Parts Issues and Returns |
The Parts Issues and Returns screen enables you to post charges for shop-installed parts to pending work orders (including both parts issued from inventory and parts purchased directly for use on the work order and not entered into inventory), and to return parts to stock that were previously issued to the work order from inventory. You may issue new, rebuilt, or used parts. You may not issue core or scrapped parts.
If there is a check in the Warning message if similar part already issued field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen and you attempt to issue the same part ID and part suffix to the same work order ID, a warning message appears. You may cancel the transaction to specify different values, or you may bypass the warning and process the transaction anyway.
Note: When parts are posted to a work order, the equipment ID of the top-level parent is written to ptd_main.eq_parent_equip_no. You can run standard cost reports in Web Modules to see the full operating costs of the equipment.
Tip: For a list of all screens from which you can post charges to work orders, go to Post charges to work orders. Charges are posted the same way from each screen.
If the Mobile Software module is installed, you can use hand-held devices to transfer part-issue information between the system and hand-held devices to work with the data from remote locations. See the related documentation for these products.
When you post issues of inventory parts, the parts at the issuing location are immediately removed from inventory. 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 so that accurate and timely inventory records can be maintained.
The system automatically determines whether each part issued from inventory is replacing a similar part previously issued that is still in its warranty period or expected life. See Parts Failures, Warranty, and Expected Life.
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.
The Parts Issues and Returns screen supports location level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.
Tip: To limit the display of information in the grid and maximize performance, use the filter. Up to 200 rows of information display on this screen. To view more than 200 rows, use the Queries/Reports -> Query/Report Generator screen to create and run a report that includes the information. You can also use Web Modules Reporting or any other reporting tool sold separately (such as Microsoft Access) that can attach to the database. Refer to the related documentation for these products.
Data in the fields in the tab section define the information about the parts issue or return. Unless otherwise indicated, these fields are required.
The following three fields comprise the work order ID:
WO location
Identifier of the shop location to which the work order is assigned. This field has a choice list.
Note: To charge parts directly to an equipment unit (without opening a work order) or to issue parts to a department ID or account ID (without charging them to an equipment unit), use the Data -> Parts Activity -> Direct Issues screen.
-year
Year in which the work order was opened.
-number
Number of the work order. This part of the field has a choice list 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 assigned to the work order specified in the work order fields. This field is display only.
Equipment IDs are defined on the Basic Info tab of the Data -> Equipment Units -> Fleet Equipment screen.
Task ID
Identifier of the task that requires the part. This field has a choice list 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 that 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.
The Parts/task match requirement field on the Issues tab of the Data -> Parts Items -> Setup -> Options screen specifies whether the task must be associated with the part ID/part suffix.
The first time you post labor, parts, tools, or commercial charges to a task ID not already listed on the work order, the work order's values automatically display in the Work class, Warranty, and Repair reason ID fields. To change these values, use the Tasks tab on the Data -> Shop Activity -> Work Order Center screen.
Tip: If the Work Orders - Options tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen has a check in the Require labor for tasks when parts charged field for the location (indicated by the first part of the Work order ID field), this task ID must have a corresponding entry on the Labor tab before you can close the work order.
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. This code provides more detail about the work performed in relation to the task.
If you manually enter a parts issue or request, this field auto-populates with the code (if specified) in the Default work accomplished code for part issues field on the Issues tab of the Data -> Parts Items -> Setup -> Options screen. You may change it.
Whether a work accomplished code (WAC) is required when a part is posted to the work order depends on the value in the Require work accomplished code on work order repair tasks field on the Work Orders - Options tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen:
NEVER: Not required.
POST: Required when posting labor, parts, or commercial charges.
Note: If you post a part that does not have a WAC using a task on the work order (that has a WAC), the WAC is looked up.
FINISH: Required on work orders marked as WORK FINISHED.
CLOSE: Must be set by the foreman or whomever is responsible for reviewing and closing work orders.
If there is a code in the Work accomplished code field on the Tasks tab of the Data -> Shop Activity -> Work Order Center screen, it displays in this field. To change it, use the Tasks tab. If a code is not specified, you can specify one when you post a parts charge to the task. The code automatically displays on the Tasks tab.
Work accomplished codes and their descriptions are defined on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen.
Date
Date (in MM/DD/YYYY format) that the work order was finished. Defaults to the latest date of a corresponding labor transaction for the same task ID, if available. If the work order has not yet been completed, the current system date is used.
Note: If you post labor, parts, or commercial charges to a work order in WORK FINISHED status and the work order was completed prior to the current date, the posting date defaults to the work finished date.
Not from inventory
Specifies whether the part installed was issued from inventory.
Check: The part was not issued from inventory. Type values in the Unit price, Part ID, and Part keyword and short description fields so that the part can be identified and priced. You need not enter information in the Issuing location ID field.
Note: When you issue parts to a work order as not from inventory, the markup for small parts issues is applied to the overhead amounts on the work order.
