Part Request

The Part Request frame gives you the ability to request a part from your parts room or supply inventory to complete a job on a work order. Typically, the technician or mechanic working on the job performs the request. If the part is not currently in stock, this request can also initiate a purchase requisition for that particular part.

Depending on the setting of System Flag 5292, technicians can add or view part requests from the Labor Wedge frame.

How to:

Create a Part Request

Enter the employee ID in the Technician field or double-click in the field to select from the Employee List.

Enter a Unit/Dept/Comp number or double-click in the field to select from the List of Values (LoV).

Enter a WO No. Note: The work order number automatically populates after you enter the Unit/Dept/Comp number, and there is only one open work order.

Select SAVE. The Existing Requests i-frame displays.

Delete a Part Request

Enter the employee ID in the Technician field.
Enter the Unit/Dept/Comp number.
Enter the WO No.
Select Check Status or press Enter. The Existing Requests i-frame displays.
Select the Job Code row.
Select DELETE. The fields highlights red.
Select SAVE. The status changes to Cancelled.

Note: You can cancel a part request that is in Request status.

Part Request

Technician - The employee ID number of the person requesting the part.

Unit/Dept/Comp - The unit, department, or component number for the part request.

WO No - The work order number.

Existing Requests i-frame

Job Code - Job code on the work order for the part you are requesting.

Part No - Part number from Part Main or select from List of Values (LoV).

Description -Part description from Part Main.

Avail Qty - Default value based on the current available inventory numbers for the part at the inventory location.

Request Qty - Number of parts requested.

Total Cost - Total cost of the part.

Inv Emp - Inventory employee name.

Needed By Date - Date the technician needs the parts.

Requested By - Name of the person who is requesting the part.

Position - Displays if System Flag 5471 is set to Y. If System Flag 5016 is set to Y, the Position field displays.

Fail Code- Displays if System Flag 5470 is Y.

Status - Part Request Status.

Picked up? - Checkbox to mark a request to be picked up. A signature is required when System Flag 5516 is Y.

Employee Signature - Pencil icon to view or change the employee signature.

Ordered? - Checkbox to mark a request ordered.

Notes - Note icon to view or add additional details about the part request.

Attach - Add single or multiple attachments to an item.

Picked up?

A signature is required when the Picked up? checkbox is selected, and System Flag 5516 is Y.

Select the Job Code row and then select the Picked up? checkbox. The Signature window opens
Enter the employee signature, and then select Accept, Clear, or Cancel. The Part Request Handling frame appears.

Employee Signature

From the Employee Signature column:

Select the Pencil icon. The Signature window opens.
View or change the signature that displays.
Close the window to return to the Part Request Handling frame.

Note: The Pencil icon displays as green when you enter a signature.

Attachments

From the Attachments column:

Select the Job Code row.
Select the Attach icon. The Show Attachments window displays.
Select the link to:

Attach a new file
Attach a web address
Attach a previously uploaded file or web address

Select OK.

Note: You add single or multiple attachments to an item.

Notifications

PART REQUEST REQUIRES APPROVAL - You can configure this on the Notification Manager frame. When this notification is enabled, an email notification is sent when a part request requires approval.

PART REQUEST CREATED - This notification is sent when a part request has been created.

PART REQUEST READY - This notification is sent when the part request is moved to a READY status.

See the Notification Manager Quick Reference Guide, Inventory Application User Training Guide, or System Administration Application User Training for additional details.

System Flags

1058 - Type of pricing to use for inventory values? - This flag specifies the pricing method used to value inventory: LOCAVG (Location Average), LOCSTD (Location Standard), SYSAVG (System Average), and SYSSTD (System Standard).

1321 -Failure Code required for Part Issues? - "Failure Code required for Part Issues?" If set to "Y", then a failure code is required on every issue to explain what happened to the previously installed part.

2035- Retrieve inventory from frame loc(0) or job loc(1) - If "1", then issued inventory will come from the inventory location associated with the job location on the work order which is the way M5 works by default. If "0", then issued inventory will come from the log in user frame location for the Part Issue frame.

Part Request inventory locations are set on the part request frame only and when 1, the inventory location will be the Job location, when 0, the work order location. The location value set when the part request is created is the inventory location used for Part Request Issue, regardless of this flag setting.

2039 - Search for part by bin. -When the user inputs a bin number in a part number field and if that number is not a part or xref number, it will show in the field the actual part number in that bin and location. If there are more than one part number in the bin, then present a list of parts the user can choose from. The following screens will have this functionality:

Part Issue

Part Return

Purchase Order

Part Reserve

Part Inventory Location

Part Journal

Core Track Query

Part transfer

Part Charge WO

2086 - Allow part numbers to have non-alphanumeric characters? - If this mod flag is set to "N", then new master part numbers cannot have anything but 1234567890ABCDEFGHIJKLMNOPQRSTUVWXYZ, that means no dashes, no spaces, nothing but these 36 characters. This flag does not apply to cross-reference part numbers.

