PCBU ACCESSORIES

Table of Contents
1. ACCESSORIES PARTS - SALE
1.1 Locate and Create Account 1.2 Create Quote 1.3 Add Part List in Quote 1.4 Create Order from quote 1.5 Add Part Details in Order 1.6 Fulfill All & Generate Pick ticket 1.7 Pick up the Parts 1.8 Deliver the Parts 1.9 Generate Invoice

2. ACCESSORIES PARTS - PROCUREMENT

2.1.1 Create Purchase Order 2.1.2 Create an Order Template

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2.1.3 Add Part List in PO 2.1.4 Search Placed Order 2.2.1 Receive the Order 2.2.2 Add Part Details in Receiving 2.2.3 Process Receipt 2.3 Create Account as Vendor 2.4.1 Create Vendor Purchase Order 2.4.2 Add Part Details 2.4.3 Receive the Vendor Purchase Order

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3. ACCESSORIES PARTS - INVENTORY

3.1 Create New Warehouse 3.2 Associate Parts 3.3 Browse the Part Master 3.4 Cycle Counts 3.5 Inventory Adjustment

4. EXCEPTIONS ACCESSORIES PARTS

4.1.1 Create Return Order 4.1.2 Add parts in Return Order 4.1.3 Receive Return Order 4.2.1 Create Internal Order 4.2.2 Transfer the Stock 4.2.3 Receive Internal Order 4.3 Direct OTC Sales Order - Locating Parts Manually 4.4 Deallocate the parts 4.5 Receiving Alternate Parts in PO 4.6 Delivery Challan

Accessories Parts - Sale

This chapter explains the process of Counter Sale of Accessories Parts. Please refer to following guidelines to carry out the transactions in the system
The Situation:
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A person from Modern Auto parts, a workshop, walks into your dealership. He shows a list of few Accessories parts required for the workshop. His owner has asked a quotation for all these Parts. After giving him the quotation, you confirm with the Owner on Phone and he places the Order for the same. Lets see how we can fulfill his request and generate the Invoice after delivering the Parts to the customer.

In the following exercise, you will explore the following: 1. Account 2. OTC Order 3. Order Fulfillment 4. Pick Ticket 5. Invoice

1.1 Locate & Create Account

1. Click on Accounts Screen Tab.

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2.

In Account Home page displayed, Account can be searched

with respect to Name and Site .The Account is searched in All Visible Accounts View by default. 3. In the Name Field give the Account name. [E.g. MODERN SPARE PARTS.] 4. Click GO button. 5. If the Account is still not found, it indicates that it does not exist, change show to My Accounts and then click the New Button.

6. Click Cancel in the message box to proceed to create new account. 7. Fill in the Name, Site, Std Code, Main Phone# of the New Account. 8. Click on drop-down arrow in Account Type field to select appropriate Account Type from the list. [E.g: Account Type for Modern Spares can be Workshop]
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9. Enter Account Details like Address Line 1, Address Line 2, City, State, Pin Code, etc. 10. Step off the record to Save information, or Press [Ctrl]+[S] keys. 11. * Click on Contacts View Tab. 12. * Click New Button. 13. * Give details of the contact like Title, Last Name, First Name, Designation. 14. * Step off the record to Save information, or Press [Ctrl]+[S] keys.

NOTE: For creating a New Account,Name,Main Phone #,Account Type fields are mandatory(*).While entering the Address,Address Line 1 and City are mandatory(*). In Address field click the pick button and then click New in the window that appears. In the next window choose an existing address or click New button again to enter new address.
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The steps 13 to 16 can be followed to enter the contact persons details associated with the account for future references. It is not mandatory to enter the Contact details.

1.2 Create Quote

1. Click on the Account screen and Query for the required account. 2. Click on the Quote View Tab. 3. Click the New Button. 4. Step off the record or Press [Ctrl]+[S] keys to Save.

