Line Items |
The Line Items tab for enables you to define line items on the quick order.
Note: If there is a check in the Allow issues from stock with insufficient inventory field on the Inventory - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, you may issue parts with insufficient inventory on hand. The part is issued at the current unit issue price, which may not be the same as when you record the receipt that reconciles this issue.
The fields in the top section of this tab define the data that displays.
Location ID
Identifier of the location that is to receive the part (or parts). This field has a list box.
If the Manage parts ordering and Economic Order Quantity (EOQ) values field on the General tab of the Data -> Parts Items -> Setup -> Options screen specifies BY LOCATION:
Location level access control may be in effect for this screen, which means that you must belong to a user group with the applicable authorizations to make changes or updates.
All line items under an order must be for the same order location, and you cannot change the order location once you create the order. To change location, you must close all line items on the order, delete the order, and re-create it at the correct location.
If the Automatic numbering for purchase orders field on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen specifies STANDARD, the Purchase order ID field displays the location’s next available purchase order number.
Purchase order ID
Identifier of the purchase order. This field has a list box.
Data in the bottom section of the tab contain the line items for the quick order. Unless otherwise indicated, these fields are required.
Line number
Line number for reference, automatically assigned. If the Maximum number of line items on a purchase order field on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen specifies a value greater than zero, you cannot add more line items to a single purchase order than the value specified in that field. Display only.
Part ID
Identifier of the part. The ID is associated with the part suffix. This field has a list box of parts defined on the Data -> Parts Items -> Primary Information screen and is limited to parts stocked at the location from which you are ordering. If the part does 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.
Note: The part ID choice list is divided into two sections: all parts at the location, restricted to the first characters entered prior to accessing the list; -----ALL PARTS----- (dividing line); and all parts, restricted to the first characters entered prior to accessing the list. If you manage parts CENTRALLY or BY ENTERPRISE, no parts are listed above the -----ALL PARTS----- divider.
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 displays from which to choose.
If you are entering a new part through ordering and would like the part ID to default based on product category, enter a value in the Product category ID field first. The part ID will default based on the product category.
Tip: If you enter a part ID/suffix combination that is not defined (invalid), a message alerts you. You can change the part ID/suffix entry to a valid part ID or to a different undefined value, or you can continue to process the entered value. If you continue to process after you receive the alert message one or more times, a valid definition is inserted for the new part ID/suffix.
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 part status tracking is enabled (i.e., 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), you can neither create a PO for nor add to an existing PO to a request for parts with either a CORE-AWAITING WARRANTY or SCRAPPED suffix.
Product category ID
Identifier of the product category to which the part ID belongs. Displays automatically when you enter an existing part ID and part suffix for ordering. This field has a list box. The category description displays to the right of the ID.
Product categories are defined on the Data -> Parts Items -> Setup -> Product Categories screen.
Vendor contract ID
Identifier of the vendor contract for the part. This field has a list box of contract IDs that are current, valid for the vendor on the transaction, and have money remaining on the contract. The Quick Orders tab of the Data -> Purchasing -> Setup -> Options screen determines whether a valid ID is required in this field.
Note: The list includes the vendor contract ID description provided on the Basic Info tab of the Data -> Purchasing -> Vendor Contracts -> Contracts screen.
Price type
Description of the current order unit price. Defaults from the part ID/suffix. This field has a list box of possible types:
FREE OF CHARGE: The unit price vendor’s currency must be zero (0) or greater.
AGREED: The unit price vendor’s currency must be greater than zero (0).
EXCHANGE: The unit price vendor’s currency must be greater than zero (0).
LIST: The unit price vendor’s currency must be greater than zero (0).
TO BE ADVISED AND AGREED: The unit price vendor’s currency must be zero (0) or greater.
Tip: The amount of the gross unit price is a factor in determining which price type (or types) are allowed:
If gross unit price is zero and immediate receipt is checked, the price type must be FREE OF CHARGE.
If gross unit price is zero and immediate receipt is not checked, the price type must be either FREE OF CHARGE or TO BE ADVISED AND AGREED.
If gross unit price is greater than zero, any price type is allowed—with or without immediate receipt.
This price type displays in the Price type field on the Receipts tab of the Data -> Parts Activity -> Receipts screen.
Price types are defined on the Data -> Purchasing -> Setup -> Price Types screen.
Gross unit price
Gross price of the part per unit, in the vendor's currency. The vendor’s currency is defined on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. The value that displays depends on whether the vendor is contracted to supply the part for a specific price.
Contract: Unit price for the part ID/suffix (from the Data -> Purchasing -> Vendor Contracts -> Parts Prices screen, if specified). There must be an ID in the Vendor contract ID field.