Depending on whether the part ID is defined, the following actions occur when you process information with a check in this field:
Defined: The system determines whether the part is under warranty or within the expected life of the part. Warranty life and expected life periods are defined on the Warranty tab on the Data -> Purchasing -> Vendor/Part Information screen. A core claim is generated if core claim conditions are met.
Not defined: The value of the core credit is recorded for reporting purposes but a core claim is not generated. The core unit value must be greater than zero.
Blank: The part installed was issued from inventory. The appropriate information displays in the Unit price field and the part number and the unit equipment type to which the work order applies are entered in the Parts/Equipment Type (PTY_MAIN) table. 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 contain 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 zero or less than the issue quantity.
If the Return field contains a check, this field is automatically either checked or blanked out, depending on whether the original issue was from inventory.
Issuing location ID
Valid identifier of the parts location that issued the part. There must be an inventory record for the part in the Part ID field and sufficient stock at this location. When you type information in the Task ID field, this field displays the value from the Default parts inventory location for shop field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. You can change it. This field has a choice list. Required if the part was issued from inventory.
Part ID
Valid identifier of the part. The ID is associated with the part suffix. This field has a choice list of parts from the Parts Required tab on the Data -> Equipment Units -> Setup -> Equipment Class -> Class/Task Information screen, followed by all parts stocked at the issuing location. For parts that do not have a valid ID defined, this is the suppliers part number or any other data you want to enter. Required.
More Part ID Information:
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 display from which to select.
If this part has a part classification ID that has a check in the Warrantable field on the Data -> Parts Items -> Setup -> Part Classifications screen, a check is made to determine whether you are issuing the part to replace a part that is still under warranty.
Depending on the task type (assigned on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen), a check in the following fields on the Options tab of the Data -> Shop Activity -> Setup -> Options screen determines whether this part is added to the Parts Required tab for the equipment class ID and task or standard ID when a part is issued to a work order for a task.
Task types REPAIR GROUP and REPAIR TASK: Add parts issued to repair groups and tasks to class/task parts lists
Task types PM SERVICE and INSPECTION: Add parts issued to PM and inspection services to class/task parts lists
If there is only one purchase order receipt for the part ID/part suffix recorded on the Receipts tab of the Data -> Parts Activity -> Receipts screen, the purchase order ID and receipt date automatically display in the appropriate fields.
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 must be valid for the value in the Part ID field.
Note: If you specify a part ID and there is a check in the Not from inventory field on the Data -> Parts Activity -> Direct Issues screen, the part suffix defaults to 0.
Warranty vendor
Identifier of the parts vendor that supplied the part. If there is only one such vendor, the ID displays automatically. Otherwise, this field has a choice-list. Required on parts issued from inventory that are assigned (on the Data -> Parts Items -> Primary Information screen) to part classifications that have a check in the Warrantable field on the Data -> Parts Items -> Setup -> Part Classifications screen. You may specify an inactive vendor as the warranty vendor.
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. You may not return more parts at a particular price than were issued to the work order at that price. The return of inventory parts to inventory is recorded at the location you specify. For all returns, the unit price is retrieved 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. See the Task ID field.
Qty on hand
If you are issuing a part to a work order, this field displays the current on-hand quantity for the part at the issuing location.
Quantity issued
Number of issue units of the part to charge or return.
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 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.
Note: If the part ID has a REMOVAL ONLY work accomplished code, this field displays 0.0000.
For parts issued from inventory, this price depends on the value in the Inventory pricing method field on the General tab of the Data -> Parts Items -> Setup -> Options screen:
Average inventory method
FIFO inventory method
LIFO 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. Otherwise, type the unit price of the part.
Note: If the part was not issued from inventory, a parts markup amount may have added to the price. The amount you enter in this 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. See the Task ID field.
Unit of measure
Unit of measure associated with the part. Auto-populates (based on part ID and suffix) only when you are entering data. This field is optional.
Core credit
If one of the following conditions exists and this field has a check, a claim is generated 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 cost of the core part in the Core unit value field. That value must be greater than zero (0).
If a core claim is generated, when you process information on this screen, the charge for the part (the core unit value multiplied by the quantity issued) is posted to the work order. The Core recovery field on the Other tab of the Data -> Equipment Units -> Historical Costs screen is updated. Once 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.)
Tip: This field automatically displays a check 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.
Core unit value
Cost of the core part.
Tip: 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, this field automatically displays the core credit value from the Basic Info tab of the Data -> Purchasing -> Vendor/Part Information screen.
The action to take to generate a core claim for the core costs depends on the value in the Automatically create core claims when a 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:
If the field has a check, leave this field blank or type a zero (0). Place a check in the Core credit field.
If the field is blank 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 are checks in the Not from inventory and Core credit fields, the following actions occur, depending on where the part ID is valid (in other words, defined in the application):
Valid part ID: A core claim is generated for the core cost. This field must blank or zero 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. 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 automatically, it uses the amount of the core credit value multiplied by the value in the Quantity issued field. Once 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.
