It can be difficult to understand the inter-workings of how a part gets ordered if it is not in stock, so this document will lay out the basic framework. Remember that there are multiple variations that come into play: New Part Process, Min Max Adjustments, Locations, and Allocations, just to name a few. This is a simplistic view, but hopefully it will give you an understanding of the flow.
1. The process begins when the Technician requests a part on a Task.
2. In this case, we do not have the part in stock in this location, so a Part Need is generated and a requisition will be created.
3. The part is not in stock, so you will not be able to consume it until after the PO has been placed and the part has been received.
4. The task status automatically goes to HOLD with a Task Status Reason of Waiting on Material. This status can be seen in both the task summary panel and in the grid.
5. To understand the process fully, you should look at the stock record in the CLIENT. From the main menu, go to Inventory > Stock.
6. Expand the red chevron in the Search. Enter your part number, site, location and a checkmark in the Usable field. Click the green magnifying glass. The stock record will load.
7. After the Part Need is added to the Task, the Stock Record is updated to show quantity in Back Ordered and On Demand fields.
8. These are both hyperlinks. Both take you to a screen that looks like this:
At this point, there is no requisition if Refill to Targets hasn't run yet OR the requisition has been created and it is not yet released.
- Refill to Targets is the job that creates requisitions.
- It runs twice an hour - at 15 minutes past the hour for the ATS location, and at 45 minutes past the hour for the Customer location.
- It can also be run manually if necessary.
9. The easiest way for the SCS to find the requisition is by going to the Req screen. From the main menu, go to Inventory > Purchasing > Purchase Order.
10. Click on the red chevron in the search field.
11. Click on the Part tab.
12. Enter the part number in the Part ID field.
13. Click the green magnifying glass to search.
14. Find the Proposed Req and click on that tile to load.
15. The Requisition will have Work Order in the PO Category of Work Order.
16. By expanding the red chevron next to the Part Need line, you can see the work order and task ID associated with this part request.
17. The SCS confirms the info and releases the Req to the buyer.
18. The Events Tab will show you everything that has happened to this point.
19. The buyer processes and Posts the PO. At this point, the Promised By Date is populated in the Portal - so we can communicate to the customer when the supplier has committed to having the part at the site.
Additionally, if you look at the Stock Record, you would see there is now quantity in the On Order Field. Again, this is a hyperlink, and clicking on it will take you to the Purchase Order information.
20. The SCS can now see the PO ID number on the Req.
21. The EVENTS Tab will also capture all the important information, including the successful integration to SAP.
Get in the habit of always checking the Events tab!
22. When the part arrives at the site, the SCS receives the part in the system. From the main menu, go to Inventory > Logistics > Receiving.
23. Click NEW in the header or the blue hyperlink in the middle of the page.
24. Enter the PO number in the PO ID field and click SAVE. The record loads.
25. The Work Order and Task ID are listed on the top line in the Lines tab.
26. Enter WORKORDER in the Bin ID.
27. The SCS confirms the Quantity received, Saves then Posts (at top of header).
28. SCS checks the Event Log again to ensure a successful integration with SAP.
29. You will also be able to see any Parts receipts on the Receipts Tab. The Hyperlink will take you directly into the actual receipt.
GNS Receipts will not show on the Receipts tab, only Parts receipts.
30. Once the receipt is posted, the Task Status automatically is taken off HOLD/WMAT and changed to whatever status it was in before it went to Hold/WMAT.
31. The item is able to be consumed on the Task in the Portal.
32. Once consumed, the information moves from Part Needs to Part Used.
Events under the task screen in the CLIENT will show the changes to Task Status and Task Status Reasons.
If you want to view everything that has happened with this part, you can view the history on the Part Transaction Screen. From the main menu in the Client, click on Inventory > Part Transactions.
Expand the red chevron in the search field.
Enter the Part ID.
Enter your Ship To number in the Place ID.
Enter your Location.
Click the green magnifying glass.
The records load. In this case, you would see a transaction for a PO receipt and one for a Work Order issue.
By Default, the Part Transaction screen always shows the oldest transaction on top.
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