred parts. The parts are added to inventory at the location in the To location ID field and that the quantity entered is validated when processing with a status of RECEIVE PARTS IN is the same as the quantity entered when the transfer was processed with a status of SEND PARTS OUT. Notification messages are not sent to print queues.
If the part has a put-away process set to AUTOMATIC, selecting RECEIVE PARTS IN will automatically generate a put-away card for received items which will be marked with a COMPLETED status. A stocking ticket for the received stock will be attached to the put-away card.
Note: You cannot update transfers with this status.
When you process a transfer with this status, the following actions are performed:
The following transaction log entry is added to INVCT_TXNLOG for the quantity received:
LOC_loc_code is set to the receiving location
datetime_txn is set to the date and time of the receipt
transaction_type is set to TRANSFER IN
bin_bin_loc is set to the primary bin ID at the receiving location
qty_change is set to the quantity received
The following transaction log entry is added to INVCT_TXNLOG for the quantity not received:
LOC_loc_code is set to the sending location
datetime_txn is set to the date and time of the transfer
transaction_type is set to TRANSFER OUT
bin_bin_loc is set to the primary bin ID at the sending location
qty_change is set to the quantity not received
If there is a check in the Print receipt labels field on the Labels tab of the Data -> Parts Items -> Setup -> Options screen, the quantity of labels specified in the Label qty field on the Parts List tab is printed. (To do this, a printer ID must be specified on the Output Control tab.) The transfer ID must have the same value in the Quantity field as when you processed the transfer with a new status of SEND PARTS OUT.
DECLINE TRANSFER: The From location ID has elected not to provide the requested parts. The transfer request terminates. You cannot update a transfer with a status of DECLINE; you must create a new transfer to repeat the request.
If you process a request with this status and there is a check in the Message when a part is transferred field on the Messaging tab of the Data -> Parts Items -> Setup -> Options screen and the Message Printer tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen specifies a printer ID for the To location ID field, a message is sent to that printer.
If there is a location in the Intended for location ID field that is different from the To location ID, a message is also sent to that location.
Note: You cannot update transfers with this status.
CANCELED: This status cancels the transfer whether the wrong part was ordered, a change is needed, etc. An item can only be set to CANCELED if the current status is REQUEST TRANSFER, or ADD TO PICK LIST. If the old status is ADD TO PICK LIST, the status can only be changed to CANCELED if the picking card has not been approved or had the quantity picked.
ADD TO PICK LIST: This status creates a put-away card marked as a picking card. The transfer cannot be set to SEND PARTS OUT until the picking card is complete. This status cannot be chosen if there is no quantity to pick (meaning request quantity is equal to deferred quantity). A line with this status cannot be deleted. You must set status to DECLINE TRANSFER first (and save) to cancel the picking card, and then delete the line. Once the picking card of a line has been approved, if the item has a serial number, the serial number is added to the Serial number field for the line item.
Part ID
Identifier of the part to transfer. The ID is associated with the part suffix. This field has a list box limited to parts stocked at the location from which you are issuing.
If you enter a valid cross-reference entry for the part ID/suffix, it is automatically converted it to the appropriate part ID/suffix. If more than one valid part ID/suffix is associated with the cross-reference part ID, a list of valid part ID/suffixes displays from which to choose.
Part IDs and suffixes are defined on the Basic Info tab of the Data -> Parts Items -> Primary Information screen. Part cross-references are defined on the Data -> Parts Items -> Cross-references screen.
Part suffix
Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID. This applies only if the part ID is a valid part ID. The part may not have a status of CORE-AWAITING WARRANTY, CORE-AWAITING REBUILD, or SCRAPPED.
Part IDs and suffixes are defined on the Basic Info tab of the Data -> Parts Items -> Primary Information screen.
Part description
The description of the selected part. This field will populate once the Part ID and Part Suffix has been selected.
Manufacturer
Name of the part manufacturer. auto-populates when a part ID and suffix are entered. This field is display only.
