1 Open the Supplier Returns form. The system displays the List View page.
2 Select the supplier return for which to add parts, and then click the Parts tab. The system displays the Parts page.
3 Click Retrieve Parts. The system populates the Parts list with part lines that have been received against the purchase order entered on the Record View page.
Notes: You can also click Add Part to add a single part to the supplier return rather than retrieving all the lines that have been received to a purchase order. Adding a single part to a supplier return is helpful in return situations for which you may have had a purchase order with a large number of items against which you only need to return a few parts.
For externally repaired parts to be returned from a purchase order and store, the system retrieves part lines received against the purchase order and store on the header. Available Qty. is calculated as the number of parts received for this purchase order that are in the selected store and are not for repair. If the part is also tracked by asset, the system only retrieves the part that match the specified Asset ID. If the part was scrapped at the time at which it was received, the part cannot be returned.
For parts to be returned from a work order, the system retrieves only direct material parts that have been received directly to the work order against the purchase order on the header.
4 Select the part to be returned from the Parts list. The system populates the part information in the Part Details section.
The system automatically populates Return Qty. with the quantity of the part received against the purchase order and available in a specific bin and lot for return, Order Qty. with the original quantity of the part ordered, Available Qty. with the number of parts in stock in a specific bin and lot, and Price with the price at which the part was received. The system selects Direct if the part has been received to a work order and Track by Asset if the part is tracked by asset.
5 Return Qty.—Enter the quantity of the part to be returned.
Note: If you are returning a part tracked by asset, the system displays the part in the Parts list in quantities of one (e.g., you received five motors that are tracked by asset, so the system displays the motor on five separate lines). The system automatically populates Return Qty. with one if you are returning a part tracked by asset, and the system also protects the field from update.
6 Bin and Lot—Enter the bin and lot from which to return the part.
7 Reason for Return—Enter the reason for returning the part.
8 Asset ID—Enter the asset ID for the part tracked by asset.
If the selected part is tracked by asset, the system automatically populates Bin, Lot, Department, Asset Type, Asset Org., and Serial Number from the equipment record.
9 Click Submit. The system saves the record and updates the Parts list.
Note: To remove a part, select the part to remove, and then click Remove Part. The system removes the part and updates the Parts list.
Creating Store Groups
A store group is a group of stores that share the same transfer fees. Create store groups to determine if transfer fees apply for transferring parts between stores in situations where shipping fees may or may not apply.
Follow these steps to create store groups.
1 Open the Store Groups form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Store Group—Enter a unique name identifying the store group, and then enter a description in the adjacent field.
4 Class—Enter the class to which the store group belongs.
The system automatically populates Class Org.
5 Out of Service—Select to indicate the store group is no longer in service.
6 Click . The system saves the record.
Defining Transfer Fees for Store Groups
Define the percentage to charge for a part transfer between two stores. The transfer fee is accessed when a part is transferred using the Store-to-Store Issues, Store-to-Store Receipts, and Quick Store-to Store-Transfer forms.
The fee is a percentage of the base price of the part, e.g., for a part that with a base price of $100 and a % of Base Price of 10 (%), the system accesses a $10 transfer fee to transfer the part between stores.
You may enter a transfer fee for stores that belong to the same store group.
Follow these steps to define transfer fees for store groups.
1 Open the Store Groups form. The system displays the List View page.
2 Select the store group for which to define transfer fees, and then click the Transfer Fees tab. The system displays the Transfer Fees page.
3 Click Add Transfer Fee. The system inserts a new Transfer Fee Details record.
The system automatically populates From Store Group.
4 To Store Group—Enter the store group to which to transfer the part.
5 Transaction Class—Enter the class of the transaction.
The system automatically populates Transaction Class Org.
6 % of Base Price—Enter the charge percentage.
7 Click Submit. The system saves the record and updates the Transfer Fees list.
Note: To delete a transfer fee, select the transfer fee to delete, and then click Delete Transfer Fee. The system deletes the record and updates the Transfer Fees list.
Creating Store-to-Store Requisitions
Create store-to-store requisitions to transfer stock parts from one store to another, including stores within different organizations. A store-to-store requisition consists of the requisition header and requisition lines. Create the requisition header first, and then add part lines.
A typical store-to-store requisition goes through a number of status changes during the lifecycle of the requisition.
User status change authorizations are established on the Status Authorizations form. Refer to the following list for a description of store-to-store requisition statuses:
Unfinished—The status of the store-to-store requisition at creation. The status of the store-to-store requisition header must remain Unfinished until lines are added to the requisition.
Request Approval—Lines have been added to the store-to-store requisition, and it is ready for approval.
