Steps in the screenshots correspond to the numbers in the headings.
Replacement Parts are used by the Purchasing Team when an existing part is no longer available from the vendor or supplier. With the new Part Need Search, we are only considering Replacements parts when the original part is no longer available. In this situation, the Purchasing team will enter the Part ID of the new part on the Replacement tab of the Existing Part Record, and enter a date when the original part will no longer be available. This will be marked as a permanent replacement.
Everyone who has access to the Part Screen can see the new Replacement Part number noted on the Part Record in the CLIENT. Don't forget, replacement parts are chosen because they are virtually the same in Form, Fit and Function. They are set at the enterprise-level (meaning it applies to all of ATS) and can only be set by members of the Purchasing Team or those with an Admin role..
- In our example, Part A is 100074034 will no longer be available to be ordered after 1/1/2021.
- Part B, 100049613, should be ordered in it's place.
Keep in mind, if you have stock on hand for Part A (100074034), it should be used before moving on to the replacement part.
If you search for a part, and it has a replacement, you this will show up differently on the Part Screen in the Portal.
- In the screenshot below, you can see that we have searched for "photo sensor ir led."
- You can see that the first part number is the replacement part number, and the second is the part from the screenshot above.
- The "eye" icon indicates that this part has a replacement.
Let's talk about how replacement parts work in reality.
Once a Replacement Part has been added to the part record, the Purchasing Team must go into the stock record for original part at each site and take the min/max to zero.
As a best practice, the Purchasing team can either remove the refill flag or check the blocked flag on the stock record to make sure that no requisitions will generate for the original part.
As the Tech adds the original part in the portal, the quantity will be consumed until there is no more to be had.
Once the quantity has gone past the quantity on hand, the replacement part will come into play.
If you have stock on hand for the replacement part, that will be available to be consumed next.
All back-orders will go to the replacement part number. A confirmation message will tell you that is happening.
If the original part quantity is getting consumed entirely and the Replacement is getting back-ordered, you will get a message to that effect.
Let's walk through what that would look like:
1. Click on Parts in the Top Menu.
2. Enter Photo Sensor IR LED in the search bar.
3. Click the Magnifying glass to populate the search.
4. The part we wanted was the Allen Bradley model. Note it has an eye icon next to the part number which means it has a Replacement part.
5. Click on that line to move you to the next screen.
6. We need four for this job, but you can see we only have 2 Available from the original part number.
7. Enter a quantity of 4 and click the Add to Task button.
Please note what is listed in the second panel - it is actually the replacement part for the item that we wanted.
8. Select the Task from the list and click Add.
9. When you are taken to the Selected Part Screen, notice that you see not only the stock on hand for the original part (ending in 4034), but also the replacement part (ending in 9613.)
The Stock for the original part should be exhausted before going to the Replacement Part. This is why the system has split the request into two lines of two parts each, instead of taking all the parts from the replacement part -- even though there is more than enough stock to take all of the quantity from there.
10. Click Create Need to add the part(s) to the task.
Just for illustration purposes, you can see that if we were requesting a quantity greater than what we have in stock, the backorder would be created from the Replacement Part.
This is because the original part number has been properly set up so that it is blocked to not generate future requisitions.
- You have the ability to change the back order line to pull from a different location by clicking on the drop-down.
Repairable Parts
These will be parts that are repairable and have a Repair Supplier list in the Client. These parts will be listed in the same way as above but will be labeled with a little R icon to show its repairable.
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