5001 - Adopting 3-char SYSTEM code/10-char JOB code? - This flag allows the user to define how they wish their job codes to display. If "Y", a 3-char system code is needed with the job code like 02-013-001. If "N" (the default), M5 utilizes the standard job code like 02-13-001.

5010 - Client Prefix Code - This system flag sets the Client Prefix Code, usually set by AssetWorks.

5012 - Maximum number of Part Catalogue records for automatic search - This flag denotes the maximum number of part records to auto query when a user requests a search on the same part number that has multiple manufacturers. This flag works with the functionality that displays a list of values when the user tabs out of the part number field. If the part number requested has more than the allowable number of parts to return denoted by this system flag then the list of values will not auto query. This is to prevent a long running search of query results from potentially slowing the system down. In the event that the part number count exceeds the allowable parts count and the list of values does not auto query the user needs to enter additional filter criteria to manually search. The default for this system flag is 100.

5016 - Use Position Code on WO? (N - No, Y - Yes, A - Advanced) - If this flag is set to Yes, then the Position Code field will be displayed on the Part Issue tab of the Work Order frame and Part Request frame. If this flag is set to Advanced multiple position codes can be entered when the system or system/assembly code ALWAYS requires a position code entry and the quantity exceeds one.

5260 - Default Part LOV: Stocked at L)ocation, S)tock Part at Location, Part C)atalog? - This flag determines which LOV to use for part issue screens. If flag is set to "L", parts stocked at location LOV will be used. If flag is set to "S", part catalog (with xref) at location LOV will be used. If flag is set to "C", part catalog LOV will be used.

5395 - Restrict Technician Employee LOV Use Y/N? - If the value is set to N, the employee LOV will be accessible for all users within the Labor Time Card and Part Request Frame. If the value is set to Y, an employee that is configured in Employee Main to be a technician will not have the LOV available within the Employee field on the Labor Time Card or Part Request Frame. The default value will be N to preserve existing functionality.

5412 - Use External PO flag for Part Request Handling Process? (Y/N) - Default will be set to "N". If value is set to "Y" then include column (ordered_fl) on i-frame grid on Part Request and Part Handling frames.

5413 - Part Request Technician ID Source (E/A) - Default will be set to "E" to preserve existing functionality. If value is set to "E" then the employee number will be associated with Part Requests. If value is set to "A" then the application user ID will be associated with the Part Request.

5470 - Show Failure Code on Part Request and Part Request Handling? (Y/N) - If this flag is set to Yes, then the Part Failure field will be displayed on the Part Request and Part Request Handling frames.

5471 - Show Position Code on Part Request and Part Request Handling? (Y/N/A) - If this flag is set to Yes, then the Position Code field will be displayed on the Part Request and Part Request Handling frames. On the Part Request frame, users will be able to enter a single position, regardless of the part quantity. If this flag is set to A (Advanced), then the Position Code field will be displayed on the Part Request and Part Request Handling frames. On the Part Request frame, users will be able to enter multiple positions when the part quantity is greater than one. The effect is to create one Part Request for each position. Note:The Position field is read-only on the Part Request Handling frame, regardless if this flag is set to Y or A.

5516 - Enforce Signature Upon Pick Up for Part Requests (Y/N)? - When this flag is set to Y, users cannot save the Picked Up checkbox as populated without a Signature having been entered on the Part Request or Part Request Handling frames. The Picked Up checkbox will be available to be entered/populated from both frames. Removing a signature value (clearing it) will remove the Picked Up checkbox's check mark if it is already populated. In effect, you cannot have a Picked Up Checkbox populated that does not also have an associated Signature value. This flag will allow users to view signatures from the Part Request Handling Query results iframe, if the signature has been populated, but will not allow users to modify either the Picked Up checkbox value or the Signature value associated with a Part Request. When this flag is set to N, standard functionality applies, i.e.; users can only select the Picked Up checkbox on the Part Request frame and there is no ability to add, nor requirement for, a signature value.

Role Privileges

NEW NON-STOCK PART - Allows the creation of new non stock parts on-the-fly from the Purchase Order Frame and Part Receipt (manual receipt only), Purchasing Requisitions, Part Request and Request Handling and Purchasing Contracts.

NEW STOCK PART - Allows the creation of new stock parts from the Purchase Order Frame and Part Receipt (manual receipt only), Purchasing Requisitions, Part Request and Request Handling and Purchasing Contracts.

NEW PART XREF - Allows user to add new part cross references.

PART PICK UP - Gives user the ability to check the Picked-Up check box on the Part Request frame if the request is in READY or REQUEST status.

Part Request

How to:

Create a Part Request

Delete a Part Request

Part Request

Existing Requests i-frame

Picked up?

Employee Signature

Attachments

Notifications

System Flags

Role Privileges

See also: