Spares Process Updated

8/8/2019 Spares Process Updated

1/109

1CRM & DMS Project

Spare Part Process


2/109

2CRM & DMS Project

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


3/109

3CRM & DMS Project

Dealership Hierarchy - Spares Department

Dealer Owner

General Manager Spares

Parts Manager

Spare Part Executive Spare Part Executive Spare Part Executive


4/109

4CRM & DMS Project

Go to Order

Screen tab.

Query for Jobcard No.


5/109

5CRM & DMS Project

Click on Job Card

Parts view.


6/109

6CRM & DMS Project

Click on New

button, to

add parts.

Click on Fulfill Allbutton.

Click on Pick Ticket

hyperlink.


7/109

7CRM & DMS Project

Click on Pick

All button.

Click on Process

Shipment button.


8/109

8CRM & DMS Project

Click on Parts Entry

Complete.


9/109

9CRM & DMS Project

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


10/109

10CRM & DMS Project

Parts Sales - OTC


11/109

11CRM & DMS Project

2.Enter Account name.

1. Go to Accounts Screen.

Account Creation


12/109

12CRM & DMS Project

3. Click on New button.

4. In the message

displayed , click onCancel button, to

create new record

Account Creation


13/109

13CRM & DMS Project

5. Enter Account

details like name,

address, main phone

no.

Account Creation


14/109

14CRM & DMS Project

6. Click on Account

Name Hyperlink.

Quote Creation


15/109

15CRM & DMS Project

7. Click on Quotes view tab.8. Click on New

button.

9.Click on Quote no. hyperlink.

Quote Creation


16/109

16CRM & DMS Project

10. Click on New

button.

11.Add required parts.

12.Click on Reports buttonand select TM Quote

option.

Quote Creation


17/109

17CRM & DMS Project

13. Click on Order

option.

OTC Order Creation


18/109

18CRM & DMS Project

14. Click on

Order button.

15.Click on Order# hyperlink.

OTC Order Creation


19/109

19CRM & DMS Project

16.Click on Fulfill All button.

OTC Order


20/109

20CRM & DMS Project

17.Click on Pick Ticket

hyperlink.

OTC Order


21/109

21CRM & DMS Project

18. Click on Pick All button.

19. Click on Process

Shipment button.


22/109

22CRM & DMS Project

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


23/109

23CRM & DMS Project

23. Go to Reports button , select option

CVBU-Spares Invoice-VAT.

OTC Invoice Creation


24/109

24CRM & DMS Project

Payment Receiving


25/109

25CRM & DMS Project

1. In cashier login , goto Order screen tab

2. Select OTC sales

Payment Receiving


26/109

26CRM & DMS Project

3. Query forOrder No.

4. Go to Payments view

tab.

Payment Receiving


27/109

27CRM & DMS Project


Payment Receiving


28/109

28CRM & DMS Project

7. Go to Report button togenerate Receipt print

6. EnterPayment method ,

Type , Amount

Payment Receiving


29/109

29CRM & DMS Project

Payment Settlement


30/109

30CRM & DMS Project

1. Go to OTC invoice view tab.2. Click on invoice No.

hyperlink.

Payment Settlement


31/109

31CRM & DMS Project

3. Click on new button.

Payment Settlement


32/109

32CRM & DMS Project

4. Click on Pick applet

button.

5. Select payment receipt.

6. Click on OK button.

Payment Settlement


33/109

33CRM & DMS Project

7. Click on Save button.

Payment Settlement


34/109

34CRM & DMS Project

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


35/109

35CRM & DMS Project

Internal Order


36/109

36CRM & DMS Project

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.


37/109

37CRM & DMS Project

1. Go to Orders screentab.

2. Select Internal Order


Creation of Internal Order


38/109

38CRM & DMS Project

4. Enter Account , Source Inventory

location , Destination Inventory

Location.

Internal Order Creation


39/109

39CRM & DMS Project

Internal Order Creation

5. Enter part no. and quantity

6. Click on Fulfill All button.

7. Click on Pick Ticket hyperlink


40/109

40CRM & DMS Project

8. Click on Pick all button.

9. Click on Process

Shipment button.


41/109

41CRM & DMS Project

10. Go to Report button,

Take stock transfer challan

report


42/109

42CRM & DMS Project

1. Go to Site Map.

2. Go to Receiving tab.

3. Click on All pending

orders Internal



43/109

43CRM & DMS Project


4. Query forOrder

no.

5. Click on Internal

Order hyperlink.


44/109

44CRM & DMS Project


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.


45/109

45CRM & DMS Project

8. After receiving all parts ,

Click on Process Receipt.


46/109


47/109

47CRM & DMS Project

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.


48/109

48CRM & DMS Project

Spares Procurement


49/109

49CRM & DMS Project

1. Go to Purchase

Order Screen Tab.


3. Change the toggle fromPurchase orders-Spares

to Purchase Order-Details

Creation of SAPPurchase Order


50/109

50CRM & DMS Project

4. Enter Sold To Party ,

Spares OrderType, Order

Reason, Payment Type.

5.Enter Ship To Account

, Bill To Company,Payer.



51/109

51CRM & DMS Project

6. Click on New button.7.Add required parts &

quantity



52/109

52CRM & DMS Project

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.



53/109

53CRM & DMS Project

Order Receiving


54/109

54CRM & DMS Project

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


55/109

55CRM & DMS Project

6. Select the part in Line Item applet.

7. Check Challan Details.8. Change the Status from In

Transit to On Hand



56/109

56CRM & DMS Project

9. Click on Process Receipt button.



57/109

57CRM & DMS Project

10. Go to Receiving tab.

11. Go to Spares Purchase

Line Item Editable

Committing the transactions to update wt. Avg.


58/109

58CRM & DMS Project

12. Query for order no.



59/109

59CRM & DMS Project

13. Select All records. ( CTRL + A )

14. Go to Edit menu , select

Change record option.



60/109

60CRM & DMS Project

In Field column ,

Select Commit

Flag .

Set value as Y



61/109

61CRM & DMS Project

GRN creation

1. Go to Receiving

screen tab.

2. Go to Spares

Purchase Line Item


62/109

62CRM & DMS Project

GRN Generation

3. Query forOrder

No.


63/109

63CRM & DMS Project

GRN Creation

4. Go to report button ,Select Goods Inwards

Note


64/109

64CRM & DMS Project

VendorOrder


65/109


66/109

66CRM & DMS Project

1. Enter Name

2. Enter Address details

3. Enter main phone4. Select Account Type as Vendor.


67/109

67CRM & DMS Project

VendorOrder Creation

1. Go to Purchase Order screen

2. Select Vendor order option


68/109

68CRM & DMS Project

Vendor order creation

3. Click on New button

4. Click on Pick applet in Vendor field

5. Query for Vendor



69/109

69CRM & DMS Project

VendorOrder creation

7. Click on New button

8. Enter part no. 9. Enter quantity


70/109

70CRM & DMS Project

10. Go to Report button.

11. Select Vendor

Purchase Order


71/109

71CRM & DMS Project

Receiving VendorOrder

1. Go to ReceivingScreen.

2. Go to All Pending Orders PO/RO


72/109

72CRM & DMS Project

3. Query for Vendor order no.

4. Click on purchase order hyperlink.


73/109

73CRM & DMS Project

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


74/109

74CRM & DMS Project

Receiving Vendor order

7. Click on Process Receipt button.


75/109

75CRM & DMS Project

8 Go to Receiving tab.

9. Go to Spares Purchase

Line Item Editable



76/109

76CRM & DMS Project


10. Query for Order no.

11. Select all records (CTRL + S )


77/109

77CRM & DMS Project

12. Go to Edit option.

13. Select Change Records option.

14. Select Commit Flag field

15. Set value =Y



78/109

78CRM & DMS Project

Local Purchase GRN

1. Go to Receiving Screen

2. Select Local Purchase Line Items GRN


79/109

79CRM & DMS Project

Local Purchase GRN

3. Query for Order no.

4. Go to Reports button.

5. Select Goods Inward

Note Local


80/109

80CRM & DMS Project

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


81/109

81CRM & DMS Project

Inventory Management


82/109

82CRM & DMS Project

1. Enter Inventory Name , type ,

Ownership , Product Type

The Inventory Name should begin with TMCV-PARTS-.


83/109

83CRM & DMS Project

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.


84/109

84CRM & DMS Project

Query for part no.

Parts Browser Spare part browser


85/109

85CRM & DMS Project

Parts Return


86/109

86CRM & DMS Project

Purchase Return Order

1. Go to Purchase Order screen.

2. Go to Purchase Return Orders.


87/109

87CRM & DMS Project


4. Select PurchaseReturn Reason



88/109

88CRM & DMS Project


5. Select vendor . (TM

or local vendor )

6. Select PO ref No.


89/109

89CRM & DMS Project


7. Click on pick Applet to

select Part no.


90/109

90CRM & DMS Project


10. Select part no.


91/109

91CRM & DMS Project


11. Click on Fulfill All

Button.

12. Click on Pick Ticket .


92/109

92CRM & DMS Project

Purchase return Order

13. Click on Pick All

14. Click on Process shipment.


93/109

93CRM & DMS Project


15. Go to Report button, select

Purchase Return Note

S l R O d


94/109

94CRM & DMS Project

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


95/109

95CRM & DMS Project

Sales Return Order

4. Select Return

Order Reason

5. Select Invoice no.

S l R t O d


96/109

96CRM & DMS Project

Sales Return Order

6. Query for Invoice No.

S l R t O d


97/109

97CRM & DMS Project

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


98/109

98CRM & DMS Project

Sales Return Order

Invoiced parts are addedin Return order.

9. Change the Quantity

if required.

S l R t O d


99/109

99CRM & DMS Project

Sales Return Order

10. Again change the dropdown from

Return Order Details to Return order.

11. Click on hyperlink ofOrder No.


100/109

Sales Return Order


101/109

101CRM & DMS Project

Sales Return Order

15. Click on process

Receipt button.

Sales Return Order


102/109


Sales Return Order

16. Take MaterialReturn note


103/109


Return part Procedure with Invoice Cancellation

Return Part procedure


104/109


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


105/109


OTC Invoice cancellation

6. Click on invoice no.hyperlink.

OTC Invoice Cancellation


106/109


OTC Invoice Cancellation

7. Enter Cancellation Reason.

8. Change the status from

New to cancelled.

Part Cancellation


107/109


Part Cancellation

9. Change the status

of part from Shipped

to cancelled

Save with (CTRL + S )

Parts Return Procedure


108/109



One Inventory transaction is generated withthe type as Receive TP



109/109


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.

Documents

Spares Process Updated