This Help File Page was last Modified on 04/17/2020
❑Creating and Using a Parts List for a Work Order:
Work Order Types
1.Standard Work Order - The most common selection used to specify the work that is to be performed at a Subscriber's premises.
2.Fire Alarm Test - When selected, creates a specific Work Order Format designed to facilitate a system wide Fire Alarm Test.
3.Fire Extinguisher Inspection - When selected, provides a specific Work Order Format for performing a Fire Extinguished Inspection procedure.
4.Installation Order - When selected, creates a specific Work Order Format designed to identify all of the Inventory Components required for a new (or add-on) type of installation.
•Parts List - The Parts List tab allows the Service Department to itemize the Inventory that will be required to perform this installation/service.
➢A Parts List may be created for any Work Order, regardless of the Work Order Type that was assigned to the Work Order.
✓Note: You cannot use the Add Icon (see "Click Add Icon on the Parts List tab" below) to populate the Parts List tab
If you attempt to do so, a reminder message will be displayed as follows:
This WO is coming from a job, you must enter the item in "Job Costing\Inventory\Item List"
and reserve it and then use "Pick from Job" button on this screen.
✓To create a Parts List, Select the Parts List tab.
Parts List sub-tab on the Work Order Form
•Click Add Icon on the Parts List tab
✓Used - Check this Used box to indicate that this item was actually used to complete the Work Order.
▪Later, when you have finished identifying all of the Parts that were actually used:
▪Select the Use Inventory option
✓How Many? - If you Check the Used box, indicate How Many of this Item will be/has been Used.
✓Description - By default, the Description entered for this item in the Sale-Purchase Items Form will be inserted.
▪The Description may be modified to better describe its specific purpose for this installation.
✓Quantity - By default, 1 will be inserted as the Quantity.
▪The Quantity may be modified as needed to indicate the maximum number of this Item that may be Used.
▪However, if the Subscriber whose Work Order's Parts List is being updated has been assigned to a Division which has its own default Warehouse assignment, that Warehouse will be inserted automatically.
✓Comments - Double-Click within the Comments field to Open a Rich Text Editor to enter a Comment about this Inventory Item.
•Click the Save Icon to record this needed Inventory Item.
❑A Parts List may also be created by using the Order Inventory option on the Work Order Form
❖This is an either, or, or both decision:
b)However, you may want to order some Inventory Item(s) on a Purchase Order (because they are not currently "in-stock"), and enter others manually because they are already available (so no Purchase Order is needed).
Add ordered items to Work Order installation list?
•To use the Order Inventory method, Click the Order Inventory option to open the Vendor Search dialog.
Vendor Search dialog
b)Enter the required Inventory Item(s)
c)Click the Save Icon
d)Click the Close box to Close the Purchase Order Form.
Add ordered items to Work Order installation list?
❑Icons and Options on the Parts List tab:
•Navigation Icons - Provides the standard navigation commands (begin, previous, next, end, add, delete, edit, save, cancel, refresh).
•There are up to four Special Purpose Options:
Work Order Form - Parts List tab - Special options
✓Used - Check the Used box for each item that was actually used on the Work Order.
✓How Many? - If you Check the Used box, indicate How Many of this Item have been Used.
▪Select the Use Inventory option
▪This will insert How Many of the the Checked Inventory Items will be entered in the Inventory/Materials Drop-Down Info Box for this Work Order
✓Missing Technician - If a Technician has not yet been assigned to this Work Order a warning message will be displayed.
▪Click the OK button.
▪Select the Work Order Request tab.
Work Order Request tab - Tech field Drop-Down Selection List
▪Using the Drop-Down Selection List provided, Choose the desired Technician.
✓Click the Save Icon to record this update.
✓Select to the Parts List tab.
❖Warning - If one or more of the Inventory Items in the Installation List have an insufficient Quantity On Hand to meet this request, a Warning Message will be displayed.
Warning! One or more items will go negative in inventory.
Add items anyway?
oClick the Yes or No button, as appropriate.
✓The Use Inventory Option will insert the indicated Parts into the Inventory\Material tab.
