spares process updated
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8/8/2019 Spares Process Updated
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Spare Part Process
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Spares Module - Process
Physical Process
Application Process
Customer
Walks inGive
Quotation
Place Orderas OTC
Deliver
Parts
Issue Pick
Ticket
Invoice
Locate Parts
Allocate Parts
Pick Parts
Ship Parts
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Dealership Hierarchy - Spares Department
Dealer Owner
General Manager Spares
Parts Manager
Spare Part Executive Spare Part Executive Spare Part Executive
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Go to Order
Screen tab.
Query for Jobcard No.
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Click on Job Card
Parts view.
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Click on New
button, to
add parts.
Click on Fulfill Allbutton.
Click on Pick Ticket
hyperlink.
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Click on Pick
All button.
Click on Process
Shipment button.
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Click on Parts Entry
Complete.
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Select the PartsSelect the Parts
Select the Job CardSelect the Job Card
Process Shipment for PartsProcess Shipment for Parts
Once process shipment is done, the status of the parts becomes
shipped. If only some of the parts required are shipped then the
status becomes Partially shipped
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Parts Sales - OTC
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2.Enter Account name.
1. Go to Accounts Screen.
Account Creation
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3. Click on New button.
4. In the message
displayed , click onCancel button, to
create new record
Account Creation
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5. Enter Account
details like name,
address, main phone
no.
Account Creation
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6. Click on Account
Name Hyperlink.
Quote Creation
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7. Click on Quotes view tab.8. Click on New
button.
9.Click on Quote no. hyperlink.
Quote Creation
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10. Click on New
button.
11.Add required parts.
12.Click on Reports buttonand select TM Quote
option.
Quote Creation
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13. Click on Order
option.
OTC Order Creation
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14. Click on
Order button.
15.Click on Order# hyperlink.
OTC Order Creation
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16.Click on Fulfill All button.
OTC Order
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17.Click on Pick Ticket
hyperlink.
OTC Order
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18. Click on Pick All button.
19. Click on Process
Shipment button.
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20. Go to OT
CInvoice View.
21. Click on Parts Invoice button.
22. Click on Invoice # hyperlink.
Before generating Invoice , check
Payment Type (CREDIT orCASH)
OTC Invoice Creation
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23. Go to Reports button , select option
CVBU-Spares Invoice-VAT.
OTC Invoice Creation
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Payment Receiving
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1. In cashier login , goto Order screen tab
2. Select OTC sales
Payment Receiving
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3. Query forOrder No.
4. Go to Payments view
tab.
Payment Receiving
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5. Click on New button.
Payment Receiving
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7. Go to Report button togenerate Receipt print
6. EnterPayment method ,
Type , Amount
Payment Receiving
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Payment Settlement
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1. Go to OTC invoice view tab.2. Click on invoice No.
hyperlink.
Payment Settlement
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3. Click on new button.
Payment Settlement
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4. Click on Pick applet
button.
5. Select payment receipt.
6. Click on OK button.
Payment Settlement
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7. Click on Save button.
Payment Settlement
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We have seen..
Creation of Account
Quote Creation
Adding parts in Quotation
Creating OTC order from the quote given,
Fulfill , Pick and shipment of parts
Creation ofOT
C invoice Payment receiving
Payment Settlement
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Internal Order
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Scenario
Internal Order is created when parts are to be transferred from one division
to other division of same Dealer organization. The process is divided into 2 steps :
Creation of Internal order
Receiving Internal Order
The Internal Order is created by the division which is transferring the parts
The order is received by the division where parts are to be transferred.
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1. Go to Orders screentab.
2. Select Internal Order
3. Click on New button.
Creation of Internal Order
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4. Enter Account , Source Inventory
location , Destination Inventory
Location.
Internal Order Creation
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Internal Order Creation
5. Enter part no. and quantity
6. Click on Fulfill All button.
7. Click on Pick Ticket hyperlink
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8. Click on Pick all button.
9. Click on Process
Shipment button.
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10. Go to Report button,
Take stock transfer challan
report
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1. Go to Site Map.
2. Go to Receiving tab.
3. Click on All pending
orders Internal
Receiving Internal Order
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Receiving Internal Order
4. Query forOrder
no.
5. Click on Internal
Order hyperlink.
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Receiving Internal Order
6. Select part no. in Line Items
7. Click on New button in Received Line
Item .
Repeat same process for all parts in Line Item.
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8. After receiving all parts ,
Click on Process Receipt.
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We have seen
Creation of Internal Order
Adding parts to be transferred
Fulfill , pick and Shipment of parts
Generating Stock Transfer Challan
Searching the Internal Order to receive
Receiving the parts into inventory
Process Receipt
Generating Internal GRN.
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Spares Procurement
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1. Go to Purchase
Order Screen Tab.
2. Click on New button.
3. Change the toggle fromPurchase orders-Spares
to Purchase Order-Details
Creation of SAPPurchase Order
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4. Enter Sold To Party ,
Spares OrderType, Order
Reason, Payment Type.
5.Enter Ship To Account
, Bill To Company,Payer.
Creation of SAPPurchase Order
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6. Click on New button.7.Add required parts &
quantity
Creation of SAPPurchase Order
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8. Click on Place Order
button.
After clicking on Place Order button, Order Status changes from Pending Approval to
Order Placed, and SAP Order # is generated.
Creation of SAPPurchase Order
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Order Receiving
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1. Go to Receiving screen tab.2.Select All Pending Orders PO/RO
3.Click on Query button.
4.EnterOrder
no.5. Click on Purchase
order hyperlink.
