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Parts Receive

Receiving parts is normally done from a order and this is the recommended method.  It is however possible to receive parts directly into the store or inventory.  This can be done if users do not wish to use the purchase order facility build into the program.  It is recommended that users make this decsion early in the program use to ensure maximum tracebility of parts.

Direct receive

Although in most workshops's the feature of issuing orders for parts purchases is a vital link in tracing parts procurement, it is sometimes necessary to receive parts into the inventory directly (as with initial take on).  The program  now provides the facility for a Level 5  (Managing Director)  user to reset the orders requirement under - Housekeeping-Preferences-Use subsystem. By simply unselecting the -Purchase Orders- box, direct receiving of parts is possible.

Direct parts receive is carried out in the same manner as order receive by selecting Transactions-Parts-Receive.     The Parts Receive window W505 will appear but it will be noticed that all buttons except 'P' for part number select and 'Close' are shaded out. Selecting 'P' will allow entering of the desired part number via the 'Part Find' window W903. Enter the partnumber.  If the part exists in the inventory data base the part number will show a match and the 'Add' button will remain shaded,  press the 'Use'  button.  If the part number is not in the inventory database no match will be found and the 'Add' button will highlight and may be pressed.  This will add the part number to the inventory file.  If the part is new the Description, Group  and Bin location will have to be entered.  Bin locations may be edited at any time via the   'Parts-Edit' window.  The program will return to the  'Receive Part'  window.  Press  'Direct Receive'

.Part data may now be entered.  If the serial number is known enter this first.  If the part is not serialised enter the batch number.  If the batch number is not known, press the  '?'  and view the previous batch numbers, if any.  Parts batching is vital for traceability.  Select the supplier from the list already entered into the program and invoice number. Enter the total quantity cost and any additional charges. Enter the 'List Price' if the selling price is to be forced to a fixed (not calculated) selling price. If the selling price is increased as a result of the last entry, the user is prompted to accept the calculated increase. Checking of parts entered in the system may be done by printing parts received between dates from the 'Reporting' menu.

As parts ordering is an integral part of the 'AMS32' program, direct receive should only be used in certain circumstances. Reset the ordering function in 'Housekeeping'

Receive from order

When a part is received from a supplier, together with its paper work, proceed with store's receive as follows. Press 'Transactions-Parts-Receive'. This will bring up the W505 'Receive Parts' window. Either: 1. Press the 'P' and enter the part number. This will bring up a list of orders for the part. Select the correct one by highlighting it with the mouse. Or: 2. Enter the order number in the order selection field. Press 'Order Items'. This will bring up a list of orders for the part. Select the correct one by highlighting it with the mouse. Press 'Order Receive' Part data may now be entered. If the serial number is known enter this first. If the part is not serialised enter the batch number. If the batch number is not known, press the '?' and view the previous batch numbers, if any. Parts batching is vital for traceability. Select the supplier from the list already entered into the program and invoice number. Enter the total quantity cost and any additional charges. Press 'Accept'. If the selling price is increased as a result of the last entry, the user is prompted to accept the calculated increase.

Checking of parts entered in the system may be done by printing parts received between dates from the 'Reporting' menu. Checking and editing of the inventory may be carried out as follows: To check parts or parts batches, press 'Transactions-Parts-   Edit'. This will bring up the W508 'Store Part' window. If the part number is the one just entered or worked on it will default in the part number window. If a different number is to be checked, press 'P' and enter the part number. Press 'Load' and a list of all batches received will appear in the box. Select the batch by single clicking with the mouse and the background to it will invert the colour. Double clicking on the batch will display an info window where all the batch details can be viewed. If the 'Adjust' button is pressed, the W512 window will appear allowing editing of the part data. This should be done with great care as indiscriminate editing can cause chaos with the data files. This function is only available to users with security level 4 and above or specifically by level. The adjusted input is changed to red.  Remember that traceability can be affected by indiscriminate editing. Returns to stock should be done via the 'Return' function or direct receive. Do not use edit to correct stock levels up. If the 'Split' function is selected in 'Preferences' any quantity will automatically split the batch entry into two entries with no change to the items already issued to closed jobs. The adjustment will only be applicable to the other parts in the batch. It is not recommended to check this option.

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