Direct Issues |
The Direct Issues screen enables you to issue and/or return parts to equipment units, department IDs, or account IDs without a work order. You also may use this screen to post labor directly to a service request that does not have an asset (or equipment unit) and uses the GENERAL task type.
All parts costs charged directly from this screen include the appropriate parts markup percentage. The part issue is added to the Parts Issues table (PTD_MAIN).
For system-wide markup charges, use the Rates and Markups tab of the Data -> Shop Activity -> Setup -> Options screen.
For markups by location, use the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
For markups by department, use the Rates and Markups tab of the Data -> Setup -> Departments -> Primary Information screen.
If the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen specifies that a sales tax be charged at the issuing location for parts issues, the sales tax rate specified for the issuing location is used.
The cost of parts issued directly to an equipment unit is charged as a miscellaneous operating cost for the unit. The cost of parts that are issued directly to a department or account is not charged.
An entry is made in the Recent Work Orders table, PART_RECENT_WORK_ORD. If you issue the part to an equipment unit, the date and equipment number are entered. If you issue the part to a department ID or account ID, only the date is entered.
This screen supports location level access control, so you must belong to a user group with the applicable authorization in order 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 equipment ID, department ID, account ID, date, issuing location, part ID, part suffix, and service request ID. This functionality is useful if you need to a return a part. You can filter on the direct issue you want to return and then enter a new row in Update mode.
Data in the fields in the Direct parts issue screen group specify the direct issue information. Unless otherwise indicated, these fields are required.
Note: To post directly to a service request that does not have an asset or equipment unit and uses the GENERAL task type, you must enter an equipment unit ID, department ID, account ID, or service request ID.
Equipment ID
Identifier of the equipment unit to receive the part. This field has a list box of equipment unit IDs defined on the Data -> Equipment Units -> Fleet Equipment screen (unless there is a check in the Exclude from inventory lists field on the Authorization tab of that screen). If there is information in this field, the Department ID field must be blank.
Department ID
Identifier of the department to receive the part. This field has a list box. If there is information in this field, the Equipment ID field must be blank.
Note: Parts issued directly to a department receive the department markup, if applicable. Department markup is specified on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen.
Account ID
Identifier of the account to charge for the part. When you assign an account ID, it must have a status of ACTIVE. This field has a list box.
Account IDs and their status 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.
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.
Date
Date of the part issue. After you specify information in the Equipment, Department, or Account ID field, the current system date appears. You can change the date if desired.
Document number
Number that identifies this transaction. Required if there is a check in the Document number required on direct issue parts field on the General tab of the Data -> Parts Items -> Setup -> Options screen.
Not from inventory
Specifies whether the part was issued from inventory.
Check: The part was not issued from inventory. There must be a check in the Allow direct issue of parts that are not from inventory field on the Data -> Parts Items -> Setup -> Options screen. Type values in the Unit price, Part ID, and Part description fields so that the system can identify and price the part. You need not enter information in the Issuing location ID field.
Note: Parts that are issued as not from inventory may be subject to markup. See Determining parts markup percentages.
Blank: The part was issued from inventory. Appropriate information displays in the Unit price field and an entry is made in the Recent Work Orders table (PART_RECENT_WORK_ORD).
During processing, the message Insufficient inventory on hand displays if this field does not contain a check and the Issuing location ID field does not have a record for the part or has a record for the part but the stock on hand is zero or less than the issue quantity.
If the Return field contains a check, this field is cleared or checked, depending on whether the original issue was from inventory.
Issuing location ID
Valid location identifier of the inventory location issuing the part, if the part is issued from inventory. There must be an inventory record for the part and sufficient stock at the location.
Part ID
Identifier of the part associated with the part suffix. This field has a list box of parts defined on the Data -> Parts Items -> Primary Information screen and limited to parts stocked at the location from which you are issuing them. You cannot post charges for a direct issue of a non-valid part ID. You also cannot direct-issue a serialized part.
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 of valid part ID/suffix/short descriptions appears.
Part suffix
Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID.
Note: If you specify a part ID and there is a check in the Not from inventory field on this screen as well as a check in the Allow direct issue of parts that are not from inventory field on the General tab of the Data -> Parts Items -> Setup -> Options screen, the part suffix defaults to 0.