Receiving SAPPurchase Order
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6. Select the part in Line Item applet.
7. Check Challan Details.8. Change the Status from In
Transit to On Hand
Receiving SAPPurchase Order
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9. Click on Process Receipt button.
Receiving SAPPurchase Order
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10. Go to Receiving tab.
11. Go to Spares Purchase
Line Item Editable
Committing the transactions to update wt. Avg.
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12. Query for order no.
Committing the transactions to update wt. Avg.
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13. Select All records. ( CTRL + A )
14. Go to Edit menu , select
Change record option.
Committing the transactions to update wt. Avg.
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In Field column ,
Select Commit
Flag .
Set value as Y
Committing the transactions to update wt. Avg.
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GRN creation
1. Go to Receiving
screen tab.
2. Go to Spares
Purchase Line Item
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GRN Generation
3. Query forOrder
No.
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GRN Creation
4. Go to report button ,Select Goods Inwards
Note
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VendorOrder
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1. Enter Name
2. Enter Address details
3. Enter main phone4. Select Account Type as Vendor.
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VendorOrder Creation
1. Go to Purchase Order screen
2. Select Vendor order option
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Vendor order creation
3. Click on New button
4. Click on Pick applet in Vendor field
5. Query for Vendor
6. Click on OK button.
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VendorOrder creation
7. Click on New button
8. Enter part no. 9. Enter quantity
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10. Go to Report button.
11. Select Vendor
Purchase Order
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Receiving VendorOrder
1. Go to ReceivingScreen.
2. Go to All Pending Orders PO/RO
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3. Query for Vendor order no.
4. Click on purchase order hyperlink.
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Receiving VendorOrder
5. Select part no. in line items
6.Enter all the details.
Repeat these steps for all the parts in Line Items applet
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Receiving Vendor order
7. Click on Process Receipt button.
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8 Go to Receiving tab.
9. Go to Spares Purchase
Line Item Editable
Committing the transactions to update wt. Avg.
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Committing the transactions to update wt. Avg.
10. Query for Order no.
11. Select all records (CTRL + S )
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12. Go to Edit option.
13. Select Change Records option.
14. Select Commit Flag field
15. Set value =Y
16. Click on OK button.
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Local Purchase GRN
1. Go to Receiving Screen
2. Select Local Purchase Line Items GRN
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Local Purchase GRN
3. Query for Order no.
4. Go to Reports button.
5. Select Goods Inward
Note Local
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We have seen.
Creation of SAPPurchase order
Adding part details Placing an Order.
TakingOrder detail report.
Searching the order to receive.
Receiving parts into inventory
Process Receipt.
Committing the transactions
GRN generation
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Inventory Management
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1. Enter Inventory Name , type ,
Ownership , Product Type
The Inventory Name should begin with TMCV-PARTS-.
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Query for RequiredPart No.
Part Browser - All Parts
All parts view gives the details of queried part. The details available are Price ,
available quantity , location , alternate part available ,etc.
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Query for part no.
Parts Browser Spare part browser
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Parts Return
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Purchase Return Order
1. Go to Purchase Order screen.
2. Go to Purchase Return Orders.
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Purchase Return Order
4. Select PurchaseReturn Reason
3. Click on New button.
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Purchase Return Order
5. Select vendor . (TM
or local vendor )
6. Select PO ref No.
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Purchase Return Order
7. Click on pick Applet to
select Part no.
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Purchase Return Order
10. Select part no.
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Purchase Return Order
11. Click on Fulfill All
Button.
12. Click on Pick Ticket .
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Purchase return Order
13. Click on Pick All
14. Click on Process shipment.
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Purchase Return Order
15. Go to Report button, select
Purchase Return Note
S l R O d
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Sales Return Order
1. Go to Order
screen tab.
2. Select Return Order option.
3. Click on New
button.
S l R t O d
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Sales Return Order
4. Select Return
Order Reason
5. Select Invoice no.
S l R t O d
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Sales Return Order
6. Query for Invoice No.
S l R t O d
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Sales Return Order
7. Change the dropdown from
Return Order to Return Order
Details.8. Click on Copy from Invoice.
S l R t O d
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Sales Return Order
Invoiced parts are addedin Return order.
9. Change the Quantity
if required.
S l R t O d
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Sales Return Order
10. Again change the dropdown from
Return Order Details to Return order.
11. Click on hyperlink ofOrder No.
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Sales Return Order
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Sales Return Order
15. Click on process
Receipt button.
Sales Return Order
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Sales Return Order
16. Take MaterialReturn note
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Return part Procedure with Invoice Cancellation
Return Part procedure
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Return Part procedure
1. Go to order Screen tab.
2. Select OTC Sales
3. Click on query button..
4. Query for order no.
5. Go to OTC invoice view tab.
OTC Invoice cancellation
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OTC Invoice cancellation
6. Click on invoice no.hyperlink.
OTC Invoice Cancellation
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OTC Invoice Cancellation
7. Enter Cancellation Reason.
8. Change the status from
New to cancelled.
Part Cancellation
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Part Cancellation
9. Change the status
of part from Shipped
to cancelled
Save with (CTRL + S )
Parts Return Procedure
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Parts Return Procedure
One Inventory transaction is generated withthe type as Receive TP
Parts Return Procedure
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Parts Return Procedure
In case of partial return ( i.e. shipped qty is 5 , customer wants to return 3
qty) , first receive complete quantity back in stock using the Return partprocedure (as explained earlier in PPT ).
then follow normal parts issue process to re-issue the modified quantity.
Then go to OTC invoice , and generate new Invoice.
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