Parts File Listing

The Parts tab contains all the information that pertains to your inventory. Clicking the tab for the first time will open the Parts listing page. The list view contains the fields from the parts table that are most helpful in sorting and locating parts based on your industry.

NOTE: The fields displayed can be changed using the 'Form Options' link located at the bottom of the list view. The System Administrator course provides a detailed explanation of how this option is used. For an overview of how to modify the list view, click on the Learn More link in the right hand corner of the list view.

Locating Records in the Parts List

The list may be sorted by any of the column headers. Clicking a column header will sort the parts in order based on that field. The first click on the header field will sort the parts in ascending order. Clicking on the arrow will sort the parts in descending order and change the graphic to an arrow pointing down.

Lists can be filtered by entering data into the textbox fields under the header. Click Set to set the filters you have entered. The sort and filters are saved and used the next time the list is opened based on your user login. For example, if you just want to view item #‟s that begin with zero, type a '0' in the description filter, and click Set. Once a filter or group of filters is applied, the list will redisplay based on that criteria and will indicate in the upper left corner the number of records that matched the filter criteria. Filters are not case sensitive.

To remove all filters, click the Clear link.

Detail View

The detail view is accessible from the list view by clicking on the Item No. of the part or the magnifying glass icon in the left column of the list. The detail view contains all the information for one part and gives you total control of it. You have the ability to add, edit, delete, view history, make adjustments, manage suppliers, purchase parts, and make a key change to the record.

The top menu bar controls these functions:

• Add – Opens a blank form for adding a new part.
• Copy/Add – Copies the current record into a blank form.
• Edit – Opens the displayed part in edit mode.
• Delete – Marks the current part for deletion.
• List - Returns to the list view.
• Next and Previous – move to another part based on the Item Number.
• Goto – Allows you to navigate directly to another part by entering the Part No. (case-sensitive).
• Adjustments – Opens the form to change the existing on hand quantity.
• History – Displays the transaction history of the part. Appears below the part‟s detail form.
• Key Change – Displays the form to change the Item No.
• Purchase - Opens a new form to process a purchase for this part.
• Recalculate – For LIFO/FIFO inventory method only – Adjusts the on-hand to match the LIFO/FIFO transaction on a part.

Adding, Editing, and Deleting Parts

Adding Parts

You can add new parts from either the Parts list view or a Part's detail screen. From the parts list, the Add New Record hyperlink is in the upper right-hand corner of the screen. From the detail view, the Add or Copy/Add links on the menu bar will change the current window to the add mode.

The add form contains all of the fields made available for the part. The key field for inventory items is “Item No.” and can contain up to 15 characters (not adjustable). The system will not save a part record without an Item No indicated. Click Save New Record to save the new part. Cancel Changes will completely discard the new part information and return you to the previous screen.

Editing Parts

The form for editing part information can also be accessed from either the list or detail views. From the list view, click the pencil icon to the left of a part record to edit that part information. From the detail view, click the edit button in the menu bar to open the edit form.

The edit form (shown below) is similar to the add form, except that the key field cannot be edited. The key field is the unique identifier for the part. This can be changed by using the Key Change function (user must have security rights to access this). Click Save Changes to save you changes or Cancel Changes to discard the editing. The form will return you to the detail view of the part.

Deleting Parts

To delete a part from the system you must perform two steps. The first step is to click the Delete link on the part's detail view. This will mark the part for deletion and remove it from the list views. You can still access these records by using the Next and Previous links or, if you know the Item No of the part, use the GoTo link to navigate directly to the record.

Items that are marked for deletion can be undeleted by navigating to the part and clicking the Undelete link.

The second step purges the part permanently by using the administrative function “Remove Deleted Items.” When a part is purged the history is also removed. It is recommended you use this function carefully. Purged items are gone and cannot be restored.

Inventory Adjustments

Adjustments to the on hand quantity should be made with the Adjustments menu choice from the detail view. You must have the appropriate security rights to access this function.