5. Click the Quote # Hyperlink to go to Quote Details.

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Back to Content

1.3 Add the Part List in Quote

1. Click the Account screen, and query for the account name. 2. Select the required account and click on Quote view tab. 3. If the Quote is created click on Quote # hyperlink to got the Quote screen. 4. In the Price List field, click the Select button. (The Price Lists Pick Applet will pop up.)

4. Select a Price List and click Ok in the Price List pick applet. Click on the Menu button to Save the record of press [Ctrl] + [S] key

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5. Click the New Button . 6. Click the Select Button in the Part # Field. (The Part List Pick Applet will pop up). 7. Query/ Select the Part # from the Parts Pick List and click Ok in the Pick Applet. 8. Enter the required quantity in the Quantity Field. 9. Enter the discount amount or discount% for the part line item. 10. Save the record. 11. To add more Parts click New Button again and repeat Step 6 to 11. 12. After entering all the Parts, you can enter the Discount amount / Discount % on the Total Order value in the fields in Quote upper applet.
NOTE: If the Price List is not selected in the Quote the Parts price will not get calculated for the part list. Only those price lists that are affective till date are shown in the Price List Pick applet. The part no. can be directly typed in the Part # field instead of choosing from the Pick applet. The Part description appears when the part is selected.

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1.4 Create Order from Quote

1. Click on Account Screen and query for the Account Name. 2. Click on the Quote View tab. 3. Query for the Quote name and drill down on the Quote # hyperlink. 4. Click the Order View . 5. Click on the Order Button. (An Order of type OTC Sales will be seen).

6. Click on Order # Hyperlink.

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1.5 Add Part Details in Order

1. Click on Order Screen. 2. Change the show to OTC Sales 3. Query for the Order # hyperlink.

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4. Click the select button in the Source Inventory Location field. (A Pick Inventory Location Applet will be seen). 5. Select the Inventory Location and click Ok in the applet. 6. Save the record. 7. The Parts given in the Quote would be visible in the applet given below.

7. Click the New Button to add more parts.

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8. Click the Select Button in the Part # Field. (The Part List Pick Applet will pop up). 9. Select the Part # from the Pick Parts List and click Ok in the Pick Applet. 10. Enter the quantity in the Quantity Field. 11. Enter the discount amount or discount % for the part 12. Save the record. 13. To add more Parts click New Button again and repeat from Step 6.
NOTE: When the Order is created from the Quote, the Parts Price List and Parts details are listed as were selected in the Quote. The New button in Parts Detail applet will not be enabled is Source Inventory Location is not selected. The Warehouse Locations that are visible in the Pick applet should start with name such as TMPV PARTS followed by Name of the Warehouse.

1.6 Fulfill All & Generate Pick Ticket

1. Click on the Order Screen. 2. Query for the required Order no. 3. View the list of added parts in the Order in the applet below. 4. Ensure that all the parts are added in the list. 5. Click Fulfill All Button

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6. If no Line item is visible in Actions Applet then click on Query and then Go button in Actions Applet [OR simply press [Alt] + [Enter] keys 7. Verify that the action type as Allocate and the Location has appeared in the Line item in Actions Applet.

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8. Click on the Pick Ticket # hyperlink to go to Pick Ticket screen.

NOTE: The action is generated when Fulfill All button is clicked. This searches the Part no and the desired quantity and reserves for the selected OTC sales order. The action view tab line item is visible across each Part line item. Fulfill All generates the action when all the parts in the Order are available in the required quantity.

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1.7 Pick Up the Parts

1. Drill down on the Pick Ticket# hyperlink in the Actions Applet 2. To take the print of the Pick Ticket, click on My Reports button and select Pick Ticket for the option.

3.

Click on Pick or Pick All Button.

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4.

The picked quantity value will be reflected in the Quantity Field. Changes in the quantity can be made if required. (for e.g. if 10 parts are allocated, the number can be reduced).

5.
NOTE:

Save the record. [Ctrl] + [S]

The Pick button can be used to update the quantities part by part. Pick All will pick all the parts listed in the Pick Ticket. The Quantity field by default shows the Allocated Quantity. Picked quantity is equal to or less than the Allocated Quantity. Picked Quantity is the actual quantity of the part taken for the warehouse.

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1.8 Deliver the Parts

1. Click on the Process Shipment Button. (This will change the status of Pick Ticket from Open to Closed).

2. Save the record. (Ctrl+S). 3. Click the Back Arrow in the tool bar.
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4. In Actions applet below Allocated Status of the parts a new line item with the Status Shipped will be seen. (This indicates that the parts have been shipped i.e. the parts have been shipped out from the Inventory).
NOTE: After the Process Shipment, the Pick Ticket cannot be reused. Its status is changed to Closed. The parts quantity in the warehouse gets reduced when the Shipped Action is generated.

1.9 Generate Invoice

1. Ensure that the Actions are generated for the Part List in the OTC Sales Order. 2. Click on OTC Invoice View Tab. 3. Click on the Parts Invoice Button.

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4 Click on the Invoice # hyperlink

4. To view the Invoice, Go to View, select Reports, [Or Click on My Reports button on the menu select Spares Invoice VAT (Here do not select Accessories Invoice VAT to create Invoice) NOTE:
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All the part line items having the Invoice flag marked as yes will appear in the Invoice. The Prices in the Invoice appear as per the selected Parts Price List. The Discounts appear as entered on Order level.

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Accessories Parts - Procurement

This chapter demonstrates you how to create the purchase Order and receive the shipment for the procured parts.
The Situation: As an efficient Accessories Part Manager, you constantly analyze the Accessories parts inventory, so that you have sufficient stock at all the time From this study, you prepare a list of parts those are nearing to minimum level. Now you would place a Purchase Order for all such Parts to TM

This Module will explore the following: 1. Purchase Order

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2. Purchase Order Receiving 3. Placing Order in SAP

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2.1.1 Create Purchase Order

1. Click on the Sitemap button on the Menu. 2. Click on Purchase Orders Link.

3. Click on SAP Purchase Orders link. 4. Click on the New button in the Purchase Order applet ( An Order # is automatically generated ).

5. Step off the record and Save the record by pressing < CTRL+ S > simultaneously. 6. Toggle from Purchase Order Accessories to Purchase Order Detail.

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7. Click the Select Template button to select templates to add parts from a specific template after changing the toggle view to Purchase Orders - Detail. (Steps to create a template is given below) 8. Click on the select button in the Sold To Party field. 9. Select the appropriate Sold To Party code from the Pop up list applet. 10. Then click on OK button. 11. Now the Dealer Code will be reflected in the Sold To Party Dealer Code field. 12. Select the Accessories Order Type , Order Reason. 13. Select the Ship to Account, Bill to Company, Payer and PO price list . 14. Save by pressing <CTRL+S> simultaneously.

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2.1.2 Create an Order Template

1. Click on the Sitemap button on the Menu 2. Click on Purchase Orders Link. 3. Click on Order Template Link.

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4. Click New to add a new template.

5. Give relevant details such as Name and Description. for the Template. 6. Click New to add parts in to Template. 7. We can also delete parts if required, by pressing the Delete button. 8. To Save Step out of the Record or Press [Ctrl + S].

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2.1.3 Add the Part List in the PO

1. Toggle From Purchase Order to Purchase order -Detail 2. Click on the New button.( A new record will be generated where you can enter the Part # that you wish to order)

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3. Click in the Part # field. Select or query for desired Part Number. 4. Click on the OK button in the Part # Requested field. Select a particular part from the list. 5. Click in the Quantity Requested field and enter the Quantity to be ordered Click in the Save the record by pressing < CTRL+ S > simultaneously. 6. Repeat steps 2 to 5 to complete the Order Parts List.

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7. Save the record by pressing < CTRL+ S > simultaneously. 8. After entering all the Part Details click on Place Order button.
NOTE: The Price of the Part will appear when the PO Price List is selected for the Order.The Part No. can be directly entered in Part Requested # field instead of selecting from the Pick applet. By default the Part Requested Quantity is 1.The Purchase Order cannot be edited after the Place Order button is clicked.

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2.1.4 Search Placed Order

1. Click on Sitemap button. 2. Click on Purchase Orders link. 3. Click on All SAP Orders-Accessories link. (This takes you to the screen that lists all the created Purchase Orders) 4. Click on Query button in Purchase Orders-Accessories applet. 5. Enter the Order number in the Order # field and then click on Go. 6. Scroll Down to View the Parts List
The Situation: You had placed a casual order for TATA Motors for the Accessories parts. As per the information, the shipment has arrived and you have received the TM invoice, that mentions the Order Number. Now you will search this Order and receive the shipment for the same.

In this exercise you will explore: 1. How to Receive the Purchase Order 2. How to enter the Part Details for shipped parts 3. How to enter the Part details for the parts that are not shipped.

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2.2.1 Receive the Order

1. Click on the Sitemap button. 2. Click on Receiving link. 3. Click on All Pending Orders PO/RO.

4. This gives list of All Pending Purchase Orders and All Pending Return Orders. So we have to first search the placed Purchase Order. 5. Click on Query button in the Pending Purchase/Return Orders applet. 6. Click in the Order# field. 7. Enter the Order number of the placed order and then click on Go. 8. After the Order is found a Purchase Order Hyperlink is generated in the Receive Type field.

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9.

Click on the Purchase Order hyperlink.

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2.2.2 Add Part Details in Receiving

1. Click on Receiving Screen. 2. Query for the Purchase Order to be received. 3. In Line Items applet select the particular Line Item that you want to receive, by clicking on that particular record. 4. Click on the New button in the Received Line Item applet. 5. A record will be generated with default values in Actual Recd Quantity, Status, Condition and Location, which user can change if required. Enter details like Challan#, Challan Date, Challan Qty.

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6. Save the record by pressing < CTRL+ S > simultaneously. 7. Repeat Steps 1 to 6 if more parts are to be received.
NOTE: The quantity value is taken from the Purchase Order, Location value is the Default Inventory Location mentioned at division level, Status is defaulted to On Hand and Condition as Good.

1. A message will pop up asking you whether you are sure you want to delete the selected record in the Received Line Item applet. 2. Click on OK if you are sure you want to delete the Part Details 3. When you click on OK , the selected record in the Received Line Item applet gets deleted. 4. Save by pressing < CTRL+S > simultaneously. 5. Repeat steps 1 to 7 if more Part Details are to be removed.

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2.2.3 Process Receipt

1. Ensure that all the Part details for received parts are entered. All the received Parts are in Status On Hand and Condition (Good/ Defective) is selected. 2. Click on the Process Receipt button in the Receive Purchase Order applet.

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3. The Received quantity field for each Part detail will be populated as per the receiving Line items entered. 4. Click on Menu button in Receive Line Item applet. 5. Click on Edit Record.

6. Click on the Drop down button in the Status field. 7. Click on Closed ( if all the Parts are received) or Partially Received (if few parts are still pending to be received). 8. Save by pressing < CTRL+S > simultaneously.
NOTE: After Process Receipt the details in the Order cannot be modified. The status of the Order which is received partially will not change automatically. All partially received orders can be edited and new receiving Line items can be entered whenever the next shipment arrives. Received Quantity < or = Order Quantity.

