Issuing Parts to a Job

///Issuing Parts to a Job
Issuing Parts to a Job 2017-09-11T03:59:29+00:00

Info and Concepts

There are 3 ways of issuing parts to a job:

  • Using the ‘Issue Parts’ feature from within the Jobs section, or
  • Issuing parts to the job from within the actual job, or
  • Sending a part to a job directly from a Purchase Order

Stores Sheets are commonly filled out per day with a list of parts taken from the store for multiple jobs. To recreate this workflow, we can use the ‘Parts Issue’ form to enter all parts moved from your store to each job. This method is potentially easier than manually adding parts to each job individually. Although not used by all companies, this feature is particularly suited to larger companies with many open jobs.

All line items entered per ‘Parts Issue’ are entered per date of the parts issue, not per line item. When viewed from the perspective of the job, the line date will = the parts issue date. If you wish to add another list of parts taken from the store on a different date, create a new parts issue record.

It is important to note that issuing parts to a job, whether by using the ‘Parts Issue’ form or assigned manually to the job, are ‘real’ transactions and will affect inventory immediately when saving the record.

This section describes how to issue parts using the keyboard and mouse, for more information on how to use a bar code scanner please see the section on scanning parts into a job.

Where

Parts Issue detail form (Jobs > Parts Issue)

Walkthrough

Using ‘Parts Issue’

  1. To create a new ‘Parts Issue’, click the new record button,Screen Shot 2015-12-09 at 12.31.05 PMor use Ctrl + N.
  2. This will create a new ‘Parts Issue’ and the date will default to today’s date. You can change the date as required.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-07-18 at 10.03.33 AMScreen Shot 2016-02-22 at 12.25.23 PM
  3. Remember all line data is entered per the ‘Parts Issue’ date. If you wish to add another date’s stores list, create a new ‘Parts Issue’.
  4. To start entering line detail you will need to start this by clicking the ‘Add Line’ button above the line detail table. Screen Shot 2015-12-09 at 12.31.05 PM A new line will be created.
  5. Enter the part number and tab across to the GRN field, hitting enter or clicking on this field will open the GRN selction window. This window displays a list of all the available GRNs for the selected part number.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-07-18 at 10.12.36 AMScreen Shot 2016-02-22 at 12.25.23 PM
  6. Use the arrow keys to select the required line and hit enter, alternatively click the required line with the mouse. The price of the GRN will automatically be set after entering the GRN.
  7. Enter the job number, this will automatically set the rego of the job entered.
  8. If the job has had tasks entered in the “Task List” tab within the job the tab sequence will include this field for the task number to be entered. If there are no task numbers in the job the tab sequence will go straight to the “Picked” field for staff member to enter their staff ID number.
  9. Enter the quantity of parts taken to the job. If you try to issue more parts than you have on stock for that GRN, you will receive an error message.
  10. To create a new line you can click the ‘Add Line’ button as in 4. above or when the line total is highlighted hit the enter key twice on your keyboard which will create the next line.
  11. The totals for each line are calculated and automatically assigned to the job. You can see this by navigating to one of the jobs on the stores list.  You will see the parts entered here as if you had entered the list per the job.

Adding Parts Manually to a Job

  1. Navigate to the job you wish to issue parts to. (‘Parts Used’ tab panel)
  2. To start entering line detail you will need to start this by clicking the ‘Add Line’ button above the line detail table. A new line will be created.
  3. Enter the part #, description and the GRN (type ahead list of available GRN’s). The price of the GRN will automatically be set after entering the GRN.
  4. Enter the quantity of parts taken to the job. If you try to issue more parts than you have on stock for that GRN, you will receive an error message.
  5. To create a new line you can click the ‘Add Line’ button as in 4. above or when the line total is highlighted hit the enter key twice on your keyboard which will create the next line.

Error Checks

  1. Aerotrack will check that the job # entered in the line detail of ‘Parts Issue’ is an existing job #. This job # must be exactly the same text as the job # listed in the job register.
  2. You cannot allocate parts to a locked job.

Tips

Using the ‘Parts Issue’ workflow is far more efficient than adding parts manually to a job for larger companies with many open jobs. You can also use a barcode scanner in the ‘Parts Issue’ form to speed up this data entry. See task ‘Scanning Barcoded Parts into a Job’