Click the Adjustments link on the Part's option bar to access the Inventory Adjustment screen. The available fields on this form are:

• Adjustment Type – Choose the type of adjustment you are making from the drop-down box. This will categorize the changes to inventory and make it easier to determine the purpose of a transaction, when viewing the history. The types of adjustments include:

• Physical Count: Used for making corrections to the inventory, when an inconsistency is discovered
• Cycle Count: Used for updating the quantity after a planned cycle count of the inventory
• Transfer (Location): Allows you to move a part from one location to another (only available with the Multi-Inventory Locations configuration.) This is covered later on in this training guide.
• Transfer (In): For moving parts into an inventory location
• Transfer (Out): For moving parts out of an inventory location
• Overage: Corrects the quantity when an overage is discovered
• Shortage: Corrects the quantity when a shortage is discovered
• P.O. Return: Used for subtracting inventory, in response to a mistake on a specific PO. You can enter the PO number on the form, as a reference
• Pilferage: This option is used to make a record for the loss of part, due to theft
• Tool Crib In&Out: These options are generally used with items that represent tools which can be checked in and out of inventory. The items would be removed from inventory while they are being used for a job (Tool Crib Out) and returned when the work is completed (Tool Crib In). This is a good way to keep track of the availability of tools.
• Other: Used for miscellaneous adjustments

• Transaction Date – Default is the present date, however you can edit this if necessary.
• PO No and Packing Slip/Comment – Use the PO# field and the Packing Slip/Comment field to record PO information or comments about the adjustment.
• Location – This field is used for multi-location accounts.
• Current On Hand – Displays the current on hand value. Changes to this field are ignored.
• Adjust Qty (+/-) – The adjustment quantity is required for the adjustment to be saved. Positive numbers are added to the existing on-hand quantity, and negative numbers are subtracted from the existing on hand quantity. For example, if the current on hand quantity is 25 and you enter “-5” in the 'Adjust Qty (+/-)' field, the new on-hand quantity will be 20. If you entered “10” in the 'Adjust Qty (+/-)' field then your new on hand amount will be 30.
• Item Cost – Current cost of the item. Changes made to this value will be saved with the adjustment.

NOTE: The on hand quantity is automatically updated when parts are received, when parts are issued, or by making an adjustment to inventory. All of this information is available by accessing the part's history. The system will not allow you to modify the on hand or on order values by editing. You must use the Adjustment link to change the on hand amount. The on order amount will be modified when a part is ordered or received.

Viewing Inventory History

From the Parts Detail View, you can display the transaction history of each part. Click on the History link to view the history below the field display.

Adjustments, Issues, Returns, and Receipts will be displayed in the history. Adjustments always show as a transaction type of PHY COUNT; the adjustment type is shown in the 'WO No./Type' column.

The WO No., Asset ID, and PO No. are all hyperlinks which will take you to a screen displaying the information for that record. Click Return to Standard View link above the list to remove the history view from the form.

When history is first displayed, only one year of data is displayed. To view the complete history, click the magnifying glass icon adjacent to the Return to Standard View link. This will take you to a screen for a full search of the part's history. You can choose to simply change the date to encompass a greater time period, or you can filter on the type transaction you wish. After you choose your filters, you must click the Filter button for the screen to reflect your choices.

Recalculate

The Recalculate function was designed specifically for the inventory methods “LIFO” or “FIFO” which have become corrupted due to improper use of the editing function on parts. The Standard inventory method should not require the process described below.

This function is available if your part's “On Hand” or “On Order” amount not match the transaction history. The part will show an on hand amount but will not allow you to issue that amount. This situation can happen when the 'On Hand' field was left editable in a non-standard inventory method.

If there is a discrepancy between your 'On Hand' or 'On Order' amount and your part history, the system will show you a page similar to the one below when you hit the Recalculate link.

A calculation of what the On Hand and On Order quantity should be is displayed in the “Calculated Qty.” column. Clicking Update On Hand will save the calculation and update the part. If the on hand is not what your inventory count shows, make an adjustment to the on hand quantity through the Adjustment link.

Relating Parts to Assets and PM Schedules

You have the ability to associate your parts with your assets and PM schedules. Establishing a related parts list helps your operators know which parts are typically used to repair an asset. It also streamlines the process of charging parts to any work order associated with the asset.

To establish a relationship between parts and an asset, go to the Asset tab and open the detail of the asset record. You will see a section called “Related Parts.” Click the Add link in this section to access the “Asset Cross Reference” screen.

• On the “Asset Cross Reference” screen, click the folder icon to the right of the 'Item' field to access your parts list. Filter the list to locate the desired part then click the Select link to the left of the item. The item and its description will be copied into the “Asset Cross Reference” screen.
• If you enter a quantity on the cross reference screen, it will be the default quantity used when the part is charged via Quick Parts (discussed page on 11).
• Click Save New Record at the top of the form to save changes.
• Click the Go Back button at the top right side of the screen to return to the Asset Detail screen.