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2.3 Create Account as Vendor

* For placing the Order to the Manufacturer/Vendor other than TM you would create an Account with the Vendors name. Please follow the steps below.
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1. Click on Accounts Screen Tab. It will display Account Home Page. 2. On the Account Home Page, Enter the Account Name, Click on Go Button. This will search for the Account in All Visible Accounts. If no records are found 3. In Account Screen Tab, change the option as My Accounts. 4. Click on New button. (Since we are creating a New Vendor Account ) 5. Click on Cancel in the message box that appears. 6. Enter details like Name, Site, and Main Phone #. 7. Save the record. < CTRL + S >. (The Account name turns into a hyperlink)

8. In the applet below, Click on the Drop down in the Account Type field. 9. Select Account Type as Vendor. 10. Save <CTRL + S>.

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2.4.1 Create Purchase Order for Vendor

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1. Click on Sitemap button. 2. Click on Purchase Orders link. 3. Click on Vendor Orders link. 4. Click on New button in Vendor Order applet. (An order # is automatically generated ) 5. Save the record. < CTRL + S >

6. Click on the Select button in the Account field in the PO Accessories Parts applet that appears below. 7. Click on the Select button. 8. It shows the List of Accounts of Type: Vendor.

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9. Select the Vendor Name and click on OK button. 10. Save the record. < CTRL + S > 11. The Order # will be automatically generated.

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2.4.2 Add Part Details

1. Click on Select button in Parts Price List field in the Vendor Order applet. 2. Select a Particular Price List from the List that pops up and click on OK button. 3. Save. < CTRL + S > 4. Click on the New button in the applet displayed below..

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5. Click on select button in Part # field . 6. Select a particular Part and click on OK button. 7. Click in Quantity field and enter the Quantity desired.

8. Save the record < CTRL + S > 9. Repeat steps 5 to 8 if more parts are to be added.

NOTE:

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The part details can be added by directly typing the Part # in the Part #field. Part description is populated automatically.

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2.4.3 Receive the Vendor Purchase Order

1. You will search for the PO 2. Drill down on the PO # hyperlink For the details steps please refer to the steps for Receiving the Purchase Order above

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Accessories Parts - Inventory

This chapter will demonstrate you the basic process of setting up your Inventory / Warehouse for the parts.
The Situation: Inventory Management is all about managing the stock wisely. Stocking the goods in proper place is an important task of managing inventory. You have a new warehouse, where you are going to stock some of the goods. Lets see how to create a warehouse for keeping all the spare parts.

In this chapter you will explore the following: 1. Creating New Warehouse
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2. Setting up the Product Inventory

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3.1 Create New WareHouse

1. Click on the Sitemap button. 2. Click on Inventory link. 3. Click on All Inventory Locations.

1. Click on New button in Inventory Locations applet.

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2. Enter the name as TMPC-PARTS -ACCESSORIES followed by the Warehouse Name 3. Click in the Type field and select Type as Warehouse. 4. Click in the Ownership field and select Owned. 5. Also Select the Product Type to Spare Part 6. Click on select button in Inventory Location Team field. A pick applet is displaying inventory Location Team users appears. 7. Click on New button. A Pick applet with all the Employee names is displayed. 8. Query for the Position *DPE* in the pop up applet. 9. Click on Add button to add the employees with DPE position.

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10. Click on Ok button to close the Pick Applet. The employees you have added will be present in the Inventory Location Team. 11. Save < CTRL + S > 12. The Inventory Name appears as a hyperlink.

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3.2 Associate Parts

1. Click on Inventory Screen 2. Select PDQ: All Warehouse Inventory Locations 3. Query for the Warehouse you have created.

4. Step off the record to save, or press < CTRL + S >

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3.3 Browse the Part Master

1. Click on the Sitemap button. 2. Click on Part Browser.

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3. Enter the name of the Inventory Location in the Inventory Location field and click on Go.

