The World of Computer Software/The World of Computer Software.iso/qt3.zip/PARTS.DOC

Text File | 1992-02-13 | 23KB | 601 lines

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B                              PARTS
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D     The Parts Main Menu can be used to add new parts, order
D     parts, receive parts, display parts and print inventory and
D     transaction reports.
D
C     NOTE: Network users should remember that the parts record
C     you are editing will remain locked the entire time you are
C     in the edit screen, so you should make your changes as
C     quickly as possible so that other users can gain access to
C     that parts record.
C
B8.1  Add New Parts
B
D     New parts which are not currently in the Parts database are
D     entered through the Add Parts menu selection. The Part
D     Number is a 15 character field, entered and checked
D     automatically for duplicate part numbers. If a duplicate
D     part number is found, you will have the opportunity to edit
D     the found part. Often a part number may be a vendor's order
D     number, although they can be set up in any convenient
D     manner. If letters are used in part numbers, you should use
D     upper case when possible.
D
D     After a unique part number has been entered, a numeric
D     inventory number will be generated by the EM/dBS system.
D     This number is intended to be shorter and easier to use than
D     the Part Number. You can press <Enter> to accept the
D     computer generated inventory number, or type in your own
D     internal inventory numbers. You may assign a unique six
D     digit character or numeric value at the prompt. Upper case
D     letters should be used when possible.
D
D     The part Description should be entered for the part. This
D     description will be displayed in a pop-up window that can be
D     used for parts selection during work order close and for
D     reordering (Work Order Main Menu - "Close Work Orders"
D     option).
D
D     Issue Quantity, Issue Price, and Unit of Issue are used when
D     ordering parts. If parts must be ordered in packages of a
D     predefined number, the issue quantity should be set to the
D     number of units in the package. Orders for parts will always
D     be issued in package units and received into inventory
D     (Quantity in Stock) as the issue quantity multiplied by the
D     number of packages received. The unit of issue is normally
D     "EA" for single quantity issues. Entries such as "PK", "BX",
D     "DZ", and other common abbreviations for unit of issue are
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D     acceptable entries. When the issue quantity is greater than
D     1, the single quantity prices will be calculated
D     automatically from the total issue price. A package of 100
D     bulk pack resistors priced at $25.00 will be displayed as
D     $.25 each. For this example, enter the issue price as
D     $25.00, issue quantity as 100, and the unit of issue as
D     "PK".
D
D     The manufacturer (Mfg), Vendor and Equipment Class fields
D     will be checked for a valid entry. If your entry is not
D     found in the current databases, you will have the
D     opportunity to change your entry by selecting, from a pop-up
D     window display, a list of current data choices. If the
D     correct one is not available from the choices listed in the
D     window, press <ESC> to pass to the next field and then go to
D     the Support Data Menu and select the option to add the
D     current entry.
D
D     The Location is a descriptive field to specify where the
D     part is located. The Note field can be use to add any other
D     descriptive information about the part.
D
D     The Stock on Hand represents the quantity of the part that
D     is currently in inventory. Note that this is entered in
D     individual units ("EA") rather than in issue quantity units.
D     The Minimum Stock Level should be set to the minimum
D     quantity of the part needed to have an adequate supply for
D     normal operations. When the stock level is reduced below the
D     minimum level an order should be placed. If this happens
D     while in the inventory maintenance screen, you will
D     automatically be prompted for order information (see section
D     8.4.8). This order information is stored in a parts
D     requirements file, by vendor, waiting for a purchase
D     requisition to be generated. If the stock is reduced below
D     the minimum level while adding parts to a Work Order, a
D     message will be displayed to remind you to order the part.
D     The Maximum Stock Level should be set to the maximum
D     inventory desired. When an order is placed, the order
D     quantity will default to a quantity that will bring the
D     stock on hand up to the maximum stock level. The inventory
D     stock levels are automatically adjusted to a level which is
D     an even multiple of the issue quantity. The maximum stock
D     level cannot be set below the minimum stock level.
D
D     Parts Total Usage and Year to Date Usage totals are
D     maintained by the system, and can be edited if desired.
D
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D     After all of the information for the new part is entered,
D     selection options will be displayed. These include "O" to
D     order the part (section 8.4.8), "N" to display the next part
D     record, "P" to display the previous part record, "X" to
D     delete or restore the part, and "Q" to quit the parts entry
D     screen. The parts information may also be edited.
D
B8.2  Print new Vendor Order
B
D     The "Print New Vendor Order" menu selection is used when you
D     are ready to print a vendor purchase requisition. You will
D     be asked to enter the vendor identification code. After the
D     vendor identification code has been entered, a purchase
D     requisition will be printed that contains all of the current
D     parts from the parts requirements list for the entered
D     vendor. At this time, a sequential number is assigned to the
D     purchase requisition that is later used for receiving the
D     ordered parts. You may wish to select the parts required
D     option first, if you need a vendor list (Parts Main Menu -
D     Reports Menu - "Parts Required List" option).
D
B8.3  Receive Ordered Parts
B
D     Vendor orders are received through this menu selection. The
D     "Receive Parts" screen allows you to receive partial or
D     complete shipments of parts. Enter the computer generated
D     purchase requisition identification number and the order
D     will be displayed on the screen (Print the "Parts on Order
D     List", Parts Main Menu - Reports Menu, if you need a list of
D     purchase requisition numbers).
D
D     Select the letter to the left of the part to be received,
D     and the number ordered, the storage location, and the
D     special handling note will be displayed. The Quantity
D     Received defaults to the number ordered (in units of issue),
D     but can be changed, if desired. After receiving each
D     individual part, you will be asked "Issue or delete this
D     Part?". Normally, you will answer "N", and the entire
D     received quantity will be added to the inventory stock on
D     hand. If you have already used some of the quantity of the
D     part and do not wish the entire received quantity to be
D     entered into inventory, answer "Y" and set the quantity
D     issued to the number of individual units used. The quantity
D     entered must be between 0 and the total number of individual
D     units in the order (which is the quantity received
D     multiplied by the issue quantity - this calculated value is
D     displayed in parenthesis by the input prompt so that you do
D     not have to remember the item's issue quantity). If the
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D     quantity of the part in stock equals zero, you will also be
D     asked if you wish to delete the part from the Parts
D     database. If this part was entered as a temporary means to
D     place a parts order, the part can be deleted.
D
B8.4  Search for and Display Parts
B
D     This is the menu selection used to display or edit the Parts
D     database. Searching for parts, issuing parts to be used in
D     repair, and placing parts on the parts requirements list are
D     also accomplished through this menu choice.
D
D     Several options for searching and displaying parts to the
D     screen are possible. You may enter the manufacturer's part
D     number or the inventory number to immediately display the
D     part. You may also display a list of parts based on
D     similarity of part numbers, parts description, end item
D     equipment classification, parts notes, or parts manufacturer
D     or vendor.
D
D     If you enter "ALL", all parts will be displayed, sorted in
D     the order selected. When any other information is entered,
D     the user will be asked whether or not to look for an exact
D     match. If an exact match is specified, only parts exactly
D     matching the input will be displayed. If the exact match is
D     not specified, the part will be displayed any time the
D     entered characters appear anywhere in the selected sort
D     field for that part. The EM/dBS system always keeps the
D     parts database sorted by part number and by inventory
D     number, so displaying all parts by part or inventory number
D     will produce an immediate display. When only part of the
D     data is selected for display, or when another sort order is
D     specified, the data must first be sorted in the proper
D     order, so it will take longer before the information is
D     displayed on the screen.
D
D     When more than one part is selected a DataView screen is
D     displayed which lets the user see summary information about
D     all of the parts found. To edit the information for any
D     part, select it by using the up and down errors until the
D     desired part is highlighted, then press <ENTER> and the edit
D     screen will be displayed. The parts information is displayed
D     on the edit screen in the same order as the "Add New Parts"
D     input screen. You may edit any of the part information as
D     necessary. See section 8.4.8 for information about ordering
D     parts.
D
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B     8.4.1   Part Number
B
D     You may enter a complete part number, a partial part number,
D     or "All". If you enter the complete part number, the
D     information associated with that part will be displayed for
D     review or editing. If you enter a partial part number, the
D     parts matching the input will be displayed. When "ALL" is
D     entered, all of the parts are displayed.
D
B     8.4.2   Inventory Number
B
D     The parts inventory number is a unique identification that
D     in most instances is shorter in length than vendor part
D     numbers and therefore easier to utilize when entering
D     identification numbers. This number has either been assigned
D     by the computer or entered as your own identifying number.
D     You will use this number routinely when displaying parts
D     selected from the general search features and when
D     identifying parts used when closing work orders. This menu
D     option searches for parts after you enter an inventory
D     number, or "All" for a list of all available inventory
D     items.
D
B     8.4.3   Parts Description
B
D     All parts which meet the entered parts description string
D     will be displayed on the CRT screen. The exact part you wish
D     to display in detail can then be selected by pressing
D     <Enter> when the cursor is positioned on the correct part.
D
B     8.4.4   Equipment Classification
B
D     All parts may be grouped by assigning them to a particular
D     equipment classification. This option allows all parts to be
D     displayed that are in stock for a particular end item class
D     of equipment, such as MOTOR 5HP. The equipment
D     classification may also be a generic class for parts such as
D     "CS/IC OP". This classification could represent all
D     operational amplifier integrated circuits which are
D     maintained as common stock.
D
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B     8.4.5   Manufacturer Description
B
D     The Manufacturer Description allows all parts in stock to be
D     displayed that are manufactured by the same manufacturer.
D
B     8.4.6   Vendor Description
B
D     The Vendor Description allows all parts in stock to be
D     displayed that were purchased from the same vendor.
D
B     8.4.7   Quit
B
D     You may exit the Parts Main Menu by entering "Q" or pressing
D      <ESC>.
D
B     8.4.8   Ordering Parts
B
D     Parts can be ordered by selecting the "O" option from the
D     Add or Edit Parts screen. In addition, whenever a part
D     quantity level drops below the minimum stock level as parts
D     are issued, the lower portion of the screen will display an
D     order screen. The order screen requests the charge to
D     acct/dept and subcode for proper charge-back of the parts to
D     the accounts. The account (acct/dept) is validated, and a
D     pop-up window is available for selection of the proper
D     account. When parts are later received and entered through
D     "Receive Parts" menu option, the parts transaction database
D     is updated according to the entered account and subaccount.
D     Your accounting department should have a list of accounts
D     and subaccounts if you are required to charge parts.
D     Otherwise, you may have the parts charged to your own
D     account.
D
D     The comment field is provided for you to document ordering
D     information such as equipment identification for which the
D     part is ordered, who ordered the part, messages, "ORDER
D     ASAP", or any other information you may want to record. This
D     note is printed on the parts requisition, and displayed on
D     the Receive Parts screen.
D
D     You have the option of completing the order and placing the
D     part on the parts requirements list or changing the
D     indicated order quantity to zero and returning to the Part
D     Edit screen. If you enter an order quantity (in units of
D     issue, see section 8.1), the part and the entered order
D     quantity will be added to the parts requirements list. Once
D     a part has been added to the parts requirements list, a
D     purchase requisition can be printed for that part (Parts
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D     Main Menu - "Print New Vendor Order" option). When the
D     purchase requisition is printed, all other parts from the
D     same vendor listed in the parts requirements list will also
D     be ordered.
D
B8.5  Parts Reports
B
D     Various reports are available to print parts inventory,
D     parts required, parts ordered, purchase orders, and parts
D     transactions. Sample reports are included at the end of this
D     document.
D
B     8.5.1   Print Master Parts Inventory
B
D     A master parts inventory is printed when this menu choice is
D     selected. The total number of parts inventory is displayed
D     in parentheses to the right of this menu option. The parts
D     inventory can be printed in order by part number or by
D     inventory number.
D
B     8.5.2   Print Vendor Parts List
B
D     A vendor parts list can be printed for an individual vendor
D     or for all vendor parts from all vendors through this menu
D     selection.
D
B     8.5.3   Print Parts List by Equipment Class
B
D     A parts list organized by the equipment end item class can
D     be printed through this menu choice. You have the option of
D     printing all of the parts organized by all equipment
D     classifications, or you can select just a single equipment
D     class.
D
B     8.5.4   Print Inventory Listing by Location
B
D     This menu option lets you print parts assigned to single
D     locations or print parts assigned to and sorted by all
D     locations (enter ALL). You may print parts inventories
D     assigned to multiple locations, such as BIN 1, BIN 2, ...
D     BIN 40, by making a partial entry in the location search
D     field, such as "BIN".
D
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B     8.5.5   Print or Display the Parts Required List
B
D     This menu selection allows you to print or display the
D     current parts requirement list. After displaying the
D     required list, you will have the option of printing a vendor
D     purchase requisition.
D
B     8.5.6   Print or Display the Parts on Order List
B
D     All parts that have been printed on a purchase requisition
D     are defined as parts on order. You may print or display this
D     list for all vendors or selectively display only one
D     vendor's current parts on order listing. This listing may be
D     edited through the Parts Utility Menu by selecting the Edit
D     Ordered or Required Parts Database option.
D
B     8.5.7   Print Parts Transaction Report
B
D     The parts transaction report will print the parts
D     transactions from the previous month. Subtotals are provided
D     for each account and sub-account against which parts were
D     charged when ordered.
D
B     8.5.8   Print Second Copy of Purchase Requisition
B
D     Additional copies of any previously printed parts purchase
D     requisition may be printed again through this menu
D     selection. Additional copies may be required after making
D     any editing changes to the requisition.
D
B     8.5.9   Quit
B
D     Typing "Q" or pressing <ESC>, will return you to the Parts
D     Main Menu.
D
B8.6  Utilities
B
D     The Parts Utilities Menu can be used for making changes to
D     parts orders or required and to permanently remove deleted
D     parts from the Parts database.
D
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B     8.6.1   Reset Printer
B
D     This allows for resetting the printer to its standard
D     operating mode. Use of this option should not be necessary
D     since all reports return your printer to normal print mode
D     after they complete successfully. However, if there is a
D     problem printing a report, the printer may be left in an
D     abnormal mode and using this option will correct the
D     problem.
D
B     8.6.2   Edit Ordered or Required Parts Database
B
D     Changes can be made to parts on order using this option.
D     Parts orders that have already been printed will have a
D     purchase requisition number assigned to the Purchase
D     Requisition ID field. Those that still need to have orders
D     printed will have an ID of "REQPRT". You may edit the
D     Purchase Requisition ID (see next paragraph), the Charged to
D     Account/Department, Order Date, Quantity on Order (in units
D     of issue), Issue Price, Parts description (not recommended),
D     Part Number (not recommended), Issue quantity, Manufacturer
D     (Mfg), Vendor, or Comments. If changes are made to a
D     previously printed purchase requisition, it should be
D     reprinted (Report Menu - "Print Second Copy of Purchase
D     Requisition" option).
D
D     Additional inventoried parts can be added to a previously
D     issued purchase requisition by first ordering the new part
D     in the normal way to generate a purchase requisition number.
D     Then simply change that new purchase requisition number
D     assigned to the new part to a previously assigned purchase
D     requisition number for the order to which you want to add
D     the new part.
D
D     To delete a part from a purchase requisition, just change
D     the quantity on order to zero (0).
D
D     To change a part that has been assigned to a purchase order
D     back to a required part status, just change the assigned
D     purchase requisition number to "REQPRT".
D
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B     8.6.3   Remove Deleted Parts from the Database
B
D     Parts that have been previously deleted  (using the Edit
D     Parts option) can be removed from the parts database through
D     this menu selection. Parts that have been marked for
D     deletion can be printed before permanently removing them
D     from the database.
D
B     8.6.4   Quit
B
D     Typing "Q" or pressing <ESC> returns the program to the
D     Parts Main Menu.
D
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