The same relationship is available for the PM schedules of assets. Open a PM Schedule by clicking the GoTo link in the “PM Schedules” table. Look to the bottom of the screen for a section called “PM Parts.” This table enables you to specify parts used for the specific PM.. These parts are distinct from any related parts already associated with the asset in Related Parts.

The one difference on the PM Parts screen is the field 'Auto Issue Qty'. The number entered into this field is the amount charged when the generated PM work order is closed. If you would prefer not to auto-charge the part, enter a zero in the 'Auto Issue' field and enter the appropriate amount in the 'Recommended Qty.' field

Charging Inventory to Work Orders

You can charge inventory to work orders using the “Parts” option or the “Quick Parts” option. Both are located in the Work Order Charges table that appears below the work order form.

Entering individual parts charges on a work order

Use the drop-down list on the Work Order Charges table and select “Parts” then click the Add button.

To charge a part to a work order:

• Enter the amount of parts that will be charged in the “Qty” field.
• Click the folder icon next to the Item field to display the Parts List and select from that list. This method will fill in the “Item Description”, “Location”, “On Hand”, and Unit Cost fields on the charge form.
• Click Validate Entries to check the Item No and the Quantity against the parts file. If both values are viable, the screen will indicate the record is ready to be saved and the extended cost will be displayed.
• Click Save Entries to complete the transaction and charge the part to the work order. The parts “On hand” value will be reduced by the quantity entered. If you check the „Update Asset related parts list‟ option at the bottom of the form, this part will be added to the Related Parts section of the asset for which the order was created.

Note: You must enter a valid Item: the item number must exist in the Parts file. Also, the quantity entered must be less than or equal to your “On hand” amount for the part.

Entering a group of parts charges to a work order

Using the “Parts” charge type allows you to record one parts charge at a time. The other type of parts charge, the Quick Parts option, lets you record multiple parts charges on one screen. This function is designed to work in conjunction with the Related Parts lists that you have created with your assets and the PM Parts list on the individual PM Schedules. (Relating parts to assets is discussed on page 10)

To enter Quick Parts charges, select “Quick Parts” from the drop-down list on the Work Order Charges table and click the Add button. A screen similar to the one below will open.

Enter the quantity of items used in the “Qty” field then enter the part no in the 'Item No.' field. When you click off of this field, the system will verify your entry with the inventory table. If the part exists, the system will auto-populate the remaining fields for you. If the part does not exist, the system will flag the line item in red lettering and notify you the part doesn't exist.

In the above example, the first line contains a valid parts charge. The second item contains a valid part but does not have enough on hand. The third item contains an invalid part.

You can choose to load the Related Parts list from the asset, the PM Parts list from the PM schedule, or the parts list from both. Click the Load Parts button after you make your selection from the drop-down box. The associated parts will load on the screen with the 'Recommended Qty.' populating in the 'Qty' field. Before saving the charges, make any adjustments to quantity and cost. If a part was not used in the work performed, make the quantity zero.

Managing Suppliers

Suppliers are set up in the Contacts tab. When adding new contacts, select “Supplier” from the category drop-down list to make the record available in the Item Suppliers screen. Using the contacts table will enable you to select from the list and have the supplier ID and company name automatically populate when the supplier is chosen.

Adding Suppliers to a Part Record

The Item Suppliers table is located below the parts detail form. The basic information of Supplier ID and name will show along with any supplier and manufacturer part numbers and whether the supplier is the default. You can add a new supplier directly from this view by clicking the Add in the right corner of the Item Suppliers section. You can also edit or delete the reference by clicking the GoTo link to the left of the record.

When you add a new supplier, the system automatically pulls the item information from the current part and places it on the form for you.

Use the lookup to locate your supplier in the contact list and click the Select link. The 'Supplier ID' and 'Company' fields will be entered from the contact record automatically. Continue to enter any of the remaining supplier related information. 'Last Cost' and 'Rec'd Date' are updated every time the part is purchased from this supplier. If you set the 'Default' field to True, this supplier will be considered the part's default supplier when processing purchases. Click Save Changes to save the information.

