Part Request Handling

The Part Request Handling frame allows parts room personnel to monitor part requests. This frame is the central hub for creating Purchase Requisitions, Purchase Orders, Purchase Order Query, and Part Request issues for part requests. Parts procurement for part request must be performed using this frame.

How to:

Request Existing Requests for WO

Select Location or Loc. Group from Request Filter list. The system defaults to the application user login location.
Enter a Unit/Dept/Comp number.
Enter a WO No.
Select Status (system defaults to Request).
Select Display cancelled requests? checkbox to view cancelled work orders.
Select Display closed requests? (WO No. required) checkbox to view closed work orders.
Enter Need by Within Days (system defaults to 30).
Select Retrieve. The Existing Requests for WO i-frame displays.

Cancel a Request

To cancel a request, select the row of the request you want to delete.
Select Delete. The fields highlight red.
Select SAVE. The status changes to Cancelled.

Existing Requests for WO i-frame

The results matching your criteria display on the Existing Requests for WO i-frame.

Needed by Date - Date the technician needs the parts.

Status - Part request status.

WO No - Work order number link. Select link to view the Work Order Main frame.

Unit No - Unit number link. Select link to view the Unit Main frame.

Job Code - Job code for the part needed.

Part No - You can change the values for the record. Select SAVE to update the record.

Description - Description of the valid part number. If the part number is not known, the description can be entered manually.

Avail Qty - Available quantity for a part if it is a stock part and a valid part number was entered.

Request Qty - You can change the values for the record. Select SAVE to update the record.

Total Cost - Total cost of the part.

Location - Displays the request location.

Fail - Displays when System Flag 5470 is Y.

Position - Displays when System Flag 5471 is Y.

Bin No - For a stock part request, the bin number displays when the part is set on the Part Inventory Location Manager frame. For a non-stock part, Non-Stock displays in the Bin No field.

Require Approve? - Select the checkbox for supervisor approval of the request.

Approved? - Select the checkbox to approve a request.

Ordered? - Select the checkbox to mark a request ordered.

Ready? - Select the checkbox to mark a request ready. Indicates the requested parts are available.

Picked Up? - Select the 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.

Ship Term? - You can change the values for the record. Select SAVE to update the record.

Inv Emp - Inventory employee name.

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

Print - Select the checkbox to generate the Pick Ticket Report.

Refresh Rate

System Flag 5518 allows you to set the refresh rate on the Existing Requests for WO i-frame. This automatically refreshes the i-frame and provides parts clerks and handling with updated information.

Avail Qty / Request Qty

If you need to order a part number when the Avail Qty is less than the Request Qty, select the row and then select Related.
From Related, select Purchase Requisition or Purchase Orders. The system prompts you to create a new part purchase order or part purchase requisition.
If the requested part is in stock and the approve criteria is met, you can select the Ready? checkbox and then SAVE. The status changes to Ready.
Next select the Part Request Issue link and proceed to issue the part.
You can cancel a request when the status is Request.

Picked up?

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

Select the 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 entered.
Close the window to return to the Part Request Handling frame.

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

Print

You can select the Print checkbox to generate the Pick Ticket Report.

Select the row and then select the Print checkbox.
From MORE (drop-down or icon), select Pick Ticket Report. The Part Request Pick Ticket report opens in the Run Immediate window.
Close the report to return to the Part Request Handling frame.

Part Request Pick Ticket report

The Part Request Pick Ticket report displays:

Report Printed date, time, and By User name.
Requested for Work Order number
Location
Requested by
Part No.
Description
Manufacturer
Qty
BIN

Attachments

The Attach column displays in the Existing Requests for i-frame.

Select the row to add an attachment.
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 can add single or multiple attachments to an item.

Notifications

PART REQUEST REQUIRES APPROVAL - This can be configured on the Notification Manager frame. This notification, when enabled, will send an email notification when a part request requires approval.

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.

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.

2054 - Is a real-time interface to NAPA used? - If there is an integration with NAPA for part management, the settings for this flag should be a follows: 0 = No integration with NAPA, 1 = Old style NAPA integration where part issues are done in M5, 2 = newer integration with NAPA using the IBS Hub facility.

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.

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.

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.

5456 - Auto create PO and Receive Approved Part Requests (Y/N) - If this flag is set to Y, automatically create a purchase order and receipt with the vendor number entered on System flag 5457 upon approving the part request. If this flag is set to Y, upon approving the part requests, the part requests will be in READY status to be able to issue.

5457 - Default Vendor on Part Requests - Enter a default vendor code for approved part requests. If a vendor code is entered, all approved part requests will default system flag value vendor code within the vendor column on the Part Request Handling screen.

5470 - Show Failure Code on Part Request and Part Request Handling? (Y/N). - If the flag is set to Y, the Failure Code field will display 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.

5518 - Part Request Handling Results Refresh Rate - This system flag will control the refresh/results iframe of the Part Request handling frame.
The value must be a minimum of 90 (representing 90 seconds) and can be set as high as 28,800 (8 hours). Note: Auto-Refresh will not take place if there are pending business commands, meaning: if a user has modified any data in the iframe, they will be required to save (or undo) all changes prior to a resubmit being run. The iframe is resubmitted automatically on the save action, which will re-set the start time for the next auto-refresh.

Role Privileges

APPROVE PART REQUEST - Allows user to check the Approve flag checkbox on the Part Request Handling frame.

EDIT SHIP TERMS - Allows user to enter a validated value in the Ship Terms column on the Part Request Handling frame.

PART HND REQ CANCEL - Authorized to all users to preserve existing functionality. Allows user to handle delete REQUEST status on Part Request Handling screen.

ALLOW NAPA RETURN - Restricts user access on Return checkbox feature within the Part Request Handling screen.