Parts ordering may be initiated directly from a Wip when there is no stock at your site.
Enter the required part into the New Product box
The Parts Details screen opens. As there is no stock of this part at this branch, the “Other Stock” window also opens showing stock held at other branches if any (for information only). Click Cancel to be returned to the Parts Detail screen. Adjust the quantity to the required amount, then click OK to be returned to the Wip.
The part on the Wip is coloured Red (no stock) and depending on your POS parameter the status could be at “M” (Memo) or backorder status. The user now has several choices.
• Delete the part off the wip as the customer does not want this ordered. Right click the “M” and select “Delete” or click the “New” button to cancel the Wip.
• Change the status from “M” to “I” (interbranch transfer) to select the branch holding stock
• Change the status from “M” to “S” or “V” (stock order or VOR order). This will transfer the part through to Purchase Control as an un-ordered part.
Ordering through Interbranch Transfer – Status “I”
Upon saving the Wip, the request is sent to the supply branch. They will be prompted within POS to create a Wip and supply the requested part. When the Wip is invoiced at the supplying branch, the status of the part at the requesting branch changes to “R” (reserved). When the stock physically arrives, the status “R” can be changed to “P” and be invoiced to the customer.
Ordering through Purchase Control – Status “S” or “V”
When there is no “Free” stock of a part and it is placed on order through a Parts or Service Wip, the parts line’s status changes to V (VOR/Daily order) or S (Stock Order). The part flows through to Purchase Control for Ordering.
After the part is ordered and subsequently “Received”, the status of the parts line changes to “R” (Reserved). This flag protects this part for this Wip, ie it cannot be sold elsewhere. When the part is dispatched to a Customer or Service Department, the Parts Advisor is required to change the “R” flag to “P” before going to “Action” and invoicing to the customer or Requisitioning to the Service Department.
For this example, the status is changed to “V” and the Wip saved. This generates a WIP number and transfers the part to Purchase Control for ordering. Take note of the WIP number.
Ordering the part from the Default Supplier
In Purchase Control, the part may be ordered immediately or left to be attached along with other parts to a VOR order.
From POS toolbar, click the shopping cart icon
It will open the Purchase Control screen. Find the part on the un-ordered screen in Purchase Control or change the selection to WIP number.
Enter the WIP number. The lines that were backordered in POS will be listed on the grid.
Right click the status “O” to select “Attach”.
A pop-up window will display. Select “New Order” to create a new order number against the default supplier
To print this order, click the “Header” button on the Purchase Control screen. Enter the order number then click “Print” at the bottom of the screen.
Receiving the Part
When the part arrives, receive the part through Purchase Control. Search for the order number or WIP through the menu “Selection”. On the part line, right click the status “O” to select “Receive”.
Enter the GRN number and Received quantity. Amend the Cost, Retail Price and other relevant details. Click Receive.
The part will be received into stock, with the Wip line also being updated to status “R”. Print the GRN when prompted.
Invoice the part to the Customer
In POS, open the Wip, then change the “R” status to “P” to allow the part to be invoiced to the customer.
