Exercise 29: Depot Orders
In this exercise you will:
• Create a Depot Order
• Ship out a replacement item to end user
• Create repair parts list and corresponding material order
• Record repair labor using Call Labor Recording
• Record repair material using Call Parts Recording
• Restock the repaired item
• Update the Service Type of the Depot Order
• Invoice the Depot Order
Prior to beginning this exercise, make sure the following settings are found in Material Order Control (11.11.24):
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Field
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Value
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Ship Immediately
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Yes
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Consume Shipped Lines
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Yes
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Internal Customer
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10INTCUS
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Confirmed Orders
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Yes
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Create Depot Order
A depot order can only be created after a repair call has been generated.
1 Create a call in Call Maintenance (11.1.1.1) for the item/serial number combination created in Exercise 11, with the following attributes.
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Field
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Value
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Serial Number
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Your initials
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Item Number
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01010
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Work Code
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4002
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Description
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Customer wants replacement unit sent
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Severity
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A
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Type
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Defect
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Assigned
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10-ENG01
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Prob/Skill
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ELEC
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Accept default values, verify that the site is 10-100.
Note the Call ID ______________________.
2 Go to Depot Order Maintenance (11.1.2.1) and select the call ID created in step 1.
3 At line 1, indicate that the end user wants a replacement unit by selecting Repair Type Replace.
4 Accept default Service Type.
5 Click Yes in the field Receive in order to record the receipt of the end user’s item so that it can be repaired.
Note: Normally, the receipt would be done at a later date and not part of the depot order creation, but for training purposes, we’ll go ahead and receive the part now.
6 Accept Item Receipt default values.
Note: The Item Receipt/Shipment frame appears and is populated with the item receipt you just recorded.
Note: When you return to the Item Selection frame, a second line has already been created. This was created automatically by the system and is for the actual replacement item that will be sent to the customer. Verify that the Estimated Cost field is set to 0.00, as this repair will be covered by Warranty, as agreed upon earlier with the end user.
7 Click the Back button twice to navigate to the depot order trailer.
The Line Total defaults to zero.
8 Complete the order.
9 Go to the Depot Order Collection and select the call/order just created. Go to the Material Order tab; a material order is created for the depot order.
How did that happen? (Hint: it is related to the Repair Type of the depot order line)
Replacement Item Shipment to the End User
1 Go to Material Order Shipments (11.11.6) and ship the material order created above, be sure to leave the serial number blank.
This material order was created in order to relieve inventory of the replacement item that will be shipped to the end user in the next step. Shipments of depot order replacement items are treated as a memo item activity, not an inventory activity, and the material order is the mechanism used to relieve inventory of the item that is to be shipped.
2 Go to Sales Order Shipments (7.9.15) and enter in the Depot Order Call ID.
3 Ship the depot order line. Note that it is line 2.
There is no line 1 to ship on this depot order. Line 1 of the Depot Order refers to the item that the end user is returning for repair; line 2 refers to the replacement item being shipped to the end user.
4 Return to the Depot Order Collection and select the Depot Inventory Tracking tab.
What are the transactions that are recorded there? Where did they come from?
Invoice the Replacement Shipment
1 Go to Invoice Post and Print and select the depot order ID.
2 Select Print GL Detail.
3 Post and then print the invoice.
Call Labor Recording
Assume that the engineer has completed the repair of the item, using stock he had on-hand. Begin by recording his labor and then proceed to recording the consumption of the repair items used. Labor can be recorded in CAR, which we have done in previous activities, or it can be recorded in Call Labor Recording.
1 Go to Call Labor Recording (11.1.1.17) and enter engineer ID 10-ENG01. Leave both the Date Driven and Assigned fields blank
a Enter Call/Depot Order ID. Set the Line field to 1.
b Answer Yes to Explode Routing.
2 In the Labor Detail Section, select Setup as the standard operation and accept the default duration value.
Where did that value come from? (Hint: It is related to the Service Item Structure)
3 Change the start time to be 10:00. What happens to the End Time? It is automatically updated using the start time plus duration.
4 Change the start time for the repair activity so that there is not an overlapping interval with the time recorded for the Setup activity.
5 Accept the default values for Work Code and Service Category.
6 Answer Yes to the prompt, Is all information correct?
7 Direct the output to page.
The output displays the value of the labor being recorded by that engineer against the depot order. The ID field is the Report ID that is normally created in Call Activity Recording. Since Call Labor Recording updates CAR, we create the Report ID as part of this function.
Call Parts Recording
Record the consumption of the parts that the engineer used to repair the item. If the engineer didn’t have these items on-hand, we could have created a Parts List for them, which would have resulted in the automatic creation of a material order.
1 Go to Call Parts Recording (11.1.1.19).
2 Enter the call ID and line 1. Set Explode BOM to No.
Note: Item 01010 appears because we issued and consumed it earlier as part of the material order shipments process completed in a prior step.
3 Enter the following data:
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Field
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Value
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Op
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20
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Item
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60002
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Qty Req
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1
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Qty Ret
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0
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Lot/Serial
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<blank>
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Det
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Yes
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Verify that the item is to be issued from site 10-100, location 191.
4 Repeat the same for item 60003. Use the same operation and same quantities.
5 Click the Back button to enter the Fault Codes field.
This is where you can enter data associated with the failure of the item. It is an optional step that we will skip.
6 Click Back and return to menu.
Depot Item Restock
It is now time for the engineer to record the receipt of the repaired item back into the spare parts inventory. Prior to executing the Depot Item Restock function, the status of the Depot Order Line must be set to Complete
1 Return to Depot Order Maintenance (11.1.2.1) and enter the correct ID
Alternatively, you can access this via the Depot Order Collection—just find the correct call ID, right-click, and select Depot Order Maintenance—the system will automatically fill in the data from the call.
2 Continue on to line 1 and change the status to Complete.
Note: If you receive an error that the Status cannot be changed because there are no invoiceable reports, simply go to CAR and verify that the reports are there; then return to Depot Maintenance and update the Status.
3 From the Depot Order Collection, find the call ID in the top browse, select line 1 and right-click, select Depot Item Restock.
4 Call ID, Line number, Item ID, and Site are all filled in automatically. Click the Next button to bring up the Restock screen.
Accept the default values.
5 Answer Yes to, Is All Information Correct?
The repaired item has now been returned to inventory.
Closing and Invoicing the Depot Order
Since all of the repair activity has been recorded against the order, it is time for the CSR to update the order status to Closed and identify the order as available to invoice. Since we already invoiced the end user for the replacement item, the purpose of this invoicing process is to properly close out the repair work order and charge the repair related expenses to the correct general ledger accounts. The GL accounts are those associated with the service type (warranty type or contract type) of the order.
1 From the Depot Order Collection, right-click the correct call ID and select Depot Order Maintenance.
2 In the Header frame, set the Status to Complete and the Ready to Invoice field to Yes.
3 After the trailer frame is the expense summary that identifies the repair costs for this order, displayed in the Invoice Sort Categories created earlier in these activities.
4 Go to Invoice Post and Print (7.13.4) and post the invoice.
5 Return to Depot Order Maintenance (11.1.2.1) and set the order status to Closed.