Note: If there is a check in the Allow update of manufacturer data on Parts - Primary Information screen if not managing ordering and EOQ values CENTRALLY field on the General tab of the Data -> Parts Items -> Setup -> Options screen, data displays from the parts primary record. If that field is blank, data displays from the parts location record.
Manufacturer part number
Part number assigned by the manufacturer. Auto-populates when a part ID and suffix are entered. This field is display only.
Note: If there is a check in the Allow update of manufacturer data on Parts - Primary Information screen if not managing ordering and EOQ values CENTRALLY field on the General tab of the Data -> Parts Items -> Setup -> Options screen, data displays from the parts primary record. If that field is blank, data displays from the parts location record.
Qty on hand
Number of parts with the ID/suffix in the Part ID/Part suffix fields that are on hand at the location specified in the From location ID field on the Basic Info tab. This field is display only.
Quantity on order
Number of parts on the order from the manufacturer.
Quantity committed for issue
Number of parts committed to a work order or another location, both of which are specified on the Parts Information tab of the Data -> Parts Activity -> Requests screen. Must be equal to or less than quantity requested.
Quantity committed affects availability when you use the Data -> Purchasing -> Reordering screen. A part's availability for issue is affected only when there is a check in the Committed quantity not available to issue field on the Inventory - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Quantity request out pending
For the transfer ID specified on this screen, number of parts being sent from the From location ID field on the Data -> Parts Activity -> Stock Transfers screen.
Quantity requested
Quantity of the part requested for transfer. This may be different than the actual quantity transferred if the full quantity is not available. If a transfer request is between two locations with different units of measure, the requested quantity must be a measure of factor of the unit of measure.
For example, if the unit of measure for the location is 10 each, then the requested quantity must be a factor of 10, such as 10, 20, 30, etc.
Quantity deferred
Quantity of the part deferred instead of transferred. This allows you to fulfill a partial stock transfer instead of waiting for the complete quantity to be available.
Transfer quantity
Quantity of this part to transfer. To process transfers with a status of either RECEIVE PARTS IN or SEND PARTS OUT (specified in the New status field on the Basic Info tab), this quantity must be the same during both processing actions for the same transfer. If a printer ID is specified on the Output Control tab, the specified number of labels are printed.
Tip: If the part is serialized, the maximum transfer quantity is 1.
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 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 General tab of the Data -> Parts Items -> Setup -> Options screen:
CENTRALLY: EOQ tab on the Data -> Parts Items -> Primary Information screen
BY LOCATION: EOQ tab on the Data -> Parts Items -> Location Information screen
BY ENTERPRISE: Replenishment tab on the Data -> Parts Items -> Location Information screen
Quantity received
Quantity received. Must be zero or higher. May be zero only if the status on the Basic Info tab is RECEIVE PARTS IN. If the status is RECEIVE PARTS IN, the quantity received must be less than or equal to the transfer quantity. Defaults to the transfer quantity when the new status is set to RECEIVE PARTS IN.
Quantity not received
Quantity not received. Equals the transfer quantity minus the quantity received. This field is display only.
Action on qty not received
Specifies the action that should be taken on the transfer quantity not received. You can choose to receive some of the transferred parts and push the parts not received to a new transfer or back to the original sending location’s inventory. This field has a list box:
Blank [no action]
RETURN TO SENDING LOC: Quantity not received is returned to the requesting location's inventory. The sending location's inventory is replenished immediately.
MOVE TO NEW TRANSFER ID: Quantity not received is returned to the requesting location's inventory, a new transfer for the quantity not yet received is created with the status SEND PARTS OUT, and the original transfer ID displays in the Reference transfer ID field.
Note: For any status other than RECEIVE PARTS IN, select blank. If the status is RECEIVE PARTS IN and the transfer quantity equals the quantity received, select blank. If the status is RECEIVE PARTS IN and the transfer quantity does not equal the quantity received, you must select either RETURN TO SENDING LOC or MOVE TO NEW TRANSFER ID.
Serial number
Serial number of the part. Required when the status is SEND PARTS OUT; optional when the status is either REQUEST TRANSFER or DECLINE TRANSFER. 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.