Work Order Form Inventory/Materials Drop-Down Info Box
✓Once this insertion process has been executed, if the Use Inventory option is selected again, a warning message will be displayed to remind the User that the insertion has already been executed.
Items found in Inventory/Materials
▪However, it is best to wait until the Installation List (and the Work Order) has been completed, then make the insertion at that time.
2.Print (Parts List) - To print the contents of the Parts List for a Work Order, Click the Print option.
✓The Parts List for this Work Order will be displayed on screen.
Work Order Form - Parts List sub-tab - Parts List report
➢Note: If the Work Order Type (see the Entering a Service Request chapter) is Installation Order, Selecting the Print the Current Work Order option at the top of the Service Request Form will produce a Work Order with a Page 2 containing the Parts List.
➢Note: Prior to using the Pick From Job option, the Warehouse from which the Inventory is to be taken must have already been identified in Inventory Reserved sub-tab of the Inventory tab on the Job Costing Form
✓Click the Pick From Job option.
Work Order Form - Parts List sub-tab - Pick From Job option - Job Pick List dialog
✓The Job Pick List dialog will be displayed.
▪Add? - Check the Green Check Box to the left of the Add? Header to Select all items on the Job Pick List, or individually Check those specific items that are to be Added to the Parts List tab.
▪Description - The description of each Inventory Item.
oThat Quantity field value may be changed, if appropriate.
✓Click the Add Icon at the top of the Job Pick List dialog.
✓Click the Close box to close the Job Pick List dialog and populate the Parts List tab.
➢Note: If there are no items defined in the Item List sub-tab on the Job Costing Form, or those Inventory Items have already been inserted into the Work Order's Parts List tab, a No Items Found message box will be displayed.
✓On the Parts List tab of the Work Order Form:
▪The How Many? and Quantity fields on the Parts List tab will both be initially populated with the Quantity identified on the Job Pick List dialog.
▪Item - Will match what on the Job Pick List dialog.
▪Description - Will match what on the Job Pick List dialog.
▪Warehouse - The system's default Warehouse name is inserted automatically.
Thereafter, when Invoices, Purchase Orders, Bills and/or Work Orders are created for a Subscriber who was assigned to a Division (a Division assignment to a Subscriber is optional), by default, any Inventory related Transaction posted to one of those Invoice, Purchase Order, Bill and/or Work Order documents will automatically be assigned to that Warehouse but that Default Warehouse assignment may be changed as needed.
✓However, if the Work Order has already been Completed, an Information Message will be displayed.
4.Transfer (a Part) - Because the system's default Warehouse may not be the location from where a Part is to be withdrawn, you may use this Transfer option to identify the Warehouse from where it is to be withdrawn.
✓Click the Transfer option to display all of the Parts identified on the Parts List tab that have a sufficient Available On Hand Quantity to allow a transfer.
✓The Parts List Warehouse Transfer dialog is used to Transfer one or more Inventory Item(s) previously identified on a Work Order's Parts List tab from its current Warehouse location to a different Warehouse.
If you attempt to do so, a "This WO is coming from a job, you must use "Reassign/Transfer Inventory" button in "Job Costing \ Inventory \ Inventory Reserved" reminder message will be displayed
✓Default To Warehouse - Using the Drop-Down Selection List provided, Choose the Warehouse to which this Part is to be transferred.
Parts List Warehouse Transfer dialog - Select Warehouse field
✓Save - Click the Save Icon to record this selection.
✓Transfer - By default all Parts will have a Check Mark in the Transfer column.
▪To remove all of the Check Marks, Click the Green Transfer Icon
▪To add all of the Check Marks, Click the Green Transfer Icon again.
▪To individually select which Parts are to be Transferred, Check those individual Part's line item(s).
✓Transfer option - Click to execute the Warehouse Transfer.
Transfer Completed message
✓OK - Click the OK button to acknowledge the Transfer.
❖Once the Transfer is executed:
b)However, if the User forgot to use the Transfer option, that Warehouse assignment may still be changed to the correct one from within the Inventory Materials Drop-Down Info Box by using that Inventory Materials Drop-Down Info Box's Warehouse column's Drop-Down Selection List.