Part keyword and short description
For parts issued from inventory, the part's description displays in this field. For parts not issued from inventory, type a description of the part.
Fail/cause ID
Identifier of the part failure code, which describes the reason that the part failed or was replaced. This field has a choice list. The failure code is printed on the Work Order Detail report and is available in the Parts Issues (PTD_MAIN) table through reports. This field is optional.
Parts failure/cause codes are defined on the Data -> Shop Activity -> Setup -> Parts -> Failure/Cause Codes screen.
Account ID
Identifier of the account to charge for the part issue. This field has a list box. Required if there is a check in the Require entry of account ID on work orders and tasks field on the Data -> Shop Activity -> Setup -> Repair Reasons -> Primary Information screen, which takes precedence over the setting in the Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen.
If you enter a repair reason that requires an account ID, this field clears and the account ID must be entered manually. For labor, part, and commercial postings, the ID defaults from the task. 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. If the repair reason is M (Capital), the ID must be entered manually.
The account ID must have a status of ACTIVE at the time you assign it. Account IDs and account status are defined 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.
Bin ID
Identifier of the bin in which the part is stored. This field has a choice-list. Bin IDs are assigned on the Data -> Parts Items -> Setup -> Bins screen.
Position ID
Identifier of the position of the part on the equipment unit. Required if the part classification ID has a check in the Requires positional information field on the Data -> Parts Items -> Setup -> Part Classifications screen. This field has a list box. Valid positions defined for the class and part ID are listed first, followed by a separator, and then all positions.
Equipment unit positions are defined on the Data -> Equipment Units -> Setup -> Positions screen.
Tip: The system considers position when determining whether a part is being replaced under warranty or within its expected life. The system uses the information 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. This is required if the part classification ID has a check in the Serialized field on the Data -> Parts Items -> Setup -> Part Classifications screen.
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 parts can help you decide which one to install.
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. 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. If a record for the serialized part does not exist, a new one is created.
In the following three fields, if the task ID matches a task already listed on the work order, the value defined for the task displays. Otherwise, the value defined for the work order displays. These fields are display only.
Tip: To change a previously processed value assigned to a work order, or to change a value for a task to one other than the value assigned to the work order, you must be assigned to a user group that has a check in the appropriate Override work order field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen.
To change a value, use one of the following tabs on the Data -> Shop Activity -> Work Order Center screen:
To change the value for the task, use the Tasks tab.
To change the value for the work order, use the Basic Info tab.
Work class
Code that specifies a work class for the task. Display only. Work classes are defined on the Data -> Shop Activity -> Setup -> Work Classes screen.
Warranty work
Warranty status of the labor. If a warranty is in effect, the default is the location value in the Default setting for warranty when warranty is in effect field on the Work Orders - More Info tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
YES: The labor to be performed is warranty work.
NO: The labor to be performed is not warranty work. This value displays automatically for PM work orders that are automatically opened from the Data -> Equipment Management -> Equipment Due for PM/Inspection screens (by Equipment or by Location).
UNKNOWN: The equipment unit (or one of its components) is still in its warranty period (based on time and meter reading), but it is not known whether the work to be performed is covered by a warranty.
Note: You cannot close a work order if any of its associated tasks have a value of UNKNOWN in the Warranty work field on the Tasks tab of the Data -> Shop Activity -> Work Order Center screen.
When a rebuilt part is replaced with the same part but with a different suffix, a warranty claim is generated for the removed part.
The system prints control labels for parts issued on work orders that include warranty work. For more information, go to control labels.
Repair reason ID
Identifier of the reason for repair. This field has a list box.
Repair codes are defined on the Data -> Shop Activity -> Setup -> Repair Reasons screen.
Comments
Text field for comments. Maximum field length is 60 characters. This field is optional.
The following two fields are primarily for parts under warranty that have a warranty start date of UPON DELIVERY (specified on the Data -> Purchasing -> Vendor/Part Information screen). If there is only one purchase order receipt for the part ID/part suffix recorded on the Receipts tab of the Data -> Parts Activity -> Receipts screen, the appropriate information displays automatically in the following fields.
Purchase order ID
Identifier of the purchase order on which the parts were ordered. This field has a list box.
Date received
Date and time (in MM/DD/YYYY format) the part was received into inventory.
Invoice date
Invoice date (in MM/DD/YYYY format) on part issues. Must be a valid date if entered; may be a future date. 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.
Vendor invoice
Number of the vendor invoice used to purchase the part. This field is optional.
Service request ID
Identifier of the service request. This field has a list box.
Employee ID
Identifier of the employee. Must be a valid and active ID. This field has a list box. This field is optional.
Employee IDs are assigned on the Personal Info tab of the Data -> Shop Activity -> Setup -> Employees -> Primary Information screen.