4. Corresponding details will be seen in the Inventory Level applet. 5. View the stock.
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3.4 Cycle Counts

At times you find actual physical stock is not same as your stock shown in the application. To get the actual picture of the inventory in the system, it is a regular process to check this difference and keep both the stocks in line. Lets see how in Siebel we can adjust the stock..
INTRODUCTION:

Steps:
1. Login with DPM Id. 2. Go to the Sitemap screen 3. Click on Inventory. 4. Click on All Inventory Locations. 5. Select the name of the Inventory locations [e.g : this can be your Warehouse] for which you need to carry the cycle count. 6. From the options available below, Inventory Screen tab, Select Cycle Count option.

7. Fill in the Count Basis for the parts to carry on the cycle count. i.e. whether the Cycle count basis is ABC (based on Inventory Currency value) or XYZ (based on Consumption rate i.e. fast moving parts or slow moving parts)
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8. Fill in the Frequency, Period A/X, Period B/Y, Period C/Z. a. Frequency: It decides the number of phases the cycle count needs to be completed. b. Period A/X: It decides after how many number of days the cycle count needs to be completed. For Example: Suppose my Count Basis is ABC and if the Frequency is 1 and the Period A/X is 30, this means the cycle count for all A category of parts has to be done in every once in a month, and this cycle count has to be completed in one go. Had the Frequency been 3, then that means in every 30days, the part count needs to be completed in 3 phases. 9. Select the start date and end date for which you need to perform the cycle count. 10. Click Generate Counts button 11. Scroll Down and click on the Open hyperlink. Appearing under the Cycle Count List Applet. 12. After clicking on the Open Hyperlink the screen changes to Cycle Count Screen and it shows the active part list view. In this Part List list applet view, under the count column the actual number of parts physically present in the Inventory needs to be filled in for each every part appearing in this list applet.

13. Click on the Variance view tab.

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14. In this list applet check the Original (Numbers as per Siebel system), Count (Actual and physical count which is physically present now in that particular inventory location), and Variance (the difference between the Count and Original i.e. Variance = Count - Original)

3.5 Inventory Adjustment

15. Select the parts, which need to be adjusted for the variances. To select all the parts in this list applet click on Ctrl + A,Click on Adjust button. 16. Scroll down and go to the Inventory Transaction view. If this view is not present then from then from the drop down menu select the Inventory Transaction, this section of the screen now changes to Inventory transactions. This screen will show to the transaction date and time, transaction #, Source inventory and Destination inventory, and the Quantity in the destination inventory. To validate this transaction check the Commit check box and Save. Note: Unless you check this Commit check box, there will not be any adjustment done in the system inventory even though you have pressed the Adjust button.

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17. In this Inventory Transaction screen click on the Destination Location hyperlink 18. Click on the Product Inventory view tab. 19. Query for the Part Number against which the adjustment and commit has been ticked. 20. Click on GO button 21. Scroll down to the Inventory Level screen and see the quantity, which has now been changed from initial quantity to the adjusted quantity.

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4
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Exceptions Accessories Parts

This chapter will demonstrate you how to handle different situations in Accessories module in the application.

The Situation: Perfect Auto Parts, a workshop had purchased 10 G/KIT OIL SUMP from you a few days back. Now the customer wants to return few of them and place order of some new parts. Being an old customer of yours, you accept the parts that are returned by them.

In this situation, you will explore the following: 1. Return Order 2. Process Return 3. Receiving in Inventory

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4.1.1 Create Return Order

1. Click Order Screen tab. 2. Click on the Drop down arrow in the Show window and change the view from OTC Sales to All Return Orders.

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3. Click New Button. It will display a new record. 4. Click on the Select Button in the Account field. 5. It will open an applet. Select the appropriate Account, which is associated with this order from the list, and click OK. 6. Change the toggle from Return order to Return Order Details. 7. Click on the Select Button in the Invoice Number field.

8. It will open an applet. Select the appropriate Invoice for which parts needs to be returned. Make this Invoice as Primary by putting the Flag on(tick). Now click OK.
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9. Save (Ctrl+S).

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4.1.2 Add parts in Return Order

1. Click Copy from Invoice Button. 2. It will display the Part Details (such as Part no, Qty, etc) under Return Order Parts View tab.
Note: The Copy from Invoice button will display all the parts in the invoice that you have selected along with the price and the invoiced quantity. For certain parts, if only Process Shipment has been done and they are not Invoiced, then in Order screen under Parts view just change the part Status from Shipped to Cancelled and click on the Return Part button. This simplifies the return order process as the Return Order is not required in this case.

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4.1.3 Receive Return Order

1. Click on Site Map. 2. Click on All Pending Orders.
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3. Query for the Return Order no. in Order # field. 4. Click on Return Order hyperlink.

5. Under Received Line Items applet click New. 6. Enter all the relevant details such as Qty, Status, Condition, Location, etc. by clicking the Drop down Button and Select Button in the respective fields. 7. Save (Ctrl+S). As soon as the data is saved Received Qty gets updated. 8. Click Process Receipt Button.

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Note: The Return Order is received in the same manner as Purchase Order.

You can enter the condition of the part while receiving the Return Order. E.g the condition can be mentioned as Damaged if the customer has returned the parts because it was damaged. The Location for the part can be selected if the Part is associated in Product Inventory for that location.
The Situation: You own 2 warehouses, one at Kharghar and another at Tardeo. One of your customers has placed an order of 100 ASSY CAP. When you inspected Khraghar warehouse, you found that this much stock is not available in it, but you can always demand it from Tardeo. You want to transfer the Accessories parts from Tardeo warehouse in Kharghar.

In this exercise you will explore the following: 1. Internal Order 2. Fulfilling Internal Order 3. Receiving the Internal Order

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4.2.1 Create Internal Order

1. Click on Order screen.
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2. Click on All Internal Orders.

3. Click on New button in Internal Orders applet. A new record having an Order # will be generated. 4. Click in the Account field. Select the Account from the Pick applet. 5. Save the record. < CTRL + S >

6. Click on select button in Source Inventory Location field. 7. Select the warehouse from where you want to transfer the stock [ e.g : Tardeo Warehouse in the above example] and click on OK button.

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8. Click on select button in Destination Inventory Location field. 9. Select the warehouse where you want to have the transfered the stock [ e.g : Kharghar Warehouse in the above example] and click on OK button. 10. Scroll down and Click on New button . 11. Click in Part # field. 12. Click on select button in Part # field. 13. Select the required part to order and click on OK button. 14. Click in Qty field and enter the required quantity. 15. Save the record. < CTRL + S > 16. Repeat Steps 10 to 15 if more parts are to be added.

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4.2.2 Transfer the Stock

1. Click on Order Screen and Select the view in Show drop down box as All Internal Orders 2. Select the required Internal Order.

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3. Click on Fulfill All button to locate the required parts from the warehouse and generate the pick ticket. 4. Press [Alt+Enter] keys to refresh the Actions view tab. 5. Click on Pick Ticket Hyperlink in Actions Applet.

6. Click on Pick / Pick All. [This process is same as done in OTC sales] 7. Change Picked Quantity if required. 8. Save the record. < CTRL + S > 9. Click on Process Shipment in the Pick Ticket applet.
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4.2.3 Receiving the Internal Order

1. Click on Sitemap button. 2. Click on Receiving screen. 3. Click on All Pending Orders - Internal 4. Click on Query button in Pending Internal Orders applet. 5. Enter the Internal Order number in the Order # field. 6. Click on Go button.

7. Click on Internal Order Hyperlink.

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8. Select the part detail line item that you wish to receive in Line Items applet. 9. Click on New button in Received Line Item applet.

10. Enter details such as Qty, Status , Condition , Location , Part #. 11. Save the record. 12. Repeat steps 8 to 11 to receive remaining parts.