NOTE: Supplier information is mandatory if you plan on using the system for purchasing. When you create parts records, you should also create at least one supplier relationship.

TIP: If you are unsure of a particular part's supplier but would like to purchase this part, you can create a blanket supplier record to use for the situation. Since you are allowed to change the supplier after creating a purchase order, you are not forced to keep this “dummy” supplier for the part.

Viewing Parts by Supplier

Each part can be identified with a single or multiple suppliers. The part/supplier record will hold Supplier ID, supplier name, the supplier part number, manufacturer number, manufacturer part number, rating, last cost, and last received date. (See page 13 for a detailed discussion of creating part/supplier relationships.)

The “Parts by Supplier” list, available in the Data Center section of the Navigation tab, will display a list of parts that have supplier cross reference record(s): Suppliers that have been associated with a part record using the Item Suppliers table. Each row in the list represents a supplier/part relationship. Clicking the GoTo… link will open the part in detail view.

To filter the list to view only parts for a particular supplier, enter the supplier's name in the 'Company' field and click the red Set link. The list will display the filtered items, showing only those records that match the criteria. A part can be listed twice in the list if it has multiple suppliers.

Purchase from Part Detail

There are three ways of purchasing parts in the system.

• Use the Purchase link located on the part detail form.
• Replenish via Parts Re-Order list, which is used for stock items.
• Create a new purchase order with the Create Purchase Order link found in the Navigation tab.

Purchase link

The first method of purchasing, the Purchase link on the parts detail form, will allow you to place an order for each individual part. This method will allow you to place the part in a list (Update Pending POs) for ordering in groups, or a fast way of ordering a part by entering the purchase order number immediately. When you click the Purchase link, a screen similar to the one below will display.

• The 'Qty Ordered' and 'Cost' fields are pulled from the 'Order Qty' and 'Unit Cost' fields on the part detail. You can change these values if needed.
• The 'Required Date' field is always 7 days from the present date. You may change the date if the part's required date is different.
• Supplier information is pulled from the Item Suppliers table that appears on the parts detail. If a default supplier exists, that record will appear on the form automatically. Otherwise a supplier will need to be chosen by clicking the folder lookup. A supplier must be assigned before processing.

To process this item directly into a purchase order, enter the purchase order number in the 'PO No.' field. When you click the Process button, the item will automatically be assigned that purchase order number. You can manage the PO from the “Purchase Order Center”. (See page 21.)

To process this item into a pending purchase order, leave the 'PO No.' field empty and click Process. You can manage the pending POs from “Update Pending POs”. (See page 17.)

Parts Re-Order List

The Parts Re-Order List is used to display the list of parts in the system which are due to be reordered. Parts in need of ordering are based on the following criteria: 'Stock Item' is equal to True and 'On Hand' quantity plus 'On Order' quantity is equal to or below 'Reorder Point'. The list is dynamic and will reflect any changes made to the detail of the parts shown.

Note: There must also be an amount in the 'Order Qty.' field for the part to display in the list.

Each item on the list displays the following default fields from the part record: the Item #, the Order Qty, the Unit Cost, the default supplier ID and supplier name, the Location, Commodity Code, Dept, On Hand, On Order, Order Point, date of last order, and Account #.

NOTE: If you have multiple suppliers associated with a part, you can click the lookup to the right of the Supplier ID for the part and select a different supplier for that order.

There are two numbers (separated by /) at the top left side of each part displayed on the list. These numbers indicate first the item's place in the list and second the total number of items on the list. For example, the 2/6 adjacent to the second item indicates that this is the second in a total of 6 items on the list.

At the top of the list, you have options for the following:

• Supplier ID Filter – You can enter a specific Supplier ID into this filter box; and when you click the Refresh button, the list will redisplay showing only those parts on the list that had that Supplier ID indicated on their record. By using this function, it becomes easier to process the items for that one supplier, or print a summary list of items for that supplier.
• Default Required Date – You can apply the same “date expected” to all the items currently displayed in the list by entering a date (mm/dd/yyyy) into this filter box and clicking the refresh button. This date will be printed on the Pending PO and also the Purchase Order itself.
• Default PO – Once you have applied your Supplier ID filter and are showing only the parts that you will reorder from that supplier, you can enter a PO number into the Default PO filter. When you click Refresh, that PO number will be entered on each part record currently displayed in the list. You can then proceed to the processing step.
• Sorting the List – You have the option to sort the list by Item #, Supplier ID, Location, or Department. The default sort is by Item No. To change the order of the list from the default value, select a different option from the drop-down list, and then click the Refresh link to the right of the sort drop-down. The list will redisplay as indicated.
• Printing List Summary – You are able to print a summary of the Parts Re-order list by Item #, Supplier ID, Location, or Department. The default setting is to sort by Supplier ID. When you select this option, a screen displays that instructs you to “Click to view printable PDF of list.” You can print the list directly from the screen, and then click Refresh List in the top right corner of the print screen to return to the Re-Order List view.

