Manage Part Requirements

You can manage part requirements for service request and service work order document types.

In the Part Requirements page, you can:

• Access the service work order or service request.
• Add required parts.
• Submit mass updates for parts.
• Verify the assigned stocking location assigned by automatic sourcing.
  Note: If a line isn't ordered you can make manual updates and perform automatic sourcing. In this case, the stocking location appears as a link on the Part Requirements search page.
• Review the bill-to customer information in cases where assets needing repair have a different customer paying for the service, like with a lease. The bill-to information defaults from the service request or work order into the field service charges.
• Change the assigned stocking location, if required.
• Place orders for required parts.

To access the Part Requirements pages:

The Part Requirements pages can be accessed from the Part Requirements search page as follows:

• Select Create Part Requirement to open the Parts Requirements header page and create a new part requirement.

• Select Manage Parts to open the Part Requirements detail page and view header information and all part requirements.

To create a new part requirement:

1. Select either the service request, service work order, replenish warehouse, or replenish technician trunk stock as the document type.
   Depending on the document type, you can add details such as the document number, ship-to address type, ship-to address, ship-to customer, destination organization, destination subinventory, asset, and the need by date.

   Fields that Appear on the Create Part Requirements Page for the Selected Document Types

   Part Requirements Field	Service Request Document Type	Service Work Order Document Type	Replenish Warehouse	Replenish Technician Trunk Stock
   Document Type	Yes	Yes	Yes	Yes
   Business Unit	Yes	Yes	Yes	Yes
   Document Number	Yes	Yes	No	No
   Customer	Yes	Yes	No	No
   Ship-to Address Type	No	Yes	Yes	Yes
   Ship-to Customer	Yes	Yes	No	No
   Ship-to Address	Yes	Yes	Yes	Yes
   Bill-to Customer	Yes	No	No	No
   Bill-to Account	Yes	No	No	No
   Bill-to Address	Yes	No	No	No
   Destination Organization	No	Yes	Yes	Yes
   Destination Subinventory	No	Yes	Yes	Yes
   Asset	Yes	Yes	No
   Need By	Yes	Yes	Yes	Yes
   Purchase Order	Yes	No	No	No
   Payment Method	Yes	Yes	No	No
   Credit Card (Appears once Credit Card has been selected as the Payment Method).	Yes	Yes	No	No
   Technician	No	Yes	No	Yes
   Estimate Number	Yes It only appears when an approved estimate exists for the document number and document type.	Yes (appears as an Estimate ). It only appears when an approved estimate exists for the document number and document type.	No	No

   Note: Depending on your setups you might also see an Additional Information region with flexfields related to the part requirement.
2. Select Save and Continue. The Part Requirements page appears. From here, you can:

   • Edit header information.
   • Add, edit, and view part requirement lines.
   • Perform automatic sourcing and manual sourcing for the parts.
   • Copy part requirements from an estimate, if an approved estimate exists for the selected document number and document type.
   • Place orders for the parts, which creates a sales order, purchase requisition, transfer order, or a reservation.
   • Enter payment methods, such as credit card or on account.
   1. To update the header details, select Edit Details. This opens the Part requirements details drawer.
      • Update the fields that appear for the document type, such as customer and address information or the need by date. Select Update to make changes.
      • To return to the Part Requirement details page with no changes, select Cancel.

   2. In the Part lines region, you'll see information such as item, description, quantity, need by, stocking location, status, order, ship-to customer, and actions that you can perform.

      You can navigate to detail pages by selecting links within the line. Select the:

      • Link in the Item column for the part detail.
      • Link in the Order column for the sale order or transfer order detail.

      Note:

      Data security for Transfer Order Details isn’t currently included in the Service product. An administrator must manually grant Field Service Technicians access by adding the Grant on Inventory Organization policy with the Manage Shipment privilege to the Field Service Technician role.

1. 1. For service work orders, the Part Sourcing column shows how a part is sourced. These values are defined in the item master and include:

      • Buy Only: Part isn't stocked and is only purchased when it's needed for a work order. In this case a purchase requisition is automatically created and the part is shipped directly to the customer site or field technician.

      • Inventory then Buy: Part is purchased when it's out of stock and needed for a work order.

      • Inventory Only: Part is sourced from inventory. If an Inventory Only item is out of stock, a transfer order is created as a back order.

      • Null: Works the same as Inventory Only.

      Some things to know about part sourcing:

      • If part requirements have been created, but haven't been ordered you won't see a purchase order number.
      • When part requirements are created, Service Logistics automatically tries to find parts in inventory for Inventory Only and Inventory then Buy items.

      • After you order, the purchase requisitions, transfer orders, and reservations are created and display in the Order column.

      • After a purchase order is created from the requisition, the purchase order number displays instead of the requisition number. You can cancel the requisition until the purchase order is created.
      • Select Delete in the Actions column to delete the following:
        • For transfer orders this action cancels the transfer order.
        • For reservations this action deletes the reservation.
        • For purchase requisitions this action reassigns the purchase order to the user and cancels the purchase requisition.
        Note: You can only do this if a purchase order hasn't already been created.
   2. Select Add Part to add a new part. This opens the Add Part drawer.

      • Update the part details such as item and address information or the need by date.
      • Select Add to return to the Part Requirements details page or Add and New to add another part.
      • To return to the Part Requirements details page with no changes, select Cancel.
   3. To perform a mass update for unordered parts, select the checkbox for the part lines that you'd like to update, then select Submit Mass Update. This opens the Part requirements mass update drawer.
      • Update the information that appear for the document type, such as customer and address information or the need by date. Select Submit to make changes.
      • To return to the Part Requirements details page with no changes, select Cancel.
   4. To create part requirements from an approved estimate, select Copy from Estimate. This is displayed if an approved estimate exists for the document.

      Note: For work orders, select Copy from Estimate from More Actions.

      The part requirement shows the latest approved estimate number and the version in the Estimate Number field within the header. The estimate version might change as new approved versions are created and only appears if there's an approved estimate.

      After you make the selection, Service Logistics will:

      • Fetch the material lines from the estimate and copy the to the part lines.
      • Copy the item, description, and quantity.
      • Copy need by date, destination organization, destination subinventory from the header.
      • Assign automatic sourcing to the stocking location.
      Note: A few considerations:

      • If you select Copy from Estimate more than once, you'll create multiple lines, and might need to delete duplicate lines.
      • If an approved estimate is changed, then the future lines that you copy from the estimate will use the changed estimate.
      • Estimates can have a different customer, account, address, asset, or item than the actual part requirement. If there's a mismatch the part requirement fields take precedence. The estimate should be searched based on only document number and document type.
      • You can verify estimate details in the associated document. For example, if a work order is associated with an approved estimate, you can view the related information in the Charges section of the Work Order Charges page. You can verify estimate details for service requests and RMAs.
   5. Select Submit Order to order selected parts.