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Entering individual parts charges on a work order



Parts can be issued to work orders from the Work Order Center.ı Locate the work order to be charged and open its detail view. The bottom of the form has a pull-down list for charge types. Select 'Parts' and click the 'Add Charges' button. The screen below will open.

You must enter a valid Item: the item number must exist in the Parts file. The quantity entered must be less than or equal to your on-hand amount for the part.

• 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 (which can not be edited) on the Charge Parts form.
• Click 'Validate Entries' to check the Item No and the Quantity against the parts file.
• If both values are correct, 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 on-hand quantity of the part will be reduced by the quantity entered.

Entering a group of parts charges to a work order

Selecting the Parts charge type to add charges to a work order allows you to record one parts charge at a time. Another type of parts charge, the Quick Parts charge, 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 asset records or with the individual PM Schedules on assets. (Relating parts to assets discussed on page 11.)

To enter Quick Parts charges, select 'Quick Parts' from the Charges menu at the bottom of the work order to which you are applying the charges. A screen similar to the one below will open.

You can choose to load only the related parts from the asset, only the PM Parts from the PM schedule, or all parts from both. Click the 'Load Parts' button after you make your selection from the drop-down box. The associated parts you selected will load on the screen.

The recommended quantity you selected when relating the parts will show in the Qty field. If you used more than the amount listed, change the quantity to the correct amount. If a part was not used in the work performed, make the quantity zero.

If you make changes to the quantity or item number, it is wise to click 'Validate Entries' to make the system see if the changes are valid (existing part&sufficient on hand).

After confirming the quantity used, click the 'Save Entries' button. The screen will display a message that the records were saved. Valid entries will have green checks to the left of the record; invalid ones will have red circles next to them. You can then click the 'Return to Work Order' link in the upper right corner of the screen to return to the work order screen.