Actual Parts

The Actual Parts section of the Work Order Costs page lists actual parts used for the work order. As actual parts are recorded, appropriate adjustments are made to stock room inventory levels. In addition, this page can be used to rotate serialized parts between stock room and production nodes on the asset tree.

This section of the page will have cost records displayed if estimated parts were defined for the work order. Initially, these records will only have values for estimates; the actual quantity and cost fields will remain blank until updated on this page or through the Complete/Close process, as described below.

Field Definitions

The following fields are displayed for actual parts:

Item # / Name / Location: Item #, name, and location (stock room) as defined in the Inventory module. If the item is designated as out of pocket, it was not retrieved from a stock room.
Bin: The bin associated with the part.
PO#: A purchase order # if applicable.
Estimated Quantity: The estimated quantity needed.
Actual Quantity: The actual quantity used. As actual quantities are entered, inventory levels are reduced based on the quantity listed.
Part Date: The date associated with the part usage.

The current date will populate by default for newly created work order part records. The date the work order was created will typically populate onto part records created from an estimate on a procedure. This date can be modified as needed to more accurately reflect the date of part usage.

This field only displays if configured to do so.
Other Cost: Other costs associated with using this part. Any amount entered is added to the total cost and charge.
Cost: The total cost for the part, based on the rate defined for the selected stock room in the Inventory module. Total cost is determined by multiplying the actual quantity by the rate stored for the item, and then adding any other costs listed.

Cost is based on stock room selected and the cost rule in effect. This cost can be modified for this particular work order, without effecting the cost stored with the item.
Charge: The total charge, based on the charge rate defined for this item in the Inventory module. This rate can be the same as the cost, or it can be defined at a higher charge rate, often based on markup percent.

If both a charge rate and markup percent are defined for the stock room item, the charge rate is used.

Setting Actual Parts Equal to Estimates on Complete/Close Window

Stocked Items, Direct Issue Requests, and Out of Pocket Items

There are three types of items that can be designated as actual parts on work orders: Stocked Items, Direct Issue Requests, and Out of Pocket Items. These types are described in the list below:

Stocked Items: Stocked items are inventory items (parts) that are maintained in a stock room. Inventory is maintained on stocked items, indicating the quantity on-hand (physically available), the quantity reserved, and the quantity available (on-hand less amount reserved). As inventory is reduced below specified reorder points for a given item, the item is flagged for reorder. Stocked items can be added on the Parts section of both the Estimated and Actual Costs pages.
Out of Pocket Items: Items that will be purchased out of pocket can be added as actual parts. Items that are designated as out of pocket do not affect inventory and do not initiate any purchase order activity.
Direct Issue Items: Items that are being requested for purchase specifically for a work order are designated as direct issue. Direct issue items do not affect any inventory retained in a stock room. Instead, the system initiates a purchase order to obtain the specific items. Direct Issue requests should not be added directly onto this Actual Costs page, as this method does not initiate generation of a purchase order for the item. Instead, a request for purchase of an item not maintained in inventory should be initiated in one of the following ways:
1. Add the item as an estimated part on the Costs-Estimates Sub-Tab, using the Stock Room filter to specify that the item will be directly issued. This option generates a request for the direct issue item, prompting appropriate users to create a purchase order for the items.
  
  Once a purchase order has been generated through the Order Items feature or through the Purchase Order module, the item will be listed on the Costs-Purchase Orders tab for the work order.
2. Create a purchase order for the item using the New button on the Costs-Purchase Orders Sub-Tab, ensuring that Directly Issued is specified when adding the line item. Depending on your organization’s Purchase Order Preference settings, the item may automatically be added to the Part section of the Costs – Actual page upon creation of the purchase order.

Add Actual Parts

Click Add.

The Inventory Module lookup opens.
Use the filter and search controls to identify the items you want to add.
Select a stock room from the Stock Room filter on the left.

If the item will be purchased out of pocket, indicate this in the filter. This will ensure that inventory quantities are not affected by this selection.

Direct issue requests should not be added on this Costs page (Actuals Tab). Refer to the section above for more information.
Click the Associated with Asset/Location check box on the left to quickly locate inventory items defined for this asset.
Choose between two options:
- Add a non-Rotating/Serialized part:
  1. Locate the item you want to add.
  2. Click the item you want to add.
    
    The Inventory Items window opens.
  3. Enter the actual quantity, and modify additional information as needed.
    
    Costs and charges are automatically calculated after entering the quantity, based on the rates stored for this part. Entering actual quantity used will update the inventory levels for the item accordingly. The value placed in the Other Cost field is added to the Total Cost and Charge fields. Changes made will only effect this particular actual part record. They will not change the rate associated with the part itself.
    
    Depending on configuration settings at your organization, a Part Date may display. The current date will populate by default, but this date can be modified as needed to more accurately reflect the date of part usage.
- Add a Rotating/Serialized Part:
  1. Follow steps a - c in the non-Rotating/Serialized part procedures above.
  2. Use the Serial # lookup control to retrieve a list of serialized parts (assets) available from the designated stock room.
    
    The selected record will be rotated under the asset associated with this work order. You must specify a serial number to have the record moved to this location.
  3. If a serialized part (asset) residing at the work order location needs to be replaced, select the Replace Existing Item check box.
    
    By default, the record to be replaced will be moved to the stock room from which the new item has been retrieved. You can specify a different location in step f below.
  4. If you want to set the record being replaced as out of service, click the Set as Out of Service check box.
  5. Use the Existing Serial # control to retrieve a list of serialized parts currently at this location.
  6. If you want to move the serialized part (asset) to a different location, click the Move Existing Item To: field.
    
    The Asset lookup opens. You can use the Asset lookup to specify the new parent location.
    
    Upon saving this record, the serialized part (asset) will be moved and the stock room inventory level will be updated accordingly. The rotation is recorded on the Inventory Transactions Tab and the Asset History – Location Changes Sub-Tab.
Choose between two options:
- Click Apply.
  
  The Part lookup appears with the item you selected is listed in the My Selection(s) area.
- Click Apply/Close.
  
  The Actuals page appears. Skip to step 9.
Continue selecting additional items as needed.

To remove a record that has been added to the My Selection(s) area in error, click the blue arrow directly to the left of the row.
Click Apply.

The Inventory Module lookup closes, and the new items are added to the Actual Parts table.
Click Save.

Once the actual part records have been saved, on hand inventory levels will be updated as appropriate. If this process was used to rotate assets, the movements will be made.

Modify Actual Parts

We do not recommend modifying actual part records that were used to initiate the rotation of assets, as the rotation has already occurred. Rather, a new record should be created to make any additional changes.

Modify or view actual parts:

Click the row for the actual part record you want to modify.

The Part (Actuals) window opens.
Make your changes.

As actual quantity is modified, the cost and charge rate are automatically recalculated. In addition, the inventory for the item is updated accordingly.

The value placed in the Other Cost field is added to the Total Cost and Charge fields. Changes made will only effect this particular actual part record. They will not change the rate associated with the inventory item.

Depending on configuration settings at your organization, a Part Date field may display. This date is typically the date the work order part record was created, which could be the date the work order was created for part records created from an estimate on a procedure. This date can be modified as needed to more accurately reflect the date of part usage.

The last five fields are used only for Rotating/Serialized parts.Rotating part records should not be modified as the rotation has already occurred.
Click Apply.

The Actuals page appears.
Click Save.