Parts List tab

This Help File Page was last Modified on 06/29/2018

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Parts List tab

This Help File Page was last Modified on 06/29/2018

Creating and Using a Parts List for a Work Order:

The Work Order Form is used to create Work Orders for several different purposes, with each type of Work Order identified by assigning it the appropriate Work Order Type:

 

HelpFilesWorkOrderTypes

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 HelpFilesNavigatorMenu-StandardInsertIcon (see "Click Add HelpFilesNavigatorMenu-StandardInsertIcon on the Parts List tab" below) to populate the Parts List tab

when the selected Work Order was created for a Job Task in the Job Costing record.  

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.

 

HelpFilesWorkOrderPartsListTab

Parts List sub-tab on the Work Order Form

Click Add HelpFilesNavigatorMenu-StandardInsertIcon 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

This will insert the Inventory Items - that were Checked as Used - into the Inventory/Materials Drop-Down Info Box for this Work Order (See the "Use Inventory" discussion below)

 

How Many? - If you Check the Used box, indicate How Many of this Item will be/has been Used.

 

Item - Using the Drop-Down Selection List provided, Choose the Inventory Item to be added to the Installation List.

 

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.

 

Warehouse - The system's default Warehouse name will be inserted automatically, but may be changed by using the Transfer option (see below).

Click the Save HelpFilesNavigatorMenu-StandardSaveIcon 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:

a)If you enter the needed Inventory Item(s) in the Parts List tab, then create a Purchase Order for the same ones, you will end up with a duplicated Parts List

Therefore, choose which way you want the Parts List to be populated (i.e., using Order Inventory option, or using the Order Inventory method).

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).

c)Finally, you may order some Inventory Item(s on a Purchase Order and not have them inserted into the Parts List tab (answer No when that question is presented - as shown below).

 

HelpFilesAddOrderedItemsToInstallationList

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.

 

HelpFilesSearchVendorsDialog

Vendor Search dialog

 

Select the desired Vendor from whom the Inventory Item(s) will be ordered.

Click the OK button to Close the Vendor Search dialog and display the Purchase Order Form for that Vendor.

 

HelpFilesPurchaseOrderFormCreatedFromWorkOrder

 

a)Click the HelpFilesNavigatorMenu-StandardInsertIcon to enter a new Purchase Order for the required Inventory Items.

b)Enter the required Inventory Item(s)

c)Click the Save HelpFilesNavigatorMenu-StandardSave Icon

d)Click the Close HelpFilesCloseBox box to Close the Purchase Order Form.

 

HelpFilesAddOrderedItemsToInstallationList

Add ordered items to Work Order installation list?

 

e)Indicate whether or not these ordered Inventory Items should be added into the Work Order's Parts List.

oIf Yes was Chosen, the Inventory Items ordered using the Purchase Order Form will immediately be inserted into the (existing) Parts 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).

 

HelpFilesServiceRequestPartsListNavigationIcons

 

There are up to four Special Purpose Options:

 

HelpFilesServiceRequestPartsListIcons

Work Order Form - Parts List tab - Special options

 

1.Use Inventory - Adds all of the Inventory Items that were Checked as Used in the Parts List tab into the Inventory\Material tab.

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.

Then,

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.

 

HelpFilesMissingTechnicianWarning

 

Click the OK button.

Select the Work Order Request tab.

 

HelpFilesWorkOrderRequestTabTechField

Work Order Request tab - Tech field Drop-Down Selection List

 

Using the Drop-Down Selection List provided, Choose the desired Technician.

Click the Save HelpFilesNavigatorMenu-StandardSaveIcon to record this update.

 

Select to the Parts List tab.

Click the Use Inventory button again to add all of the Checked Inventory Items in the Parts List tab into the Inventory\Material 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.

 

HelpFilesUseInventoryWarningMessage

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.

 

HelpFilesInventoryMaterialsDropDownInfoBox

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.

 

HelpFilesUseInventoryWarningMessage

Items found in Inventory/Materials

 

If several more Inventory Items were added since the last insertion process, you may want to answer Yes, then Delete those in the Inventory\Material tab that are duplicates.

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.

 

HelpFilesWorkOrderRequestPartsListTabPartsListReport

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.

 

3.Pick From Job - When the Work Order was created from a Job, and as part of that Job Costing information, an Item List was created, this Pick From Job option becomes active.

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.

If the Inventory List from the Job Costing Form was previously imported, a reminder message will be displayed.

 

HelpFilesPickFromJob-NoItemsToAdd

 

Otherwise, this Pick From Job option will import all Received Items in that Item List (which have not yet been identified as Used) into the Pick From Job of the Work Order Form.

 

HelpFilesServiceRequestInstallationListTabPickFromJob

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.

Item - The Sale-Purchase Item code for each Inventory Item.

Description - The description of each Inventory Item.

Quantity - The Quantity entered in the Inventory List tab on the Job Costing Form.

oThat Quantity field value may be changed, if appropriate.

Click the Add Icon at the top of the Job Pick List dialog.

 

HelpFilesItemsAddedToWorkOrder

 

Click the Close HelpFilesCloseBox 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.

 

HelpFilesWorkOrderPartsListTab

 

 

However, if the Work Order has already been Completed, an Information Message will be displayed.

 

HelpFilesCannotAddPartsToCompletedWorkOrder

 

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.

Note: You cannot use the "Transfer" option when the Work Order was created for a Job Task in the Job Costing record.

This must be done using the Reassign/Transfer option on the Inventory Reserved sub-tab of the Inventory tab on the Job Costing Form

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

 

HelpFilesPartsListWarehouseTransfefDialog

Parts List Warehouse Transfer dialog

 

Default To Warehouse - Using the Drop-Down Selection List provided, Choose the Warehouse to which this Part is to be transferred.

 

HelpFilesPartsListWarehouseTransfer-ChooseWarehouse

Parts List Warehouse Transfer dialog - Select Warehouse field

 

Save - Click the Save HelpFilesNavigatorMenu-StandardSaveIcon 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 HelpFilesGreenTransferIcon

To add all of the Check Marks, Click the Green Transfer Icon HelpFilesGreenTransferIconagain.

 

To individually select which Parts are to be Transferred, Check those individual Part's line item(s).

Transfer option - Click HelpFilesPartsListWarehouseTransfer-TransferIconto execute the Warehouse Transfer.

 

HelpFilesPartsListWarehouseTransfer-TransferCompleted

Transfer Completed message

 

OK - Click the OK button to acknowledge the Transfer.

 

Once the Transfer is executed:

a)When that Part is Used (see Use Inventory above), it will appear in the Inventory Materials Drop-Down Info Box with that corrected (transferred) Warehouse name.  

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.