Essential Resources: To complete this training you must have access to eFactoryPro.
This training course will take you through the process of requesting a new (non-existing) part in the Work Module.
If you are searching in the system for a part and don't see the results you are looking for, that part number may not exist in the ATS database. A NEW PART may need to be created in the Work Module if it does not exist in the system.
ALWAYS CONDUCT A THOROUGH SEARCH USING ENTERPRISE PARTS AND OUT OF STOCK BEFORE CHOOSING THE NEW PART OPTION. The more time you spend searching to see if that the part does NOT already exist will actually SAVE time in the long run. Be sure to use all of the options available to you: Commodity Group, Manufacturer, MFG Part#, etc.
- You can begin from a Task or from the Parts container, but either way the NEW PART request must be tied to a task.
- In our example we are going to begin with a task.
- Follow the steps below to create a NEW PART request - after we have searched and did NOT find that part in the system.
1. From the Task menu, find the desired task.
2. Select the Parts icon.
3. Select +PART NEED.
4. The Add Part Need for Task dialog box will appear.
The default will show a list of parts that are contained in the BOM of the piece of equipment attached to the selected task. This will also include parts that are out of stock. In the upper right corner, enter a description of the part you're trying to find and click the magnifying glass.
In our example we are looking for a Filter element by Numatics. You can see we have started to type that in the Manufacturing filter. We have also added the Commodity Group for Filters.
- In the above screenshot you are still looking only at the items which have a Stock Record at your site.
- Before putting in a NEW PART request, you should always switch the toggle over to Enterprise to make sure you are searching through the entire database.
- You have a much better chance of finding the part number with the Enterprise toggle switched on.
Related Article: As a Technician, how do I add a part to a Task?
5. If you CANNOT find your specific part using any of the search criteria available, choose the New Part button in the bottom right of the screen.
6. A pop-up box is generated for you to fill in the required information.
6.1. Enter the Manufacturer.
This is an auto-populated field: Once you begin to type, suggestions will fill in.
6.2. Enter the Mfg Part Number.
6.3. Select a Commodity Group if known.
6.4. Enter the Part Description.
Please include as much information as possible.
6.5 Quantity will default to 1.
6.6. Select priority. Default will be 3 - Normal, or whatever is the priority of the WO/Task.
If the Work Order was created with a priority of 1-Emergency, the default for a New Part request will be 1-Emergency, but can still be changed to 2, 3, 4 or 5.
6.7. Enter Need By Date.
Need By date will ALWAYS default to one week out. If the priority selected is 1 or 2 the default will STILL be a week out so the user will have to MANUALLY move it up if they want it to be something earlier.
6.8. Select the appropriate Location.
- The default will be whatever your default receiving location is for your site record.
- ATS is Non-Billable.
- Customer is Billable.
6.9. Enter any Notes.
In the Notes, please put as much information as possible for the Buyer to place the order. You can list the manufacturer’s website, the part type, material group, etc. Be as specific as possible.
6.10. If this is an After Hours Emergency Request and you need a PO number immediately to give to the Supplier, you would click the Emergency Purchase Order toggle.
- If the Part Need was an After Hours Emergency Request, the After Hours PO number will show on the confirmation page and populate in the Notes for your reference.
- Please use this option sparingly as the Buyer will NOT get an escalation to approve.
- Anything with a Priority of 1, 2 or After Hours Emergency Request will be flagged as a HOT REQ for the buyer.
6.11. Click Save.
7. The confirmation page will show NEW PART as the ATS Part ID.
From here users can Return to the Task (shown below), add another Part Need, or select the red X in the corner that will also take them back to the Parts screen.
8. "NEW PART" will populate in the Part Needs panel.
9. The Task automatically go to a status of HOLD and gets a sub-status of Waiting on Materials.
This can be seen in the upper grid, as well as the Task Summary Panel.
After these steps are followed in the system:
- An Escalation goes to Data Integrity/Purchasing Group to confirm that this part doesn't exist in the system to ensure we don’t have duplicates. If it doesn't exist, they create a part number. If it does exist, they copy the existing ATS part number.
- The Buyer goes into the system and replaces NEW PART with the actual ATS part number on the Task.
- You can see how important it is to spend a little bit of time searching for the part under the Enterprise toggle before placing a NEW PART request. If you find the part number originally, you shorten the time frame for the requisition by hours, if not days. This is the most efficient way of requesting a part.
10. The screenshot below shows what the Task looks like once NEW PART has been through the Data Integrity Escalation process and replaced by an actual ATS part number.
Now that we have an ATS Part number, the process is just like any other requisition process. Assuming that the part is not in stock at your site, a Req will be generated by the system next time refill to targets runs. The SCS will release the Req to the buyer.
11. Once the buyer posts the PO, the Promised By Date is populated in the portal.
This is the date the vendor has committed to having the part at the site.
The sub-status remains as WMAT and the part cannot be consumed until it is received at the site by the SCS.
12. As soon as the part is received, the Waiting on Materials sub-status is removed.
The status is updated to either In Planning, In Progress or Ready for Execution (depending on where the Task is in the Planning process).
13. The part can now be consumed.
