Info and Concepts
This section assumes you have already created a purchase order and have now received the parts you have ordered.
Receipt of parts is a crucial step in the chain of managing inventory. At this step you will have to perform the following functions:
- Determine the correct number of parts received
- allocate batch numbers (GRN)
- allocate serial numbers if necessary
- allocate bin locations if necessary
- allocate costs if you are receiving with an invoice.
- enter the shelf life if necessary
- create the part in the Component Store ready to be fitted to an aircraft
- Enter the correct invoice number and date.
- Send parts to the Job in progress
- Send parts directly to a Sale to be on-sold.
Key to this task is allocating the batch reference (GRN) as this is then the reference number that is used to track this group of parts through the entire chain of your system. Each company may have their own system of generating these numbers and this will be discussed with you during the initial setup/training of the system. We recommend using the purchase order number as the Good Received Number (GRN).
The purchase detail form.
- Enter the supplier invoice number and delivery reference number in the relevant fields.
- If you have a reference number or code it can be entered in the “Your Ref:” field.
- Change the date of the purchase to match the date of the invoice.
- If the supplier uses a foreign currency the user can enter the current exchange rate by clicking on the “Currency” button, this opens the dialog box shown below and allows the exchange rate of the day to be entered ensuring the PO matches the supplier invoice.
- Check the part number received matches the part number on the purchase order.
- Enter the GRN for each item on the PO. If you are using the PO number as your reference number you can use the “Number GRN” feature. Click this button and Aerotrack will add the PO number as the GRN for each standard line item. Line items that are non-inventory or that have been checked as “Rotable” or “Lifed” will not have a GRN automatically assigned as they must have a unique GRN allocated.TIP: A prefix and /or suffix can be added to the PO number to become the GRN. This feature is setup in the System Administration section.
- Enter the quantity received and make sure this matches the amount shown in the purchase. If there is a difference between the ordered quantity and the received quantity this will be calculated as the back order quantity. If you are receiving nothing, enter a zero in the quantity received column.
- Enter the cost as per the invoice. The line total will calculate. Check this matches the invoice.
- Repeat as required.
- When finished make sure the purchase total matches the invoice total if you have it.
- When you have confirmed the purchase total equals the invoice total and all batch numbers have been entered you can change the status of the purchase from an ‘Order’ to a ‘Bill’ by clicking on the status button.This opens the change status window to confirm that you wish to change the PO to a “Bill” and commit these items to the inventory.
- To print a stock label click the icon.There is an option to change the label size to smaller version in the System Administration section in the Preferences tab.
- Further information can be added to each batch such as the serial number, shelf life and exact bin location. See the guide section on recording batch details for further information.
- If not all parts that have been ordered have been received a “Back Order” should be created. Click the “Create Back Order” button and Aerotrack will use the next available Purchase Order number to raise an order for the same supplier and transfer the parts and quantities that have not been received over. The new PO number will be shown in the back order field and a link directly to the back order is created from the original PO.
- See the guide section on sending parts to a job.
- See the guide section on sending parts directly to a sale.
- See the guide section on applying freight to purchases.
- When all functions have been performed the Purchase Order should be locked. Click the “Lock this Purchase” button. Only a user with the applicable security permissions can unlock a locked record.
Always try to use the tab key when moving around the individual line items within a purchase.
If you want to go to a particular part number in inventory from purchases you can do this very quickly by clicking the blue arrow icon to the left of the part number you want. This will take you into inventory for that part number.
Once prices are entered they will set last and average costs (if a bill). You can see this by visiting the inventory section for that part # on the “Pricing” tab panel.
Optionally, you can change the status of your purchase to a ‘Bill’ at the start of the process rather than at the end. Ensure that you ‘Save’ the record. Inventory calculations will only be processed on saving the record.