Work Order (TMS Enterprise) - Materials Tab

Using the Materials tab in the Work Order Edit screen, you can add material charges to work orders.  

If you can't see the Materials tab, you might need to change the form you are using to a form that contains the Materials tab. 

The buttons available to you in the Material Issues area of the Materials tab is determined by two factors:

• Is your organization using the PartsSource add-on integration?

• Is your organization using the Purchasing add-on module?

If both are enabled and configured, you will see the five buttons shown in the screenshot above, in addition to the New button on the far left. If the PartsSource interface isn't enabled, Request Part, Search Parts, and View Parts Requests won't be shown. If the Purchasing module isn't enabled, Generate PO/Req - Item and Generate PO/Req - All buttons won't be shown.

Request Part	Allows you to order parts through PartsSource's ePartsFinder™ application (opens in a separate window). You must have a valid PartsSource login associated with your TMS user ID (Setup > Partners > PartsSource) to use this function. See the Create a PartsSource Parts Request in TMS section below for more information.
Search Parts	Allows you to search for parts from PartsSource, via ePartsFinder™ (opens in a separate window).
View Parts Requests	Allows you to view pending part requests that have not generated a material issue in the ePartsFinder™ application (opens in a separate window). The View Parts Requests button will not be enabled until PartsSource sends TMS acknowledgment that a parts request has been received for this work order.
Generate PO/Req - Item	Select a TMS material charge on this work order and then click this button to generate a purchase order for the single item.
Generate PO/Req - All	Click this button to generate a purchase order for all items charged to this work order.

Asset BOM Grid

The Asset BOM (Bill of Materials) grid shows a list of materials that were issued to an asset. TMS tells you the quantity that was issued. If the same material was issued to the same asset in different quantities, TMS displays the largest quantity issued. This is so you can see, directly on the work order, what materials and what quantity of the materials might be needed to complete the repair.

In order for a material to show in this grid, its Category code must have the Asset BOM option checked in the code record (Setup > Materials > Codes, open a code and check Asset BOM).

Material Issue screen and field explanations (non-PartsSource)

• Warehouse - Materials created in the Materials module must be placed into a warehouse to be issued to a work order.  

  The same material can be placed in multiple warehouses.  Also, if you are adding a material-on-the-fly, skip over the Warehouse field, even though it's required.  Go right to the Description field.

• Issue Item – This is the Item Number for the material you are issuing to the work order.  If you don't know the Item Number, you can click the Lookup button to query for the material.

• Description – After you select your Warehouse and Item, the Description of the material will populate into this field.  If you are adding a material-on-the-fly, you will want to type in the description of your material into this field.

   If you are using the Material-on-the-Fly option, after you type in the Description, press the Tab key and a pop-up window appears asking if this is a material-on-the-fly.  Click OK and continue.  To use Material-on-the-Fly, go to Setup > Materials > Options and check the box next to Allow non-inventoried items.

• Quantity - Enter how much of the material you are issuing to the work order.  Quantity is used to calculate the Total Cost.

• Qty On Hand – When you issue a material from a Warehouse,  TMS displays the current quantity on-hand in the Warehouse you are issuing from.  This is blank in the case of a material-on-the-fly.

• Received By – Use this field to indicate who received the material being issued.

• Billable - Indicate whether the material issue is billable (Yes or No).

  This is an optional field that can be activated or not, depending upon your needs.  Having this option turned on allows you to easily determine which material issues are billable and which ones aren't.  You can run reports that only include their billable time each month.  This option is found in Setup > General > Options > Show Billable Field.  

• Average Cost – When issuing a material from a warehouse, TMS populates the current Average Cost on the material record in the materials module.  This is multiplied by the Quantity to calculate the Total Cost of the material issue.  In the case of a material-on-the-fly, type in the cost of one material.

• Total Cost – This is the total cost of the material issue.  Total Cost is the Quantity entered, multiplied by the Average Cost of the material.

  You can edit the Total Cost of the material issue if you want to.  Go to Setup > General > Options and select the check box next to Allow edit of Total Cost in Material Issues and Time Charges.

• Work Order – This field is pre-populated with the work order number that you are working on and issuing a material to.  

• Procedure – If the work order you are issuing a material to has one or more procedures attached, indicate which procedure this material was issued to.

• Asset – This field is pre-populated with the asset number that the work order is for, if an asset is attached.

  In the case of an asset group work order, the hours entered on the time charge are evenly distributed among all of the assets in the group.

• Account – This field is pre-populated with the account that was indicated on the Main tab of the work order.  This is the Account of the asset if an asset is attached to the work order.  If you want to change the account, click the drop-down menu and select a new account.

• Cost Center - You would select a Cost Center when the Account is not the area that is being charged.

• Date Issued – This is the date the material was issued.  This is the current date, but it can be backdated if needed to indicate the actual date that the material issue took place.

