Enter Purchase Requisition Lines for External Services

Explanation

A purchase requisition is comprised of a requisition header and one or more requisition lines. Once the header has Planned status, you can create purchase requisition lines.

Requisitions for external repair orders require the selection of the External Service check box in the requisition header, which assigns order code 6 (External Service Order) to the purchase requisition. This selection makes the No Part Requisition Lines tab, used for parts without part numbers, unavailable. All requisitions for external services are, therefore, entered on the Part Requisition Lines tab.

Note: Creating an external repair order from a work order requires the part to be located in inventory before it can be sent out to a supplier for maintenance or repair services. It is, therefore, important that you complete step 5 of the procedure below.

Prerequisites

• The purchase requisition header must have been completed and saved (i.e., have Planned status).
• The part to be sent out for external service must have been converted from purchase part to sales part in the Purchase Part or Supplier for Purchase Part windows.
• The supplier must have been assigned a customer ID in the Supplier or Supplier for Purchase Part windows.
• A default receive case for the supplierpart relationship should have been defined on the Inspection Info tab of the Supplier for Purchase Part window. (Note: You can also specify the applicable receive case later on in the process when you record arrival of the returned service part.)
• The external service types must have been defined on the External Service Types tab of the Procurement Basic Data window.
• A price for each external service type must have been defined on the External Service Prices tab of the Supplier for Purchase Part window.

System Effects

As a result of this activity, a purchase requisition line with Planned status is created.

Windows

Prepare Work Order

Related Window Descriptions

Prepare Work Order
Prepare Work Order/Requisitions
Prepare Work Order/Requisitions/Part Requisition Lines

Procedure

1. Open the Prepare Work Order window and query for the applicable work order number.
2. Click the Requisitions tab and query for the applicable purchase requisition number.
3. Create a new record on the Part Requisition Lines tab.
4. In the Part No field, enter the part number or select it from the List of Values.
5. When you ultimately release the purchase order, the part to be sent out for external service has to be located in inventory. Place the part into inventory, using the Returns tab on the work order.
6. In the Supplier field, the supplier who is defined as the primary supplier of this part appears automatically. You can change the supplier by using the List of Values if several suppliers are defined for the part. If no supplier is connected to the part, right-click, click Supplier for Part, and then enter a supplier for the part.
7. In the Original Quantity field, indicate the number of parts to be sent out for external service.
8. In the Serial No field, enter the serial number of the part to be sent out for external service if it is serial tracked. 
   Note: You can only enter a value in this field if order code 6 (External Service Order) has been selected in the header.
9. In the Lot Batch No field, enter the lot/batch number of the part to be sent out for external service if it is lot/batch tracked. Note: You can only enter a value in this field if order code 6 (External Service Order) has been selected in the header. 
10. In the External Service Type field, enter the applicable service type or select it from the List of Values. 
    Note: You can only enter a value in this field if order code 6 (External Service Order) has been selected in the header. 
11. The full name of the external service type appears automatically in the Service Description field.
12. In the Wanted Receipt Date field, indicate the date by which the repaired, serviced, or exchanged part needs to be received back on site.
13. Save the record.

Optional steps (remember to save your entries):

• Connect prepostings to the purchase requisition line by right-clicking on the line and then clicking Pre Posting. The Pre Posting dialog box appears. Enter the applicable information and then click OK.
• Attach additional information pertaining to the external service for this part by right-clicking on the purchase requisition line and then clicking Notes or Document Text. The Document Text function allows you to include general statements or standard phrases in a purchase requisition when it is printed out. You can link the document text to the header or to each line separately. Notes, unlike document texts, will not be printed on the document. They can be used, for example, as reminders or guidance to other people handling the requisition.