13. Click on Process Receipt in Receive Internal Order applet.

Note: The Status of the part should be selected On Hand while receiving.
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4.3 Direct OTC Sales Order- Locating Parts Manually

The Situation: Your customer from Bharat Workshop has ordered some parts. You have created OTC Sales Order for him with required quantities. When you were fulfilling the order, you found that all the parts are not reserved for the customer. In this case, you will have to look for the parts, which demand could not be fulfilled. Lets see how in application, you can locate and reserve the parts yourself

In the above situation, the customer account exists in your system. In this case you will create an OTC sales order directly. Since all the parts could not be fulfilled, you will locate and Allocate the parts manually for the customer. 1. Click on Order Screen Tab. 2. Select OTC Sales Order from the Show drop down box. 3. Click on New Button. 4. Click on the Hyperlink of Order #. 5. Follow the steps as given earlier to enter the Order Details and add the parts. 6. Click on Fulfill All button. Click on Query then Go.

If the actions tab does not show any actions, follow the steps below: 7. Click on Parts Locator View Tab.
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8. Under Parts View Tab, Click Locate or Locate All Button. This will locate the parts from the selected inventory location. 9. Click on Allocate or Allocate All. This will reserve the stock for the order. 10. Scroll up, and click on Generate Pick Ticket Button. 11. Click on Actions Applet. 12. Click on the hyperlink of Pick Ticket #. 13. Follow the steps as explained earlier for Pick the parts and Process Shipment.
NOTE: After clicking on Allocate buttons, it allows to change the allocated quantity. If the quantity is not entered, the Order Quantity will be allocated for the Order.

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4.4 De-allocate the Parts

The Situation: A customer from Modern Workshop has walked in to buy TOP Rings 2 nos. When you fulfilled the order, and about to pick the parts from the warehouse, customer changed his mind and asked for some other part. But you have reserved the stock of TOP Rings for the customer.

This situation how to cancel the reserved stock before Process Shipment of the parts 1. Search the OTC sales Order. 2. In the Actions Applet, the inventory transactions such as Allocate is generated after Fulfill All or manual allocation of the parts. 3. Select the part you want to de-allocate in the parts details view. [Top Rings in the above example] 4. Click on the Menu button of the Actions view tab.

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5. Select the option De-allocate 6. This will remove the reserved quantity of that part. 7. You can enter another part in the order as required by the customer.

NOTE: The de-allocation will take place only when the Process shipment has not taken place. After Process shipment, you will have to Receive the part by Return Order.

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4.5 Receiving Alternate Part in PO

The Situation: You had placed an Order to TM a few months back. You have received the shipment today and you find that the part shipped is different than an ordered part but is a substitute. How will you receive the shipment?

This will show how to receive an Alternate Part in for the Purchase Order 1. Click on Receiving Screen 2. Select the Purchase Order you want to receive. 3. Select the Part that you want to update the line item
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4. In the Receiving Line item details, click on the Part No field and change it to the substitute part no. you have received. 5. Follow the same steps as given in the Receiving Purchase Order to complete the receiving.

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4.6 Delivery Challan

The Situation: A person from Golden Chemical Company Company company arrives in the dealership, and asks for ASSY.CAP in 5 Nos. Since you have old relationship with them, you deliver the parts. The Invoice will be settled for them on a monthly basis.

When the parts are to be shipped out of your premises, without generating an Invoice, delivery Challan can be used. 1. Create OTC Sales Order, Add Parts and Fulfill as given in the earlier steps. 2. Drill down on the Pick Ticket # hyperlink, it takes you to the Shipment screen 3. Click on My reports icon and select Delivery Challan report 4. This document can be printed and given to the customer instead of Invoice 5. Invoice can be generated later on for that OTC Sales Order. 6. For each line item of the Part, there is an Invoice Flag. Uncheck the Invoice Flag for the parts you do not want to invoice. Then Generate Parts Invoice.

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