Approved—The store-to-store requisition is approved and ready for fulfillment. Upon approval, all fields on the store-to-store requisition are protected, except Status, and all of the lines that are not Cancelled or Rejected are set to Approved.
Note: You cannot approve a requisition if any store-to-store issues have been made against the requisition and the parts are still in-transit (issued but not yet received).
Cancelled—The entire store-to-store requisition is cancelled.
Rejected—The store-to-store requisition is rejected. The system protects all fields on the requisition, and you must enter a Reject Reason for the requisition.
Note: You can also change the status of individual store-to-store requisition lines. Refer to "Adding Parts to Store-to-Store Requisitions" later in this chapter.
Creating Store-to-Store Requisition Headers
Create store-to-store requisition headers to specify information related to the entire requisition.
The status of the requisition header indicates the progress of the requisition through its cycle. You may change the status of the requisition based on your status authorization and requisition approval limits. You can only delete requisitions with a status of Unfinished.
Note: Requisition approval limits can be set at the header or the line level depending on the setting of the LIMITLEV installation parameter.
The system enforces several business rules that prohibit changing the status of a requisition header from Unfinished to any status other than Cancelled before adding any lines to the requisition. Additionally, the system enables or protects certain fields based on the requisition status. The system also populates fields on the requisition header with values from the requisition lines.
Follow these steps to create store-to-store requisition headers.
1 Open the Store-to-Store Requisitions form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 To Organization—Enter the organization to which to send the parts on the store-to-store requisition.
The organization you enter must be a specific organization to which you belong.
4 Requisition—Enter a description of the requisition in the adjacent field.
The system automatically enters a default requisition description based on the setting of the REQDESC installation parameter. The system assigns a requisition number after you save the record.
5 Status—Select the status of the requisition.
6 From Store—Enter the store from which to issue the materials on the requisition.
7 To Store—Enter the store to which to issue the materials on the requisition.
8 Requested By—Enter the employee requesting the items on the requisition.
Note: The system automatically populates Entered By with the login ID of the user entering the requisition. If the user assigned for Entered By has a corresponding employee record, the system will automatically populates Requested By with the employee code of the user.
9 Delivery Address—Enter the address to which to deliver the items.
10 Class—Enter the class of the requisition. The classes shown belong to the REQ entity.
Note: The system automatically populates Date Requested with the system date.
11 Cost Code—Enter the cost code with which to associate the cost of the requisition.
12 Reject Reason—Enter an explanation of the reason that the requisition is being rejected if necessary. Reject Reason is protected when the status of the requisition is Unfinished or Cancelled. However, the system enables Reject Reason and it becomes required if you change the status of the requisition to Rejected.
Note: The system automatically selects Printed when this requisition is printed.
13 Default Approver—Enter the name of the person who will approve the requisition.
Notes: The system automatically populates Approved By with the employee code identifying the person who approves the requisition and Date Approved with the system date when the requisition Status is Approved.
The system displays the total number of the lines containing parts on the requisition in Requisition Lines and populates Total Req. Value with the total cost of the items on the requisition in the default currency of the Organization.
14 Click . The system saves the record and assigns a requisition number.
Adding Parts to Store-to-Store Requisitions
Add the requested parts to the requisition after creating the requisition header.
You may change the status of the requisition line based on your status authorization and requisition approval limits.
You can only delete a requisition line if the status of the requisition header is Unfinished.
Note: Requisition approval limits can be set at the header or the line level depending on the setting of the LIMITLEV installation parameter.
The system enforces several business rules that prohibit changing the status of a requisition header from Unfinished to any other status but Cancelled before adding any lines to the requisition. However, if the status of the requisition header is set to Cancelled, all the lines on the requisition are also cancelled. The system enables or protects certain fields based on the requisition status. The system also populates fields on the requisition header with certain values from the requisition lines.
Follow these steps to add parts to store-to-store requisitions.
1 Open the Store-to-Store Requisitions form. The system displays the List View page.
2 Select the requisition to which to add parts, and then click the Parts tab. The system displays the Parts page.
The system automatically populates Requested Before with the current system date. The system automatically populates Delivery Address, Cost Code, from the requisition header.
3 Click Add Part. The system inserts a new Part Details record.
4 Part—Enter the part to add to the requisition.
The system automatically populates the part description, Part Org., Price, UOM, Buyer, Commodity, Tax Code, and Expense Type.
The system populates Line with the next incremental line number of the part on the requisition.
If the part is tracked by asset, the system automatically selects Track by Asset.
If the Part is a repairable spare part, the system enables For Repair Qty. You can either enter a value for Quantity or For Repair Qty., but not both. When you enter a value for either Quantity or For Repair Qty., the system protects the other field. The system populates Price with the Core Value of the part (not the Repair Price). The origin of the Core Value price is determined by the setting of the PRICELEV installation
parameter.