• Date Issued Time - This is the time that the material was issued.  This is the current time, but it can be changed if needed to indicate the actual time that the material issue took place.

• X12-850 Data - If this option is enabled (in Setup > General > Options), see the section below for more information.

• Comments - You can enter any comments for the material issue here.

Use the X12-850 Data Fields

If the Show X12-850 fields on Material Issue option is enabled, the fields on the X12-850 Data tab are required in order to save a material issue.

Also note:

• Catalog populates from the Material's preferred Vendor, when it exists. Nothing is populated when that doesn't exist.

• Catalog is updated when the Vendor is changed.

To fill in the X12-850 information, follow these steps:

1. Select the X12-850 Data tab.

2. When the vendor is loaded after the user selects a Material, TMS searches for the preferred vendor for the X12-850 Data tab. The preferred vendor populates the Vendor field. The Material Issue Catalog Number is populated with MaterialVendor Catalog Number. If there is no preferred vendor on the material, enter a valid Vendor ID in the Vendor field, or use the Lookup button to search for and select the material's vendor.

3. The Material Issue Catalog Number is populated with Material Vendor Catalog Number, if there is a preferred vendor. If there is no preferred vendor, or if you want to use a different Catalog number, enter a valid catalog number into the field.

4. Select the Unit of Measure for this material from the UOM drop-down menu.

Create a non-PartsSource Material Charge

1. Select the Materials tab.

2. In the Material Charges area, click New.  The Material Issue screen opens.

3. From the Warehouse list, select the Warehouse that contains the material you are issuing to the work order  

4. In the Issue Item field, enter the issue item number.  Notice that the Description, Qty On Hand, Work Order, and Account fields are filled in automatically.

   The Account field cannot be edited here by default.  You can override this by checking the general module option "Enable Account on Material Issues and Time Charges" in the Setup > General > Options.  If this option is already checked, then Account is available to edit.  

5. Select a Cost Center. You would select a Cost Center code when the Account code that has been selected for the work order is not the account being charged for the materials.

6. Enter the Quantity.

7. Click Save.

Create a PartsSource Parts Request in TMS

This section assumes you have familiarity with the ePartsFinder™ application.

To enter a parts request through the TMS application, follow these steps:

1. Select the Materials tab.

2. In the Material Issues area, click the Request Part button.

   ThePartsSource integration must be configured for the Request Part button to be available.

3. The ePartsFinder™ application opens in a separate window. If the work order has an asset attached, the following information is filled in (as available on the work order):

   • Work Order Number

   • Asset Number

   • Asset Manufacturer

   • Asset Serial Number

   • Asset Model Number

   If an asset group is attached to the work order, an interim screen opens, and you will need to select a specific asset before proceeding to the ePartsFinder™ application.

4. Fill in the remaining information on the parts request screen and complete the request.

Once the parts request is ready, PartsSource will notify TMS through the TMS Control Panel. Control Panel will create a material issue for this work order. Prior to a material issue being created in TMS, you will be able to view pending requests by clicking the View Parts Requests button on the Materials tab of the work order, which will open the ePartsFinder™ application in a separate window.

When you create a PartsSource material issue in Work Order Edit, you can query for the work order later with the check box labeled Contains PartsSource Material Issue(s) on the Details tab.

Material Issues Created from PartsSource Parts Requests

Once a material issue is created from a ready parts order, you can view the material issue on the Materials tab of the work order, as you would a non-PartsSource material charge created within TMS. The two differences are that material issues created from PartsSource parts requests cannot be edited within TMS, and the information contained on a PartsSource-related material issue. The information in a material issue created from a PartsSource parts request is as follows:

• Description – The PartsSource Part Number plus the Line Item Description.

• Quantity – The parts request Quantity.

• WO ID – The work order number from the parts request (passed over to the ePartsFinder™ application by TMS).

• Asset – The asset number attached to the work order in TMS.

• Account – The account number from the work order.

• Date Issued – This is the date the material issue was created in TMS by Control Panel.

• Average Cost – The PartsSource line item purchase price.

• OEM Price – The OEM price from the PartsSource line item.

• PartnerID – The ID of the user who entered the original PartsSource parts request.

• Partner Line Item ID – The PartsSource line item ID.

Notes About POs and Requisitions

When a material issue is created on a work order and then associated to a purchase order or material requisition (you must be using the Purchasing module add-on), the Quantity Issued field is set to "0", and the Quantity Requested field is set to the original value of the material issue.

As material is received from the purchase order or material requisition, the Quantity Issued is updated accordingly on the existing material issue.

If no purchase order or material requisition is created from a material issue on a work order, the Quantity Issued and Quantity Requested fields are set to the same value.

Edits to a material issue will not cascade to associated purchase order or requisition line items.

If you add an asset or change the asset associated with a work order, after you added material charges to the work order, you must associate those charges with the new asset in order for the charges to be reflected in the asset's history.