Steps in the screenshots correspond to the numbers in the headings.
The Stock Record contains a lot of valuable information that you'll use as a Supply Chain Specialist. It is one of the first places you can go to troubleshoot problems and gain information about the parts at your site.
1. From the main menu, go to Inventory > Stock.
2. If you know the Part number, you can enter it in the search text box and click the green magnifying glass.
You may want to enter your 4-digit site number and Location and customize a search so that you're seeing only your site's results each time. Simply enter the information (except the Part number) in the expanded chevron fields and click on the drop-down arrow next to the green magnifying glass. Choose Save As and enter a title. DO NOT MAKE PUBLIC.
3. The left column of the Stock Record gives you the following information:
3.1. ATS Part Number (Part ID)
3.2. Part Description
3.3. Your Site's Place ID (St#) and Site Name
3.4. Location (who owns the stock)
3.5. Target Min/Max
Min/Max defaults to zero on new stock records. The SCS can increase it with management approval by filling out a Stock Authorization Form, but remember, a Stock Escalation will kick off. All Stock Escalations must be approved by the Supply Chain Support Team. The requisition will not kick off until the escalation has been approved. A description of the process to increase Min/Max can be found here.
3.6. If there is a Preferred Supplier for this part, you will see it here.
If a Preferred Supplier is entered on the stock record for the site, the Requisition will generate using that information. By default, all new parts will be created with this field blank. Only people with the Sourcing, Supply Chain Support Role, Admin, IT Ops Support and IT App Support can enter a Preferred Supplier ID.
3.7. If this is a reparable part, IPS will be entered as the preferred repair supplier.
4. In the center column, you will find information about:
4.1. Cycle Count Period -- Most sites are set to 365, meaning you will count your stock once a year other than the Physical Inventory (if required by the Contract).
4.2. Last Counted Date -- the last date this part was counted in either a Cycle Count or Physical. The system uses these two fields (4.1 & 4.2) to determine what is due for a Cycle Count.
4.3. Spot Check Date allows you to enter a date outside the Cycle Count process. Any date entered here will NOT affect the normal Stock Count rotation.
4.4. Min Order Quantity defaults to 1. If you had to buy the part in boxes of 24 or rolls of 100 feet, you would enter that number as the Min Order Quantity.
4.5. Min Replen Quantity can stay at 1. We are not using this field yet.
4.6. You can enter an Average Lead Time (in days) if you know this part requires a long lead time.
4.7. This particular screenshot has an Approval Status of Pending, but you will see many other statuses as well. No matter which status is displayed, be sure you check to see if the Refill box is checked (Item 5.6 in the next screenshot).
4.8. The Customer Account field is used for Site Specific information about the part.
4.9. The Site Reference Field is another option where your site can enter information specific to this part at your site only.
4.10. Criticality Status has been added. By default, all new stock records will come in with this category as blank. Other options include Critical, Critical/Sets, Obsolete or Reviewed, Reviewed/Sets, ABM/GM Approval, and OP Supply.
4.10.1. Critical Part: Must be on the BOM of a critical 1 or 2 piece of equipment and failure will cause an EHS (Safety) incident or serious loss to production.
4.10.2. Critical/Sets: Same definition as a Critical Part, but the part is consumed in quantities greater than 1.
4.10.3. Obsolete Part : Cannot be associated to any active equipment at your site.
4.10.4. OP Supply: Operations Supplies is the formula used for Maintenance Parts.
4.10.5. Reviewed Part: Must be on a BOM for an active piece of equipment at your site.
4.10.6. Reviewed/Sets: Same definition as a Reviewed Part, but part is consumed in quantities greater than 1.
4.10.7. ABM/GM Approval: Leadership has overridden the normal formula for min/max level stocking at the site.
An Event will be logged every time the Criticality is changed. Simply click on the Events tab to see the changes.
Changes in criticality is just one of the things that are tracked on the Events tab. Get in the habit of checking that tab -- it has a lot of valuable information!
4.11. Seasonality has been added to the stock record. Options for this field are blank, Seasonal, Counter-Seasonal, and Non-Seasonal.
By default, this will be blank.
5. The right column shows:
5.1. The last date the part was issued (either through a Task or Misc Adj) and the quantity issued.
5.2. The last date the part was received (either through a PO or Misc Adj) and the quantity received.
5.3. The last time anything happened with this part, including part need allocations.
5.4. If the part is blocked, it cannot be re-ordered.
5.5. "Ours" will only be checked if the part is in the ATS location.
5.6. The Refill box must be checked in order to get a requisition.
If you have increased the Min/Max, the Refill box becomes unchecked until the Escalation is approved by the Supply Chain Support Team.
5.7. Replenish must be unchecked in order for requisitions to be created.
6. The lower workspace has four tabs. The default is the Quantities tab, which shows not only your quantity on hand, but also has hyperlinks for any part that is Allocated, Not Allocated, Back Ordered, On Order, or On Demand.
7. Hyperlink into the Allocated number to see the Work Order information. The breadcrumb will read Stock > Part Need.
In this example, there are two Work Orders that are making up the Quantity of 2 that make up the Allocation. This is the Work Order information for the first, and you can see in the search results there is a second for a quantity of 1 also.
8. Breadcrumb back to Stock, then hyperlink into the On Order to see the PO info. The breadcrumb will read Stock > On Order.
PO information is listed under the Purchase Order tab. Internal orders will give you the Work Order info.
9. Breadcrumb back to the Stock screen. Bin information is listed under the Bins & Serials tab.
- In this example, there is a quantity of 7 in the WORKORDER BIN; 2 have been Allocated.
- The other bin that you will almost always see is "Location". Location is similar to "Needs Bin" in SAP.
- The system will not allow you to receive into "Location".
At this time, we are not using the Serial Information.
10. The next tab is Escalations. If there is a number in parentheses, it means that there have been Escalations. Usually these Escalations are because the Min/Max has been increased.
If the Refill flag is not checked, there is almost always a pending escalation. Click on the Escalations tab, click F5 to refresh your screen and see if there is an escalation present. The Supply Chain Support Team owns all Stock Escalations going forward. Please reach out to them if you are waiting on a requisition due to an escalation not being approved.
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