NOTE: Parts cannot be processed unless they have a valid Supplier ID associated with them. If the Supplier ID is blank on any record on the list, check the lookup folder to the right of the Supplier ID. If there are no suppliers associated with the part, go back to the part detail of that item (using the part link provided) and associate the required supplier. Because the list is dynamic, you will find that supplier in the list for the part when you refresh to the Re-Order list.

Processing Items on the Parts Re-Order List

Once you have displayed the list and set the filters that you want to set, each item on the list can be processed with a PO number or without a PO number. If you enter a valid PO number (or have set it through the filter) and then click the Process button below the part entry, the item will be ready to receive under the PO Receipts menu option.

If you click the Process button without entering a PO number, this indicates that the item is Pending (you are planning to order it but are waiting for a PO number). Any item processed without a PO number will be available to update on the Update Pending PO screen (see page 17). Once the Process button is clicked on an item from the Re-Order List, the item will not appear in the Re-Order list until it comes due for reordering again.

All items processed on the same day for the same supplier will be assigned the same requisition number. The requisition number is an internal number the system uses for processing items. You will be able to see the requisition number on the Pending PO screen (discussed next), but you will not need to use it for anything in the system.

Update Pending PO's

The Update Pending PO's option from the Purchase Center displays the list of all parts that were processed from the Parts Reorder list without a PO#. Here you will create the purchase orders for the parts based on the Supplier.

All parts are grouped according to the supplier name. Each part will have a requisition number (Req #) which was auto-assigned when the part was processed. This is a number used by the system; you do not need to do anything with it. The requisition will allow you to process the items by date.

At the top of the form you can filter by Supplier ID or Supplier Name to view only the line items for a particular Supplier. You can also use the date filter to see items for a particular day.

The screen allows you to work with either the PO as a whole or the individual items.

PO by individual parts or req#

To work with an item or req#, go to the icons to the left of the req# for the items or the item line.

The magnifying glass icon on the req# number line will open the requisition detail screen. On this form (shown below) you can:

• Edit the parts' 'Qty Ordered,' 'Cost' and 'Required Date'. Be sure to click the disk icon to save the changes.
• Remove an item them from the pending list with the “X” icon.
• Assign a PO no by clicking the Assign PO No. button (discussed next).
• Print an internal requisition form for that part (left icon) or print a quotation form for that part to send to the supplier (right icon).

The PO icon will allow you not only to assign a PO but also to change the supplier for that item. On this form (shown below) you can:

• Use the checkbox to include and exclude line items on the PO.
• Change the supplier by using the folder lookup and selecting a new supplier.
• Assign a PO in the “PO No.” field. Leave Auto in the field to have the system automatically assign the next available PO number or enter your own PO number.

The last two icons next to the requisition line are print icons that will print an internal requisition form for that part (left icon) or print a quotation form for that part to send to the supplier (right icon).

NOTE: Canceled purchases are recorded in the part's history. Go to the detail record of the part. Click the History link on the part screen to see the canceled purchase highlighted in red on the history list.

PO by Supplier

To work with the Supplier itself, go to the icons to the left of the Supplier ID. When you work with the icons in the Supplier header, you will be dealing with all items with pending purchases for this supplier regardless of when those pending purchases were entered.

Assign a PO by clicking the PO icon to the left of the supplier ID.

This form displays the supplier information and all the line items for that supplier. Assign a PO in the “PO No.” field (leave AUTO for automatic numbering) and click the Assign PO No. button. Click the Cancel – Take no action button to go back to the list without saving.

The printer icons on the list will either print an internal requisition form for all parts to be ordered from that Supplier regardless of date ordered (first icon) or print a quotation form for all items to send to the supplier (second icon).

When a PO number has been assigned, the purchase order will be moved to the Purchase Order Center. You can still make changes to the order by going to the Purchase Order Center and clicking the magnifying glass icon on that PO.

Creating Purchase Orders

From the Navigation tab, click the link to Create Purchase Order. This link opens a blank purchase order form. The first step is to create the PO Header.

PO Header

Purchase Order tab

• “PO No.” can be entered manually or generated automatically, if you leave [AUTO] in that field
• “PO Date” defaults to today but can be changed.
• “Location” is the location for which the items are being ordered. Used for Multi-Inventory accounts only.
• “WO No.” is for the work order for which this purchase is being made. Setting the WO No here will make this the default work order number, when you create the individual lines of the PO. If a work order number is entered for a line item, that line item will show in the Purchase table of the work order detail screen. When the items are received, the work order will show those items as a Purchase charge type and will factor into the total charges for the work order. The work order number can be changed at any time before items are received on the PO.
• “Supplier Information” is chosen from the pop-up box which takes you to the Contacts file to choose from the Suppliers in your system. Any contact information which was entered on the Contact record will pull into the corresponding fields on the PO after the Proceed icon is clicked. Supplier information can be changed at any time before items are received on the PO.
• “Ship To” will contain the address information entered on the user's account contact area (found in the My Account page).

Terms, Comments, Etc.

Enter the information you need in any of the fields on form. This information is optional and can also be customized to suit your needs. The following fields on this tab will appear on the PO form: Delivery Date, Confirming To, Ship Via, FOB, Freight, Terms, and Comments.


Invoices Table

The ability to enter invoices against this PO will only become available after items have been added to the PO and the PO has been saved. (See page 27 for a discussion of Invoices.)

Adding Line Items

Once you have entered the information on the PO header, you can begin adding line items. Click the Add button on the Detail Lines table to add a new line item.

• Enter the quantity desired; this field will be highlighted ready for entry.
• To select an item click on the lookup folder (from the Parts Listing). After selecting the item, fields like Description and Cost will automatically fill in with the information from the part record. You can make any changes to these fields if necessary.
• Click Save Entry to save the line and keep the form open, so you can add more
• Click Save and Return to save the line and close the form.

Purchase Order Center

Access the Purchase Order Center by entering the Navigation tab and clicking the Purchase Order Center link in the Purchasing Center section. When you first enter the PO Center, you will not see any purchase orders. The page will ask you to fill in the criteria for the PO‟s you wish to view. Once you enter the filter information and apply it, the PO's will display according to your criteria. You can filter by the PO#, Supplier ID, Supplier Name, or date range and the filters you enter will remain in place next time you come to this screen.

The results will appear categorized by supplier. Double click on a supplier to expand it. You will then see the different purchase orders for that supplier appear. If you double click on a purchase order, it will expand to show you the individual lines in that PO. To open a PO, select it by clicking on the PO or a line of the PO. Then, click the Magnifying Glass button. The purchase order will open up in a new browser window.

List View

The fields that are displayed in the list can be moved and replaced to let you see the information you need. To change the fields, first click the Options link in the upper right-hand corner of the screen. That will bring up the Modify Output Fields window.

The left column of this screen shows the fields that are available and the right column shows the fields that are currently being displayed on the list. Simply drag and drop the fields from left to right to add them, and from right to left to remove them. You can also rearrange the fields in the right column by dragging them up or down. When you are finished configuring the list, just click the Save button. The screen will refresh and the changes will be applied.

Custom Filters

Aside from the filters at the top of the screen, you can also create more complex filters, using the Custom Filter tool. Use the dropdown box under “Custom Filters” to select an existing custom filter or click the Add button to create a new one.

After clicking Add, you will be asked to enter a name for the filter. Enter a name that describes the filter and click the Save icon. Creating a custom filter is similar to the Classic tab in the report writer. Next, use the dropdown box at the bottom to choose the field you want to use as a filter. Select it and click the blue “+” sign to add it. Then, you can add a filter to it by clicking on the Funnel icon. That will bring up the Update Criteria screen, where you can enter the details of the filter you want to create for this field.

If, for example, we want to look for PO’s where the PO Date is 07/16/2010, we would just add a filter to the PO Date field, set the operator to “equals,” and enter 07/16/2010 for the criteria. Another option is to check the box that says “ask at runtime.” This will make a similar window appear when we apply this filter to the list, so we can specify the information at that point.

Purchase Order Functions

When you open a purchase order in the detail view, you will see the purchase order's information displayed in a screen as below.

From the detail of a purchase order, you can perform the following functions:

• Change supplier -- Before receiving any items on the PO, you can change the Supplier information. Click Edit and click use the lookup for the Supplier ID field to change the supplier.
• Edit Items -- Click GoTo on a line item and then click the Edit button. You can NOT change the item, but you can edit the quantity, unit cost, supplier part #, date expected, account#, and unit of measure.
• Void lines -- Click GoTo on a line item and then click the Delete button to remove the item from the PO. The voided transaction will be recorded in the part history.
• Add Line -- Click the Add button under Detail Lines to add items to the PO. You can add line items to a PO even when all other items have been received.
• Edit -- Clicking the Edit button for the purchase order will let you change the information in the PO. It will also allow for changing or adding a WO# to the PO. You can only change the WO# if no items have been received against the PO.
• Print -- Clicking the Print option, under Actions, will open the PO form in Adobe Acrobat for viewing and printing.
• Receive -- Click the Receive option to receive any items from the PO. (See page 23 for a complete discussion of receiving.)
• Receipts -- To view all items received to this PO, click the View Receipts option.

Receiving from the PO

The receipt screen offers you many options. Before receiving items you can change the unit cost and distribute additional costs over items. Packing slip information can be entered here as well.

To change the unit cost, simply enter the new cost in the “Unit Cost” field. When received, the cost will be the new unit cost of the item. The new cost will not be reflected on the PO form. The PO will always show the price at which the item was ordered. If you need to change the price on the PO, you must edit the line from the PO detail screen before receipt.

Receiving Items

The top portion of the Purchase Order Receiving page gives you several options to receive your purchase order.

• You can receive individual lines by entering the quantity in the “Qty. Rcvd” field.
• • Receiving the same amount as ordered will automatically close that line item regardless of the “PO Status” value.
  • Receiving a lower amount than ordered and setting “PO Status” to Open will leave the line item open for a later receipt.
  • Receiving a lower amount than ordered and setting “PO Status” to Closed will close the line item and adjust the “Qty Ordered” to the received amount.

Receipt
The lower section marked “Receipt” allows you to make final adjustments to the PO.

• Received Date – The date the PO was received. This date defaults to the current date but can be changed. This date will apply only to items that are received. This will not apply to items left open or partially received.
• Packing Slip – Use this field to enter the packing slip information before saving the receipt.
• Distributing Costs – You can distribute additional cost by “Weighted Qty” (items ordered in larger quantity bear the larger share of the cost) or by “Weighted Cost” (more expensive items receive the higher percentage of cost).
• • You must first enter the number of items received to the PO (either by typing it in or using Auto Fill).
  • Enter the additional costs in the “Addit'l $ (Freight, Tax, etc.)” field.
  • Choose the method of distribution and check to see if the item cost was adjusted and distributed as you would like.
  • To remove the distribution and select another method, simply click Reset ALL Costs. This option will revert the unit cost to its original amount.
  • Once the additional costs have been distributed and saved, they cannot be changed.

If lines are left open on the initial receipt, they will be available for additional cost distribution when they are received. Be sure that you distribute the extra cost before you save the receipt because you will not be able to distribute cost on items already received.

You can return to this screen to view the receipts, or you can click on the Receipts icon to view the Receipts form. The Receipts form (below) provides detailed information about your receipts including the individual receipts made against line items (partial receipts).

Receiving from the Navigation Tab

On the Navigation tab, there is a link in the Purchase Center called PO Receipts. Clicking this link will open the screen shown below. Active purchase orders can also be received using this menu choice.

All open purchase orders will be listed in the “PO No.” drop-down list. Select the PO to be received. The “Rec'd. Date” defaults to the current date but can be edited either here or on the individual items. Enter a packing slip to identify the shipping or tracking number, if necessary. Press the Continue button to view all line items that are open for the selected purchase order.

The “Rec'd Qty” will default to the “Qty Ordered” amount and the status of the order will default to 'Keep Open'.

Receiving the full quantity of each part

To receive the full quantity of the first part listed for the PO, change 'Keep Open' to 'Close' (below the quantity received), and click Process. This item is now received. Continue this process on all the open items listed for this

PO, processing each one separately, until completed. Now this PO will no longer be available to select for receiving from the PO Receipts menu.

