The Parts sub-screen:
| • | Identifies parts to be used in service (tech to take onsite) or parts that have been used in service. |
| • | Identifies serial numbers of parts |
| • | Maintains inventory |
| • | Identifies discount to be applied from client/unit contract or via manual entry |
| • | Request parts if not in stock |
| • | Identifies order status of parts requested |
The Parts sub-screen will display two areas if applicable, the Parts subgrid and the Part Requests subgrid. The Parts Requests subgrid does not show until at least one part is requested to be ordered.
Parts subgrid
Part
Select the part from this column.
How parts display in the selection is dependant on the Global setting selected within the Administration pane – whether part number + part name + part manufacturer or part name + part number etc.
See also:
Warehouse
This is a drop down selection column where you can select from which warehouse the part is from.
When you first select the part, the warehouse will default to whatever warehouse is selected as the default in your AyaNova User account.
This is useful if as a schedulable user you tend to use stock that is accounted for in your own trade truck rather than stock that is within the office. One less column selection, but still allowing you to maintain inventory correctly.
Warehouses can be actual buildings where stock is kept, or it can be each scheduled users “stash” of parts on hand so that inventory out of the store is tracked. Up to you how you use.
This is useful to maintain accurate stock counts if you have multiple locations where stock is located
See also:
Quantity
Enter here the quantity of the selected part.
If inventory is set to True in Global Settings:
If a part is serialized, a quantity of 1 can only be entered as only one serial number can be selected per part.
If there is less number of parts in stock for the selected warehouse than the number that is entered here, a pop-up will appear asking if you wish to request parts to be ordered via purchase order.
In the screenshot above, 5 were entered as the needed quantity, but there are 0 in stock of the part. If you select “YES”, a part request for 5 of this part will be created for you. Refer to further in this section regarding part requests.
If you select “No”, the quantity for this selected part will revert back to 0
See also:
Serial Number
If the part has been indicated within the Part entry screen is serialized and serial numbers have been provided for this part in inventory, you can select the serial number from the drop down list here – if the part is in stock of course.
Otherwise if the part is not serialized, this field will not be selectable.
You can not type in a serial number here, only select what is already entered into inventory. This is to maintain standards with inventory.
If you do not use inventory, you can manually enter serial numbers etc into the Description column if needed.
Do note that if you had entered quantity of parts into inventory and than afterwards set the part to track serial numbers, when you select the part in a workorder it may only show a bunch of zeros for serial number selection because right now there is no serial numbers for those parts in inventory. You should perform the following:
1. Remove the “Track Serial Numbers” from the part entry screen (if you don’t uncheck this, when you perform the removal via the adjustment, there will be
2. Enter in an Inventory Adjustment removing the parts from inventory
3. Checkmark the parts attribute “Track Serial Numbers”
4. Enter in an Inventory Adjustment adding the parts into inventory, and enter in the serial numbers at that time.
UPC
If you have entered UPC codes within the Part entry screen for the part, you can place your mouse cursor in the field and use your keyboard scanner to scan in the UPC which will automatically bring up the part associated with it.
Discount
If the client or the head office of this client has a contract, any entered discount within that contract will automatically display here.
You can also manually enter in a discount to apply specifically for this part selection.
See also:
Price
When the part is selected, the part’s Retail Price is obtained from that part’s entry screen.
You can edit the part retail price as needed.
Do note that if a discount amount is entered in the Discount column it is applied against this price. This is not the price with the discount already applied.
Description
This is where you can enter additional information about the part.
By default if the part is serialized, the serial number will also appear here, but is editable.
If you do not use inventory, a suggestion is to use this to enter in the serial number of the part sold.
Used in Service
This is a check-mark selection column where you can select whether the quantity of this part has been used in service.
Once a part is set to “Used” and the service workorder saved, it is taken out of inventory. Your can not uncheck this to “put it back” into inventory. If a part was mistakenly set as “Used” when it was not, delete the entire row for this part (select the row, and than your Delete key on your keyboard) and save the workorder to put the part back into inventory.
If this is not check-marked, the quantity of the part is not affecting inventory. This is useful if you want to advise your schedulable user what quantity of what parts to take with them when they go onsite to perform service. Once service is completed, and the parts actually used, than check-marked this field.
Part Requests subgrid
Part requests are created when a quantity of a part is not in stock, and you accept to request that quantity.
You can not manually enter in Part Requests, nor can you manually edit the part request after it has been made.
For example, let’s say that there is presently a quantity of 4 of the part CL2456 in the warehouse Store Stock. If we select the part CL2456 in the Parts area, and enter in a quantity of 6, it will display a message asking if you want a quantity of 2 placed in the Part Requests to be ordered
If you select YES, it will enter a quantity of 4 in the Parts area, and place a quantity of 2 in the Part Request area (total = 6)
You can delete an entire part request if no longer needed. If the part has been ordered and you no longer need it, the receiver will be able to see that the part was originally requested via this workorder even if the part request was deleted.
Part Requests require the following:
| • | Use Inventory set to True via Global Settings |
| • | The part quantity selected is not in stock |
Part
This is the part that has been requested. The part format name displays as set within Global Settings.
Quantity
This is quantity of the part that has been requested, or if part is ordered, the quantity that is ordered.
Warehouse
This is the warehouse that the part has been requested for. If only one warehouse, it will default to that.
On Order
A checkmark indicates that the part has been ordered via a purchase order.
Ordered Date
This displays the date the PO was set to Ordered status.
Expected
This displays the date entered within the PO for the ETA of receiving for the benefit of the user viewing this service workorder.
Received
A checkmark indicates that the part has been received.
Parts are set to a checkmark indicating they are ordered only when a purchase order has been placed based on this particular Parts Request.
Once a part that was showing in the Part Requests has been ordered and is received, if the scheduled user has subscriptions enabled for notification, they will be notified that the part is now in stock so that the service workorder can be continued. As the part is now in inventory, the user can now select the quantity of the part within the Parts subgrid.
The Part Requests will continue to display for historical information even when the part has been received into inventory.
See also: