Requesting & Issuing Parts

Requesting & Issuing Parts

Requesting & Issuing Parts

1. Overview

Controlling the cost for equipment repairs requires careful management of the Maintenance, Repair and Operational Spares (MRO) inventory of your business. Globally companies commit up to 8% of their total procurement spent on MRO products/ spares.

A lot of companies struggle to properly manage their MRO spares and these are the typical issues we at Fracttal aim to address:

·By measuring and analysing behaviour and usage trends in the operating and maintenance environments using Fracttal you can predict and optimise the use and consumption of MRO items.

Distinguishing between required, obsolescent and insurance spares and their holding costs enables Maintenance and Procurement teams to establish regular follow-ups on all used spare parts and then accordingly optimize the purchase through Fracttal's warehouse & inventory management modules.

2. The Process

Apart from the necessity and importance of inter-departmental communications between maintenance and procurement, there should be a distinct split of responsibility between engineering/ maintenance and the stores/ warehousing function. This is because these two departments, although intertwined, are responsible for two very different processes within the maintenance cycle. The MRO stores/ warehouse should be the maintenance department's link to procurement as they are responsible for ensuring that there are enough of the right parts available for the maintenance department to carry out their responsibilities without wasting time & resources sitting around waiting for parts.

We should also keep in mind that often times, the request for parts process will differ depending on where it originates from and/ who the requestor is.

Let's look at a typical parts requisition process where the request for parts originates from the maintenance department:
©EAMS Global, 2018

If we look at the process, you'll note that it follows a very basic yet logical workflow and is based on the typical business rules applied when setting up your Fracttal CMMS. Discussed in a bit more detail in the sections below.

2.1 Creating Parts Requests on Work Orders

Adding parts to work orders is how you generate the parts requisitions in Fracttal that pushes through to the warehouse that you selected the part from. This article will cover parts being added to unplanned work orders, please check out {planned maintenance} articles and videos to learn how to add parts to planned events/ scheduled maintenance.

Whenever Fracttal triggers a planned/ scheduled maintenance event, the parts associated with that will automatically generate the parts requisition at the specified warehouse.

Adding parts to work orders from must be done from the Kanban:
1. Click on the Edit work order icon to bring up the work order edit window

2. With the edit window open, click on the Resources icon to open up the resources window

3. Now click on the + Add Resourced button to the right of the window and select Inventory from the dorp-down

4. This will bring up your master parts and tools list depending on your user's access rights.

4.1 Advanced Filters: Use the advanced filters built into this window to find the part(s) or tool(s) you need for the job

4.2 Search Bar: if you know the name and/ part number of the item you are looking for, use the search bar to quickly find the item you are looking for

4.3 When you find the item you are looking for, double click on it to open up the resource detail window, which is the last step in adding the required item to the open work order

5. In the new resource window that will come up when you select an item, you need to select the source of the item you selected. Click on the drop-down as shown below, to bring up all the warehouses that has this item is stock with the quantities on hand. It will depend on your user rights weather you will see all or only some of the warehouse locations.

6. Select the warehouse you would like to request the part/ item from and double click on it to add

7. With the source location added, now you need to specify the quantity your require. Do this in the Quantity field. Hit SAVE when done to add

To add additional items to the work order, follow the same steps (3-7) as above but picking a different item each time.
Fracttal will not allow you to request quantities that are over the current stock levels at the source location. You can however add the same item from multiple locations to make up the difference if one warehouse does not have enough in stock to satisfy your needs. Simply add the item with available quantities from the one location (steps 5-7), then follow the same steps but this time requesting it from a different location (step 6)

8. With your item(s) added on the work order, hit the SAVE button top right of the window to save the request, add the resources to the work order and submit the parts request to the specified warehouse(s)

2.2 Procurement 

The full procurement process typically does not take place in your maintenance management system i.e Fracttal in this case. Although there typically needs to be some sort of process that must be followed within the maintenance system to kick off the procurement process in your ERP or other solution. To this end, we cannot cover your internal procurement processes as it really differs from business to business, however in Fracttal you have the ability to raise a Purchase Order (PO). In a lot of instances customers use this as a requisition for materials and submits the raised PO to the procurement department to order the items from the specified vendors, but it really depends on how you want to make use of this feature and your internal procurement processes, rules and procedures.

The best way to ensure alignment between finance, procurement, maintenance and stores is to look at an integration between Fracttal and your ERP solution. If you would like more details on our integration solutions and capabilities, please reach out to us at: | | and one of our friendly consultants will help and guide you to find the right solution that fits your needs.

So let's look at how we raise a PO in Fracttal.

Raising a PO in Fracttal:
1. From the main menu bar on the left, navigate to the Warehouse module. Then double click on the Warehouse you want to raise the PO in.

Purchase Orders in Fracttal are raised from within the warehouse where the parts/ materials needs to be shipped to. You can customise each warehouse with its own folio number prefixes, sequences and suffixes allowing you to distinguish between PO's raised from different warehouses through reporting or if you integrate Fracttal with your ERP. This is done in the General Tab of the Warehouse record in Fracttal.
2. By double clicking on the Warehouse, this will open up thee warehouse record:

2.1 With the warehouse window open, navigate to the Purchase Orders window.

2.2. Apart from being the place where you raise PO's for this warehouse, the PO window also shows all PO's raised at or from this warehouse. if you want to view any of the PO from the list, simply click on the eye icon next to the PO. You'll be able to print the PO using this.

2.3 To add a new PO, click on the +Add button top right of the window which will bring up the New Purchase Order window where you can capture all the details of the items you are procuring

3. Let's look at the New Purchase Order window that will open up when you click +Add as explained above:

3.1 Select the supplier from your suppliers list you are raising this PO against

3.2 Select the Cost Centre associated with this PO

3.3 Specify the expected delivery date of the ordered items

3.4 Provide a reference number for this PO. Typically the supplier's estimate/ quote reference number or in some cases if PO was raised to match a PO from the procurement department use this field to record that PO's reference number

3.5 Pick a priority level from the drop-down i,e, High, Medium, Low etc.

3.6 Conditions in this case refers to the payment terms agreed with your supplier e.g. NET-7, COD, NET-14 etc. Should pull in automatically based on supplier selection and if this has been recorded on the supplier record

3.7 Specify the purchasing currency. This field will default to your system default currency or pull in the currency as specified on the supplier record chosen.

3.8 Any additional notes or comments you would like to record on this PO

3.9 Click on the +Add item button to start adding line items from your master parts list to the PO

4. Clicking on the +Add item button, brings up an add item window for you to select the required line item from your parts list. Click on the drop-down to open up the list of available selections

5. The drop-down will open up your stock list

5.1 Use the search by description bar to search for the item you are looking for

5.2 If you are using the online Fracttal app with a tablet, use the search by QR code option to simply scan the QR code of the stock items you are searching for

5.3 When you find the item you are looking for, double click to add to the PO

6. With the item selected, now fill in the quantity required, unit cost and the applicable tax if known. Hit SAVE when done to add the line item to the PO

7. You can add multiple items to the PO by repeating steps 4-6 as many times as is needed. When done, hit SAVE top right to load the PO

If integrated with your ERP solution, the SAVE action typically then submits the PO and line item details to the ERP that received the Fracttal PO as a Purchase Requisition. When a PO is raised in the ERP the status is then synced back down to Fracttal until the items ordered are received. Items are typically received in Fracttal and the "Received" status synced back up to the ERP to close out the PO in the procurement system in order to initiate payment to the vendor

2.3 Picking & Issuing Parts

Picking and issuing is a very important part of any proper stores management procedure. Having the requested parts available when the maintenance team comes to pick them up is just as important as ensuring those parts are stocked at the optimum levels. Having the required parts ready for pick up avoids wasted time and energy and assists in ensuring maintenance operations runs smoothly especially when there is a breakdown.

Picking Parts:
1. From the main menu bar on the left, navigate to the Warehouse module. Then double click on the Warehouse. 

*If your user is only linked to a single warehouse, you will only see the warehouse you are associated with

2. In the warehouse window, navigate to the Material Requisitions sub-menu

Assuming a work order has been raised with resources associated to the warehouse added to it, Fracttal will automatically raise the request for parts with the associated warehouse and it will display in this window

3. Let's look at the requests table

3.1 In this table, click on the bin icon  if you want to cancel the request. You will have to provide a reason for the cancellation/ decline. Clicking on the icon allows you to update the status of the request

3.2 Click on the eye   icon to view the parts request. On the window that opens, print the request by clicking on the Print button top right and use this as your picking slip for the requested parts.

*Check out step 4 of this section on how to print the picking slip for getting the requested parts ready

3.3 This is a system generated id for the request

3.4 The state column indicates the status of the request, Delivered means the parts where delivered/ issued/ picked up against the request. Not delivered means that the request is still open and the parts have not been taken out of stock. 

3.5 This indicates the date the request was raised. Click on the column header to sort the column/ dates in this case by descending or ascending order

3.6 The reference indicates the Work Order number/ reference the parts request is associated with. It is good practice for whoever will be retrieving the parts to present the associated work order either approved by a supervisor/ manager before parts are issued out of the stores.

3.7 This will be the person who takes responsibility for the issued parts, typically the maintenance technician/ artisan retrieving the parts' manager.

4. Printing the picking slip:
Following in step 3.2 above, with the request window open, click on Print top right corner of the window

An information window will pop up informing you that the print settings is dependant on your browser's print settings. Click OK to continue

A print preview window will come up, now select the paper size required and hit the Print button to print the picking slip

Use this to pick the required parts and get them ready by placing them in a cage or ready area for the maintenance staff to come and collect it

Issuing Parts in Fracttal:
Various types of parts movements can be recorded in Fracttal's Warehousing module. The main types are:
  • Issuing against Work Orders
  • Returns to suppliers e.g. wrong parts delivered on PO
  • Part transfers between warehouses
  • Assigning specialised tools to the maintenance team
For this article we will be looking at issuing parts against a requisition that originated from a work order as discussed further up in the article.

1. In the warehouse where the request for parts have been listed, head to the Outgoings/ Issuing window of the warehouse. On this window, click on the +Add button top right

2. A parts issuing window/ form will come up. In this form pick the Type of Movement (in this case we are issuing against a specific work order), select who is Responsible for the parts you are issuing, the Delivery Date (date of issuing/ pick-up) and provide a Reference for this form

Based on your selection of Movement Type, the options on the rest of the form will update to match the type of movement selected e.g. by picking Work Order as the Movement Type, the Reference field will become a drop-down field allowing to select Work Orders with open requisitions against the issuing warehouse. Selecting the Work Order in the Reference drop-down will automatically pull in the line items into the form as well.
So we selected the type of movement as work orders and we selected the work order from the reference field drop-down which automatically pulled in the requested line items and quantities requested. *The Note field will also be automatically populated with a standard system term e.g. Outgoing Document by Work Order, you can leave this note, delete it or add your own.

3. With the line items added to your movement form, you will still need to specify who the Responsible person is that is retrieving the parts you picked. Do this by clicking on the drop-down in the Responsible person field and selecting the staff member from the list

4. Now specify the Cost Centre against which this movement will be recorded, by clicking on the drop-down in the Cost Centre field and selecting from the list.

If the work order selected has already been linked to a cost centre, this should also automatically pull through when the work order is selected

5. At this point you can also amend the line item quantities by clicking on the pencil icon next to each line item e.g if 4 items where requested, but you are issuing 5 you can make that change prior to saving the movement/ stock issuing form

If the movement type selected in Work Order, you will not be able to add additional line items to the issuing form nor change the type of items that will be issued against the work order. If any changes are required to the requested parts, this has to first be done on the work order which in turn will update the request.

6. When you are happy, hit SAVE to post this movement and the system will automatically subtract the quantities from your current stock on hand and issue it against the associated work order

7. It should also be noted that the system will not allow you to issue parts if the quantities you are issuing exceeds what you have in stock. You would then first have to make a stock adjustment and update your quantities on hand. However if you are issuing stock that you don't have, further investigation should be made as to the reason for this and often time a stock take is required to ensure what is recorded in the system corresponds with what you physically have in stock.

8. Once you have saved/ posted the form, it will come up in the list of movements. You can look at each movement, by clicking on the eye icon next to each record. This will also allow you to print the movement/ document if you want

With the document open, click Print top right to print the document for filing if required.

{More content to follow}

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