No contract: The following fields are searched in order and the first price found displays:
Current order unit price (from the Basic Info tab of the Data -> Purchasing -> Vendor/Part Information screen). You must specify the vendor ID on the Basic Info tab. The expiration date on that tab must indicate that the price has not expired.
Last receipt price, 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: From the Purchasing Info tab on the Data -> Parts Items -> Primary Information screen
BY LOCATION: From the Purchasing Info tab of the Data -> Parts Items -> Location Information screen
Last purchase order unit price, 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: From the Purchasing Info tab on the Data -> Parts Items -> Primary Information screen
BY LOCATION: From the Purchasing Info tab of the Data -> Parts Items -> Location Information screen
If this value is zero, the price type must be either FREE OF CHARGE or TO BE ADVISED AND AGREED.
If there was a previous order price for the part and the current order price differs from it by more than the percentage specified in the Maximum order price deviation percentage field on the Messaging tab of the Data -> Parts Items -> Setup -> Options screen and there is a check in the Message when part order price is out of range from previous order price field on that tab, a message displays the previous order price and the acceptable range for the current order price.
Currency description
Description of the currency the vendor of the part accepts in payment. This field is display only.
Date required
Date by which the part must be received. When you enter a new line item, this field defaults to the current date, but you change it to any date greater than the current date.
Quantity
Number of purchase units of the part required. Must be greater than 0.
Tip: If you are entering a new part through ordering and would like the product category to default to the one specified on the General tab of the Data -> Purchasing -> Setup -> Options screen, enter the order quantity before you enter either the product category or the part ID. The product category will default, and if it is set up for automatic part numbering, the part ID will also default. Automatic part numbering is specified on the Data -> Parts Items -> Setup -> Product Categories screen.
Unit of purchase
Description of the unit of measure for purchases of this part. This field is display only.
Sales tax rate
If there is a check in the Compute sales tax by vendor field on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen, sales tax is computed by vendor. This is the sales tax rate (as a percentage) for the vendor of the line item. Otherwise, this is the system-wide sales tax rate (as a percentage) specified by the Sales tax rate field on that tab. This field is display only.
Account ID
Identifier of the general accounting system’s account associated with the work order to which the parts charges are to be posted. The default value is specified on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen. This field has a list box.
Note: The Account ID field on the Edit Criteria - General tab on the Data -> Setup -> Options screen specifies whether this field is required, optional, or not required. If required, it must be an active and valid ID.
Account IDs and their statuses are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
Part short description
Short description of the part, specific enough to identify it. You may update this field only if the line item status (indicated on this tab) is OPEN.
If the part ID is valid (defined in the application), this field displays the short description from the Basic Info tab of the Data -> Parts Items -> Primary Information screen.
If the part ID is not valid (not defined in the application), you must type a short description of the part. When you process information from this screen, a definition is inserted for the part ID.
Verified valid part ID
Indicates whether the part ID has been verified as valid.
If this field has a check, the part ID/part suffix is valid. If you process an entry with an invalid part ID/part suffix and place a check in this box, a valid definition is inserted for the new part ID/suffix.
If this field is blank, the part ID/part suffix is not valid. If you leave this field blank and process the entry, a valid definition is not inserted for the part ID/suffix.
Immediate receipt
If this field has a check, the quick order and part's receipt will be processed as a single transaction. The work order must have a status of either WORK FINISHED or OPEN. Required if there is a check in the Immediate issue field. See actions performed under immediate receipt of quick order line items.
Tip: You may use this feature if you have already received the part when you insert the quick order. If you do use it, you must type a value in the Receipt location ID, Label quantity, and Add sales tax fields.
Serial number
Serial number of the part.
Receipt location ID
Identifier of the location that is to receive the part (or parts). Required if there is a check in the Immediate receipt field; it must be the location ID specified on the Basic Info tab. This field has a list box.
Tip: This field applies only if the Manage parts ordering and Economic Order Quantity (EOQ) values field on the General tab of the Data -> Parts Items -> Setup -> Options screen specifies BY LOCATION.
All line items under an order must be for the same order location, and you cannot change the order location once you create the order. To change the location, you must close all line items on the order, delete it, and then re-create it at the correct location.
Label quantity
If the Labels tab on the Data -> Parts Items -> Setup -> Options screen specifies that part receipt labels are to be printed, this field indicates the number of labels to be printed for this line item. Required if there is a check in the Immediate receipt field. You can specify a label quantity that is greater than the receipt quantity.
Note: If you want to print a quantity that is two or more times the quantity received, or if you want to print more than 1,000 labels, a warning message appears.
Add sales tax
If this field has a check, sales tax is automatically added to the charges for the line item. The Sales tax computed automatically for parts receipts field on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen determines the default for this field. Required if there is a check in the Immediate receipt field.
Vendor invoice
Number of the vendor’s invoice for the part (or parts) received. If there is a check in the Require vendor invoice on receipts field on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen, a vendor invoice number is required when receiving a part. Otherwise, it is optional.
Reconciled WO location
Reconciled work order location. This field has a list box.
-year
Year in which the work order associated with the part (or parts) was reconciled.
-number
Number of the reconciled work order. This field has a list box.
Immediate issue
If there is a check in the Immediate receipt field, you can also place a check in this field to specify that the issue quantity of the parts received be issued (posted) immediately to work orders when the insert of the quick order is processed. You may issue parts immediately to a work order that is currently in delay.
Note: When issuing the part to the work order, the receipt date is used as the issue date. If the receipt date is later than the work finished date on the work order, the work finished date is used as the issue date.
Issue quantity
Work order location
Work order year
Work order number
Task ID
The Edit Criteria – General tab of the Data -> Setup -> Options screen specifies whether information in the Account ID field is required or optional. To immediately issue parts to equipment units, departments, or account codes, process an immediate receipt on this screen and use the Data -> Parts Activity -> Direct Issues screen to issue the parts. See Actions performed during processing of a parts issue.
Issue quantity
Quantity of the part issued.
Core credit
If one of the following conditions exist and there is a check in this field, a claim is generate for the core costs.
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.
Tip: A check displays automatically in this field 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.
If the recovery is tracked, when you process information on this screen, the charge for the part (the core unit value multiplied by the issue quantity) is posted to the work order. The Core recovery field on the Other tab of the Data -> Equipment Units -> Historical Costs screen is updated. When the vendor's claim payment 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.
Core unit value
Cost of the core part.
Note: 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 for the issuing location 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, leave this field blank or type a zero. Place a check in the Core credit field.
If there is no check for the issuing location 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 core part cost in this field.
If a core claim (similar to a warranty claim) is generated automatically, it is done for the amount of the core credit value multiplied by the value in the Quantity issued field. When the vendor claim payment is recorded on the Data -> Warranty -> Reimbursement Claims screen, the reduction in the part's 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 for the line item. You can only specify one work order ID for a line item. If you order multiple quantities of the same part but do not want to associate them all with the same work order ID, you must specify separate line items for each different work order they are associated with.
Issue WO loc
Identifier of the shop location for which the work order was generated for the line item. This field has a list box.
-year
Year in which the work order was opened.
-number
Number of the work order. This part of the field has a list box of all work order numbers at the work order location opened during the work order year previously specified that have a job status of either OPEN or WORK FINISHED.
Equipment ID
Identifier of the equipment unit. This field is display only.
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 0in 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 cannot post indirect tasks to a work order for immediate issue.
Task IDs are defined on the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
Work accomplished code
Code associated with the task ID for the work accomplished. It provides more detail about the work performed in relation to the task. This field has a list box. This field is optional.
Note: If entered, the work accomplished code is transferred to the part issue transaction generated for the work order.
Work accomplished codes and their descriptions are defined on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen.
Account ID
Identifier of the general accounting system’s account associated with the work order to which the part issue is charged. This field defaults to the value for the work order ID specified on the Basic Info tab of the Data -> Shop Activity -> Work Order Center screen. It also has a list box. When you assign the account ID, it must be valid and have a status of ACTIVE.
Account IDs and their statuses 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 on the Data -> Setup -> Options screen specifies whether this field is required, optional, or not required.
Fail/cause ID
Identifier of the parts failure that describes why the part is needed. This field has a list box. 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 position on the equipment unit. This field has a list box.
Equipment unit positions are defined on the Data -> Equipment Units -> Setup -> Positions screen.
Removed serial number
Serial number of the part that was removed. This field has a list box.
Currency ID
Identifier of the currency on which the vendor bases its parts prices. This field is display only.
External status
External (outside of the application) status. This field is optional.
Ext qty
External (outside of the application) quantity. This field is optional.
Ext date
External (outside of the application) date. This field is optional.
Ext PO number
External (outside of the application) purchase order number. This field is optional.
Ext line number
External (outside of the application) line number. This field is optional.
Ext requisition number
External (outside of the application) requisition number. This field is optional.
Ext requisition status
External (outside of the application) requisition status. This field is optional.
Comment
Free-form text field in which you can type comments. This field is optional.