Processing a partially received order

To receive a partial quantity on the line item listed, change the “Rec'd Qty.” to the correct amount for this transaction. Select Keep Open to allow another receipt against the PO line item at a later date. Click Process. When the remainder of the order arrives, the PO number will be available from the PO Receipts screen and the rest of the order can be closed out at that time.

Cancelling a Purchase Order

To cancel a purchase order, enter a received quantity of '0' (zero), change 'Keep Open' to 'Close' and click Process. After processing your PO and receiving (or partially receiving or canceling) all the items on the purchase, you have two options in the upper right corner of the screen. Selecting New PO Receipt will take you to the screen to select another PO for receiving. Selecting Return to Main Menu will take you back to the main menu.

Difference between receiving methods

There are two major differences between receiving via the PO and receiving via the main menu:

1. The ability to distribute the additional cost associated with a PO.
2. The ability to process multiple items at once with Auto Fill instead of individually via Process.

The method you choose depends upon your preference. Both methods will enter the items into your Parts File for use at a later time.

Invoices

Invoices are entered against individual purchase orders. To enter any invoices received against a PO, open the purchase order and click on the “Invoice” tab. Click on the link Add to open the invoices form.

Enter the information you need for your invoice and save the changes.

Once invoices have been entered, the information for the invoice will show on the Invoices tab as shown

Inventory Reporting Tools

There are many reports which can be created to display parts information. In the Query Builder, eMaint has supplied a number of reports for this purpose. Look at the report types PARTS, PURCHASING, and even CHARGES for common reports which you can use.

One inventory report, called “Inventory Valuation Report” is located in the Report Center. When you select this option, it provides a complete detailed report of the total value of the inventory on hand.

For more information about reporting, considering taking the Basic Reporting and Advanced Reporting training sessions.

Multi-Inventory Locations

The Multi-Inventory Locations module is a special configuration that eMaint can activate in an X3 account, if desired. This allows parts to be stored in, and charged out from, different locations that you would create. Within each individual part, On Hand and On Order values are tracked separately for each location. For example, a single part could have a quantity of 1 on hand in the MAIN location, as well as a quantity of 5 on hand in the SECONDARY location. When making a parts charge, you would select the location from which you want the quantity to be taken. This is ideal for companies that have many different plants or departments.

Setup:
Once this module is activated in your account, you will find a new area in the “Inventory Control Settings” page, which is located under “My Account.” This is where the different locations are defined. Once a location is created here, you’ll be able to receive parts into it and charge parts out of it.

You can see the existing locations and even edit them.

NOTE: The MAIN location cannot be deleted, though you can change its description.

To create a new location, just enter an ID in the “Location” field and a name in the “Description” field. Then, click “Add.”


Additional Fields:
Ship To: This will be the default Ship To address for purchase orders made for this location.
Email To (Re-Order List): If an email address is entered here, the portion of the parts re-order list that is intended for that location can be automatically sent to the email address entered.

NOTE: Multiple email addresses can be entered here. Separate them with a comma and no space in between.

Inventory Locations Related Table
Once Multi-Inventory Locations is activated, you’ll have a new related table available on the parts screen. If the table is not show on the detail view of the parts screen, it can be added by clicking “Manage Related Tables” under the Options menu.

This screen shows the on hand quantities, for this part, in the various different locations.

Once you have multiple locations defined, you’ll need to select the location, when performing any action that affects the On Hand value of a part.


WO Charges:
Since you have inventory in separate locations, they are tracked separately. When creating a parts charge you’ll have a field that lets you specify the location from which the parts should be taken.

After selecting the location and completing the parts charge, the part’s On Hand value for that specific location will be updated.


Adjustments:
When making an adjustment to the On Hand value for a part, you will have to select the location.

Transfer:
You can use the Adjustments menu to transfer parts from one location to another. To do this, go to the adjustments screen and select “Transfer (Location)” as the Adjustment Type. This will cause the screen to change slightly. You will have a place to select the location from which you’re taking the parts, as well as the location to which they should be moved. Enter the quantity that will be transferred and click Save. This will move the parts. Two transaction records marked “XFERLOC” will be automatically created in your history.

Purchase Orders:
When creating a purchase order, there is a field called Location. This will allow you to select the location for which you are ordering parts.

When you receive the parts, they will automatically update the On Hand quantities in that location.