5 Line—Enter the line number for the part on the requisition line.
The system automatically assigns the next incremental number to the line based on the setting of the INCRLINO installation parameter.
6 Status—Enter the status of the requisition line.
Notes: You can update the status of a requisition line at any time unless the status of the header is set to Rejected or Cancelled.
If the requisition contains more than one line, changing the status of a line does not affect the status of the header. However, if the requisition contains only one line, and you change the status of the line, then the system sets the status of the header to the status of the line.
You cannot update any field on the requisition line other than Status if the status of the line is anything other than Unfinished.
7 Quantity—Enter the requested quantity of the part.
8 Requested Before—Enter the date by which you are requesting to receive the part.
9 Exchange Rate—Modify the exchange rate for the part if necessary. The system automatically populates Exchange Rate with the exchange rate specified on the Exchange Rate tab of the Currency form.
Note: If the EXRUPDT installation parameter is set to YES and you modify the exchange rate, the system recalculates the header value based on the updated exchange rate.
10 Buyer—Enter the employee code identifying the buyer of the part.
11 Delivery Address—Enter the address to which to deliver the item.
12 Cost Code—Enter the cost code with which to associate the cost of the requisition.
Note: If applicable, the system automatically populates Tax Code and Receipt Qty. for the part. The system populates Price with the base price of the part in the From Store.
If no Cost Code is selected for the line and a Cost Code is either added or updated on the header, then the system updates the Cost Code on the line with the Cost Code of the header. Updating the Cost Code on a requisition line does not affect the header.
13 Expense Type—Select the expense type for the requisitioned line.
14 Commodity—Enter the commodity code for the requisitioned line.
Notes: The system displays the total cost of the item on the requisition in Part Line Total. The Part Line Total is the product of the Requested Qty. and the Price.
For Repair is protected unless the selected part is a repairable spare part to be issued for repair or reconditioning. If the part is a repairable spare, you can select and unselect For Repair as necessary. If For Repair is selected, the Price of the part is the Core Value of the part on the part record rather than the Base Price.
15 Click Submit. The system saves the record and updates the Parts list.
Creating Store-to-Store Issues
Create store-to-store issues to create electronic records of the issue of stock part transfers from one store to another, including stores within different organizations. You can create a store requisition before creating a store-to-store issue. Refer to "Creating Store-to-Store Requisitions" earlier in this chapter.
The Store-to-Store Issues form enables you to create and manage transactions to transfer parts (stock parts, repairable spare parts, and parts tracked by asset) between stores, including stores within different organizations.
Note: You can create multiple issues for the same store-to-store requisition as necessary.
After creating and approving the store-to-store issue transaction, the issuing store then physically issues the requested parts to the receiving store, in which the parts must be received.
Note: The Store-to-Store Receipts form enables you to create and manage transactions to receive parts, repairable spare parts, and parts tracked by asset from other stores, including stores within different organizations. Refer to "Creating Store-to-Store Receipts" later in this chapter.
Creating Store-to-Store Issue Headers
Create store-to-store issue headers to specify information related to the entire issue transaction. The status of the issue header indicates the progress of the issue transaction through its cycle.
Follow these steps to create a store-to-store issue header.
1 Open the Store-to-Store Issues form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Date Issued with the current system date and time.
3 From Organization—Enter the organization from which to send the parts for the issue.
The organization you enter must be a specific organization to which you belong.
4 Store-to-Store Issue—Enter a description of the store-to-store issue in the adjacent field.
The system automatically enters a default store-to-store issue description based on the setting of the
TRANDESC installation parameter. The system also assigns a store-to-store issue number after you save the record.
5 Status—Select the status of the issue. The system automatically assigns a Status of Unfinished.
Changing the Status of a store-to-store issue may affect additional system checks and field changes as follows:
Unfinished—While the store-to-store issue has an Unfinished status, most of the fields on the header are editable. However, when you save the issue with Unfinished status, the system protects the From Organization and From Store. The issue must maintain Unfinished status until lines are added to the issue on the Parts tab.
Cancelled—Change the status of the issue to Cancelled to cancel the issue and all of the part lines. The system protects all fields on the issue when you change the status to Cancelled.
Ready for Printing—Change the status of the issue to Ready for Printing after adding the parts to issue on the Parts tab. When the status of the issue is Ready for Printing, only Status, Description, Class, and Reference Number are editable.
Approved—The system populates Approved By and Date Issued with the User ID of the approver and
Approved—The system populates Approved By and Date Issued with the User ID of the approver and