Understanding Filling Backordered Workorders
This feature allows the system to automatically fill orders for backordered parts billed on work orders. The system does this in two ways. It fills the order when you receive the parts, or it transfers on-hand quantities from another location.
Note: To use this feature, complete and bill the service work order through the Serialized Order Entry window.
Received Parts
When you receive the backordered parts, the system fills as much of the order as it can and notifies you. It works like this:
You create a P/O for the backordered parts.
You receive the P/O through the Purchase Order Entry window, and then use the [G] Flush Backorders function in the (TR) Order Entry Reports screen to fill the backorder.
Next, the system either fills the backorder completely or partially.
If the backorder is completely filled, the system either reopens the call or keeps it closed, depending on how you set the On Flushes, Only Print All Shipped parameter in the (LF1) Purchase Order Flushing Parameters screen. It also prints the pick ticket and work order and displays the reopened call in the Machine Monitor window. When the system reopens the call, the Flushed Item From Backorder Workorder message displays in the first line of the Machine Monitor window. When this line displays, you know that a backorder has been filled. You can then deliver the part and complete the call. The second line shows the item number and company for the backordered item, the date it was flushed, and the quantity ordered and shipped.
If the backorder is only partially filled, the system either reopens the call or keeps it closed, depending on how you set the On Flushes, Only Print All Shipped parameter in the (LF1) screen. When the call remains closed, the system displays the Flushed Item From Backorder–Order Partially Filled message in the first line of the call’s text. When this line displays, you know that a backorder has been partially filled. You can then wait for the remaining items to arrive, so that you can reopen the call later.
Automatic Transfer of Parts
To not place a backordered item on a short-buy purchase order when it is on-hand at another location (in another technician’s truck or in-house), you can have the system transfer the item to fill the backorder.
When a backordered item is added to a work order in the Serialized Order Entry window, the system prompts you to transfer it from the location you specify to the receipts file of the tech or location indicated on the ticket. You can then flush the ticket normally. The system either reopens the call or not, depending on how you set the On Flushes, Only Print All Shipped parameter in the (LF1) screen.
Setting Up the Parts Backorder Feature
To begin using this feature, set the following parameters in the (EZ1O) screen:
Check All Tech’s Inventory On Hand Quantities For Backorders: Specify that the system display on-hand quantities for backordered items for all technicians’ inventory locations. Setting this field to Y allows the order-writer the ability to transfer the item from a different inventory location. If transferred, the item goes to the RECEIPTS file. You must also flush your backorders. To use this feature, set this field to Y.
Reopen Calls for Backorders When Flushed: Indicate whether to reopen calls when backordered items are flushed. If you set this field to Y, the text in the Machine Monitor changes from Waiting On Parts to Flushed Item From Backorder. To reopen these calls, set this field to Y.
Reopen Call Code: Specify the call code to use when the system reopens calls with backordered parts. The code you specify must be set up in the Machine Tools Call Codes tab.
Print Reopened Backorder Calls: Indicate whether to automatically print the call when filling a backorder. To print these calls, type Y.
Printer: Specify the logical name for the printer to use when printing calls with filled backorders.
Next, determine how to set the On Flushes, Only Print All Shipped parameter in the (LF1) screen. Your choices include the following:
Type Y to indicate the call remains closed until all items on backorder are completely filled.
Type S to indicate the call remains closed until the serialized items on backorder are completely filled.
Type N (default) to indicate the call reopens even if a backorder is partially filled.
Note: Since this parameter affects the entire system, we recommend that you set it to S or N.
Tracking Calls that are Waiting on Parts
Once the parameters are set up, you must decide how to complete calls in the Work Orders window. There are additional options for handling incomplete calls.
The first option lets you efficiently track calls that are waiting on backordered parts. You can also make multiple visits on the same call. In addition, you can use the (EZY) screen to print a report that shows all the calls that are in the system and waiting on parts.
The second option can be used to track calls when the technician does not complete the service — insufficient service time was allowed, for example. Both options are described below.
Using the Waiting on Parts Option
When a part is backordered, you complete the call using the Waiting On Parts option in the Work Orders window. At that time, the system automatically creates a record of the service call in the Z-TIMES file. This file stores all the dates and times for the call.
After you select this option, the system automatically reopens the call and displays it on the call monitor with Waiting on Parts as the call’s text. If you use priorities to identify your calls, the system assigns the call a low priority so it appears near the end of your calls in the Machine Monitor. The system also sets the call’s status to Z.
Note: While the system sets the call’s status to Z, to print the information using Report Writer, do not use status Z. Instead, you must use status 3.
The person who closes the call can update the times for the technician’s visit and bill the parts currently on backorder. At this point, you can transfer the item to a different inventory location or treat it as a backordered item processed through the short-buy. The purchasing flow for this item is the same as that used for supply items, with one exception: you can build the order for multiple inventory locations.
Note: The system accumulates the times from all visits to the customer’s site. The customer is billed when you complete and bill the call.
To print a report showing all the calls waiting on parts, use the (EZY) Serial Maintenance Report Selection screen. Select the [H] History action code to print a Maintenance History Report. When the cursor moves to the Incomplete Only field, type Z. (To print the report using Report Writer instead, be sure to use the Z-A-SUPP file.) The system stores this information in the Z-A-SUPP file even after the backorder is filled. This lets you print the part information whenever needed.
Using the Incomplete Job (No Parts) Option
You can use the Incomplete (No Parts) option when a technician cannot complete a call for a reason other than waiting on parts — insufficient time allowed, for example. After you select the Incomplete Job (No Parts) option, the system automatically reopens the call and places it on hold. This option works in much the same way as the Waiting On Parts option with one exception: there are no parts to bill or order. In addition, when you select this status code, the system does not display the Serialized Order Entry window.
The system accumulates all related times, labor, travel, and items added to the pick ticket from all visits to the customer’s site. The customer is billed when you complete and bill the call.
Note: To print the information through Report Writer, select status 4 when using this option.