Note: The record location of the serialized part need not match the From location 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 and the transfer status is REQUEST TRANSFER.
If you are transferring serialized parts from one stock location to another and a different serial number was sent, you can specify a different serial number on receipt of the part. The status must be either IN STOCK, AWAITING REBUILD, or AWAITING DISPOSITION.
From bin
Identifier of the bin from which the part is being transferred. This field has a list box. This field is optional.
Note: When you generate a stock transfer on either the Data -> Purchasing -> Reordering screen or the Data -> Enterprise Purchasing -> Replenishment -> Replenishment Management screen, this field displays the primary bin associated with the part ID-suffix and sending location.
To bin
Identifier of the bin to which the part is being transferred. This field has a list box. This field is optional.
Note: When you generate a stock transfer on either the Data -> Purchasing -> Reordering screen or the Data -> Enterprise Purchasing -> Replenishment -> Replenishment Management screen, this field displays the primary bin associated with the part ID-suffix and receiving location.
Vendor ID
Identifier of the parts vendor that supplied the part being transferred. Required if there is a check in the Immediate issue field and the part is warrantable, or if there is a check in the Part has core field on the Data -> Parts Items -> Setup -> Part Classifications screen. This field has a list box of active part vendors.
Tip: Vendor ID populates automatically if there is a check in the Immediate issue field and the transfer status is RECEIVE PARTS IN, but you change it. The default is the last vendor from which the part was purchased. If that information is not available, the preferred vendor is used.
The vendor ID is printed on the receipt labels when you update the New status field on the Basic Info tab to RECEIVE PARTS IN.
Label qty
Number of parts receipt labels to print. Defaults to the value in the Quantity field, but you can change it. To print labels, a printer ID must be specified on the Output Control tab.
Tip: Labels print by default only if the user has the appropriate label type set up with his or her default label printer ID.
Note: A warning message appears if the number of labels is greater than 1,000 or twice as large as the number of parts received.
Part description
Text description of the part. This field is display only.
Date and time requested
Date and time that the location in the To location ID field submitted the transfer request. When you select a status in the New status field, this field displays the current system date and time, but you can change them to an earlier date and time. Required if the Current status field specifies REQUEST TRANSFER.
Requesting user ID
Identifier of the user responsible for requesting the transfer. This field populates automatically when the date and time requested is specified or displayed. Display only.
Date and time transferred
Date and time that the transfer occurred. When you select a status in the New status field, this field displays the current system date and time, but you can change them to an earlier date and time. Required if the Current status field specifies SENDS PARTS OUT.
Transferring user ID
Identifier of the user who performed the transfer. This field populates automatically when the date and time transferred is specified or displayed. Display only.
Date and time received
Date and time the location in the To location ID field received the transferred part (or parts). When you select a status in the New status field, this field displays the current system date and time, but you can change them to an earlier date and time. Required if the Current status field specifies RECEIVE PARTS IN.
Receiving user ID
Identifier of the user who received the transfer. This field populates automatically when the date and time received is specified or displayed. This field is display only.
Date and time declined
Date and time that the location in the From location ID field declined the transfer request. When you select a status in the New status field, this field displays the current system date and time, but you can change them to an earlier date and time. Required if the Current status field specifies DECLINE TRANSFER.
Note: When the date and time declined is specified or displayed, the ID of the user responsible for requesting the transfer also appears.
Declining user ID
Identifier of the user who declined the transfer. This field populates automatically when the date and time declined is specified or displayed. This field is display only.
Reconciled WO location
Reconciled work order location.
-year
Year in which the work order associated with the part (or parts) was opened.
-number
Number of the work order associated with the part (or parts). This field has a list box of all work order numbers at the work order location opened during the work order year that have a job status of either OPEN or PENDING.
Immediate issue
If this field has a check and the transfer status is RECEIVE PARTS IN, parts are issued immediately to the work order ID in the WO location, (work order) -year, and (work order) -number fields. If the work order fields on this tab are blank and you place a check in this field, the information is automatically copied from the work order fields on the Basic Info tab.
If there is a check in the Enable part status tracking field on the Part Status Tracking tab of the Data -> Parts Items -> Setup -> Options screen, parts must have a status of either OPEN or WORK FINISHED before they may be issued to work orders.
Issue quantity
Quantity of the part issued. If there is a check in the Immediate issue field, this field displays the quantity from the Related Work Orders tab on the Data -> Purchasing -> Parts Order Management screen.
Core credit
If one of the following conditions exist and this field has a check, a claim is generated for the core costs. A check displays in this field automatically if the Basic Info tab of the Data -> Parts Items -> Primary Information screen assigns 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. You can remove the check.
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.
There is a core part cost in the Core unit value field. That value must be greater than zero.
Core unit value
Cost of the core part. If the Basic Info tab of the Data -> Parts Items -> Primary Information screen assigns 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, the core credit value from 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 zero. Place a check in the Core credit field.
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 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 a core claim (similar to a warranty claim) is generated, it is for the amount of the core credit value multiplied by the value in the Quantity issued field. When receipt of 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.
The following three fields make up the work order ID to which the parts are immediately issued. If there is a check in the Immediate issue field, the default is the work order ID from the Related Work Orders tab on the Data -> Purchasing -> Parts Order Management screen.
WO location
Identifier of the shop location of the work order generated for the line item. This field has a list box.
When you process a receipt, if there is a check in the Message when a part is received for use on a specified work order field on the Inventory tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen and the Message Printer tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen specifies a printer ID for this work order location, a receipt message is sent to that printer.
-year
Year in which the work order associated with the part (or parts) was opened.
-number
Number of the work order associated with the part (or parts). This field has a list box of all work order numbers at the work order location opened during the work order year that have a job status of either OPEN or PENDING.
Equipment ID
Identifier of the equipment unit to which the parts charges are to be posted. This field has a list box. When you enter the work order ID (location, year, and number), this field automatically displays the applicable equipment ID, but you can change it.
Task ID
Repair task or PM service ID that describes the activity for which the part is needed. 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.
Note: You may not post indirect tasks to a work order with immediate issue. You may not post PM services or inspections to internal rebuild work orders.
Tip: The task ID list displays all task IDs that have already been posted to the work order or that are listed on service requests assigned to the work order; a separator (--------All Tasks--------); and all active tasks, restricted by the first characters entered prior to accessing the list.
Task IDs are defined on the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
Work accomplished code
Code for the work performed. This field has a list box. This field is optional.
Account ID
Identifier of the general accounting system’s account to which the parts charges are to be posted. This field displays the account ID for the equipment ID associated with the work order ID (location, year, and number), but you can change it. This field has a list box. The account name displays to the right of the ID.
Account IDs are defined 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.
At the time you assign the account ID, it must have a status of ACTIVE. Account status is specified on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
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.
Fail/cause ID
Identifier of the parts failure that describes the reason the part is needed. This field has a list box. This field is optional.
Fail IDs are defined on the Data -> Shop Activity -> Setup -> Failure/Cause Codes screen.
Position ID
Identifier of the part's position on the equipment. This field has a list box. Optional.
Removed serial number
Serial number of the part that was removed. 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 that you type in the field before requesting the list.
Reference transfer ID
Identifier of the original transfer. This field is display only. This field populates only if MOVE TO NEW TRANSFER ID is selected in the Action on qty not received field.
Assigned picking employee ID
The identifier of the employee the picking card is assigned to.
Date and time sent to picking
The date and time the picking card is sent.
Sent to picking user ID
The user the picking card is sent to.
Currency ID
Identifier of the currency. This field is display only.
Transfer all cores awaiting rebuild Button
If you click the Transfer all cores awaiting rebuild button, all parts at the From location with a status of CORE-AWAITING REBUILD are retrieved into the parts list. This functionality is only available when parts status tracking is activated.
Parts status tracking is activated on the Part Status Tracking tab of the Data -> Parts Items -> Setup -> Options screen.