Return
A check in this field records the return of the part to inventory to correct a previous erroneous direct parts issue. The system uses the part price in the Unit price field.
Qty on hand
The number of items available on hand once the issuing location, part ID, and part suffix have been provided for the direct issue line.
Quantity
Number of issue units of the part to charge or return.
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
Unit price
Price per issue unit of the part (including sales tax, if any). This field supports up to four decimal places.
If the part was issued from inventory, this price is determined based on the value in the Inventory pricing method field on the General tab of the Data -> Parts Items -> Setup -> Options screen:
Average inventory method
If the part was not issued from inventory and there is a check in the Default unit price on not from inventory part issues field on the Issues tab of the Data -> Parts Items -> Setup -> Options screen, this field populates automatically if you enter a location ID, part ID, suffix, and quantity.
Note: If the part is from inventory, the amount displayed includes the sales tax paid when the part was purchased. If the part is not from inventory, you can add a sales tax to this amount.
If you are processing the return of a direct issue to an equipment unit, a department, or an account, this field is required. The price must have been previously issued to the same equipment unit, department, or account.
Employee ID
Identifier of the employee to whom the parts were issued. This field has a list box. This field is optional.
Part keyword and short description
Description associated with the part. This field is display only.
Unit of measure
Unit of measure for the part. When you enter an issuing location ID and part ID/suffix, this field displays the unit of measure specified on the Basic Info tab of the Data -> Parts Items -> Location Information screen. This field is display only.
Comments
Comments and notes about the parts issue or return. This field is optional.
Bin ID
Identifier of the bin where the part is stored. This field is display only.
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.
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.
Position ID
Identifier of the part's position on the equipment unit. This field has a list box. Required if the part classification ID has a check in the Requires positional information field on the Data -> Parts Items -> Setup -> Part Classifications screen. Equipment unit positions are defined on the Data -> Equipment Units -> Setup -> Positions screen.
Tip: When determining whether a part is being replaced under warranty or within its expected life, position information is used to determine the last time the part was issued to that equipment unit in the same position.
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. If returning a serialized part that was not previously issued to a work order, however, leave this field blank.
The options of serial numbers change depending on whether the Return field box is checked or not.
When the Return field box is not checked, the Installed serial number choice list shows all IN STOCK serial numbers.
When the Return field box is checked, the Installed serial number choice list shows only previously install serial numbers for that part.
Note: If the installed serial number has a receipt date and a rebuild date, the list displays "SN Receipt date: MM/DD/YYYY Rebuild date: MM/DD/YYYY." If either or both dates are null or blank, the list displays "SN Rebuild date: N/A Receipt date: N/A," as applicable. Knowing how long you have had each part can help you decide which one to install.
Tip: If the part has an "install only" or "remove only" work accomplished code, only the installed or removed serial number is required. Work accomplished codes and their descriptions are defined on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen.
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. The list includes serial numbers that were removed using a "remove only" work accomplished code if that option has been enabled. Required if the part is being returned to inventory and has a serial number. If entered, the serial number must correspond to a part installed on equipment on the work order.
The options of serial numbers change depending on whether the Return field box is checked or not.
When the Return field box is not checked, the Installed serial number choice list shows all installed serial numbers for that part.
When the Return field box is checked, the Installed serial number choice list shows only previously issued serial numbers for that part.
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 for the serialized part is created if it does not already exist.
Tip: If the part has an install only or remove only work accomplished code, only the installed or removed serial number is required. Work accomplished codes and their descriptions are defined on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen.
Service request ID
Identifier of the service request to which the work order applies. This field has a list box. This field is optional.
Service requests are associated with equipment IDs on the Basic Info tab of the Data -> Equipment Activity -> Service Requests/Defects screen.
Task ID
Identifier of the task that requires the part. This field has a list box. This field is optional.
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.
Operator ID
Identifier of the operator to whom this unit is assigned, if any. This field has a list box. This field is optional.
The Valid operator ID for equipment units field on the Operator Assignment tab of the Data -> Equipment Units -> Setup -> Options screen specifies whether information in this field is required, optional, or not required. Operator IDs are recorded on the Data -> Equipment Units -> Setup -> Operators -> Primary Information screen.
Assignment location ID
Identifier of the assignment location. This field has a list box. This field is optional.