This process describes the steps for creating a request for a New Service through a Work Order.
This process can be done through the Work Module or it can be done by your Supply Chain Specialist (SCS) with a manual requisition through the CLIENT if it is during regular office hours.
Please check with your SCS to see which way is preferable.
These directions are how a Technician would put in a Services request through the Work Module.
1. While at the Task level, click on the Parts icon.
2. Click the blue + icon in the top right corner.
3. Click the blue + icon again and select "Add Service".
A pop-up box appears. This is where users will populate the information.
4. Enter the information:
4.1. Enter the Supplier information (leaving this blank is acceptable).
Supplier Names will automatically start a drop-down list to choose from as the user types.
If you are leaving the Supplier field blank, please put information in the Notes field.
4.2. Select the Priority (default is 3 - Normal).
4.3. Enter the Quoted Cost (leaving this blank is acceptable).
4.4. Select the Need by Date (this choice will vary depending on the selected Priority).
The default need by date will always be 7 days out. This will be the closest date option if the task priority selection is 3 - Normal, 4 - Low or 5 - Backlog.
If the task selection is 1 - Emergency or 2 - Urgent, the user will have the option to change the Need By Date to the current day or a day in the current week.
Below are examples of each priority and what it will look like:
If the priority chosen is 3 - Normal, 4 - Low or 5 - Backlog, the default Need By Date will be 7 days into the future. This date can be kept or a date farther into the future can be chosen.
If the Need by Date is changed from the default to another date, the user must select SET from that date to be entered.
If priority 1 - Emergency or 2 - Urgent are chosen, the default, the Need by Date will also be 7 days from the current date. The difference is, with choosing one of these two priorities, the user has the ability to change the Need by Date to the current date or a date during the current week.
If the Need by Date is changed from the default to another date, the user must hit the SET button for that date to be saved.
This can be adjusted up or down. Priorities of 1, 2 or After Hours Emergency Request will be flagged as HOT Requisitions for the Buyer.
4.5. Select the Location (ATS or Customer). If you are unsure, please contact your Supply Chain Specialist.
4.6. Enter a description of the Service being requested (this is required).
4.7. Enter any Notes (optional). Enter the reason for the Service, key details, quotes, or any other information.
4.8. Click the toggle if this is an After Hours Emergency Request.
If the After Hours Emergency request toggle is switched, the Priority will automatically go to 1 - Emergency and can not be changed unless the toggle is switched back off. The Need by Date will now work the same as shown above with 1 - Emergency or 2 - Urgent where the user can pick a date from the current week.
If this is an After Hours Emergency Request, it is the Site's responsibility to ensure that any supplier they are bringing in has Liability insurance. Please contact your after-hours on-call Buyer to obtain this information. Your site manager can provide you with this number if needed.
4.9. Click SAVE.
5. The New Service request is now visible as a Part Need.
6. If you need to edit the Part Need at this point, the only thing you can change is the Need by Date by selecting EDIT and then clicking on "Edit Need By Date". Users can also Cancel Part Need by selecting Cancel and confirming Yes.
This, of course, will be constrained by the original priority set.
The top choice, View Bin Information, is not applicable in this case.
7. The system will put the task on HOLD/Waiting on Materials until the Requisition is created.
It is VERY IMPORTANT that you notify your SCS that a Service request has been entered. If you do not, the requisition will not be generated, as the system is waiting on him/her to perform a step to kick off the requisition.
8. EFP will kick off an escalation to your Supply Chain Specialist, which they approve.
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