AvSight Purchasing & Repair—Issuing Parts for RO Consumption
At times, it may be cost effective or otherwise beneficial to supply the parts needed when having a major component repaired.
This article will walk through the process of issuing the parts needed for a repair. Since this article will deal with processes described in earlier articles in the AvSight Knowledge Base, it is highly recommended that you review the articles listed in the Related Topics section below.Prerequisites:
Working with Repair Orders
Considerations before enabling RO Issues
- Because issuing parts for a RO primarily consists of transferring a part from inventory to be used as part of a repair, the part will cease to exist from an inventory and an accounting perspective once it has been consumed. Make sure that there is a method in place to track, report and account for parts used in this process that satisfies the needs of your organization.
- For reasons stated above, it is NOT recommended to use parts from a consignment as part of a repair. The part issued will no longer be a part of the consignment and make tracking and accounting difficult.
- Using LOT or SPEC owner codes is the recommended method. However, issuing parts from a LOT will require a method to manually transfer the acquisition cost of the issued parts from one LOT to another or to a SPEC owner code.
- As a reminder, the process of enabling RO Issues is simple and straightforward, but you will be working in an area that controls the functionality of SalesForce and AvSight. Inadvertently editing areas other than the ones described in this article can have a detrimental impact.
Enabling RO Parts Issue in Settings
Before parts can be issued for a RO, the function must be enabled. This is accomplished in SalesForce Settings.
Start by clicking the Gear icon in the upper right hand side of the screen to open the Settings page. From the left menu, select Custom Code, then Custom Metadata Types. On the Custom Metadata Types page, select AvSight RO Issue Settings.
On the Issue Settings page, click Company Settings to open the list of RO Issue Settings.
Clicking Edit will activate the checkboxes for each option and allow them to be enabled or disabled as needed. Click Save when finished to complete the process. The most commonly used options are:
As noted previously it is not recommended to allow parts to be issued from a consignment.
The RO Issue Process
Parts are issued on a line by line basis. This allows multiple major components to be tracked on a single RO while issuing specific parts for each component. Once a line item has been added to a RO, the Issue Parts button will be available.
Click Issue Parts to open the Issue Parts dialog box.
Search for the part to be issued. If multiple inventories exist for the part, a list of inventories will be displayed. Otherwise the inventory will be prefilled. Add the quantity to be issued for this line item and select Reserve Part. The part will now appear in the Reserved Part List. Repeat the process for any other parts to be issued for the line item. Reserving the part flags the item as reserved, preventing it from being used or sold elsewhere. This process should be repeated for each major component on a RO Line. The parts will be associated with each line item. This is especially beneficial with serialized parts—enabling them to be appropriately matched and tracked. NOTE: Parts do not have to be issued at the time the RO is created, but may be added later. For instance, a major component may have been sent for repair and once the estimated costs were received, it may be advantageous to supply the parts needed from inventory rather than letting the supplier provide them. Simply open the RO, select the line and then click Issue Parts.
Shipping the parts
The first step in shipping the parts is to generate a Release. A release can be generated for the entire RO or for each line item or component separately. When ready to ship, click Generate Release from the Quick Actions Menu of the RO.
Each line item and component will be listed separately on the release screen. Check the items to be released for shipment and click Release to authorize the shipping team to begin the process of shipping.
The shipping process follows the same steps normally required when shipping items, with a few notable differences. Whether shipped separately or together, parts issued for the repair are flagged to be used with the corresponding main component/RO line item:
Receiving the Repaired Component
Once the repair has been completed, the major component and any unused parts must be received. To begin, switch to the Operations Module and select the Receiving tab. Enter the RO number in the search field to open the receiving screen for the RO. Since this RO involved issued parts, a warning will pop up advising that there are parts issued for this RO. Acknowledge the warning and proceed to the receiving screen.
Note that since there are issued parts involved, a new icon now appears next to any line with issued parts. Up until this point, the parts have merely been allocated from inventory, but not removed. Click the Issued Parts icon to open the Issue/Restock dialog box.
Restocking (if needed)
For various reasons, not all of the parts that were shipped may have been used and are being returned by the repair vendor. In the above example, five 5001241 parts were shipped with the component to be repaired, but only two were used and three are being returned. The QTY TO ISSUE field shows the number that were originally issued (this number is prefilled). Enter the number actually used in the QTY ISSUED field and the remainder will automatically be updated in the QTY TO RESTOCK field. If there are parts to be restocked, click Restocking to generate a Restocking Ticket and allow the unused parts to be restocked. Alternately, the Restocking Feature under Operations Tools can be used to process the restocking. Once they have been restocked, the parts are no longer reserved and will appear as available in the inventory.
If there are no parts to be restocked, click Apply and close the window. Finish the receiving process as normal to complete the process.