Work Order Parts

The Parts List displays the parts tied to a work order. Each part lists the ID and Name of the part, the Stock Room and bin (or direct issue/out of pocket designation), and the quantity used. If the part was listed as an estimate on an associated procedure, this displays to the right of the quantity.

If configured, a photo or icon displays to the left of the part. The icon indicates whether the part was retrieved from a Stock Room or purchased direct issue/out of pocket.

Depending on your organization's configuration, a Cost Info card may display at the bottom of the page, providing information about part cost and/or charge rates.

1. Open a work order.

2. Tap the Parts option in the menu.

   The Parts List opens.

3. Tap the Plus button on the gray header bar.

   The Add Part page opens. Your default stock room will be preselected. The Stock Room field can be used to select a different stock room or designate that the part is Direct Issue or Out of Pocket.

4. Choose one of the following options:

   • If you want to use your default stock room, leave the Stock Room field unchanged.

   • Select a different stock room from the Stock Room field.

     If you specify a stock room, the results that appear in the Part field when you type or scan the Part ID will be from that Stock Room. The bin and currently recorded available quantity will display. If the part is located in multiple bins, separate records will show for each available bin.

   • Select Direct Issue from the Stock Room field.

   • Select Out of Pocket from the Stock Room field.

5. Choose between three options:

   • Enter the part ID in the Part field.

   • Scan the barcode on a part using your mobile device.

   • Look up a part:

     1. Tap the label of the Part field.

        The Part Lookup page opens.

     2. Select the part you want to add.

        For guidance on finding a part, see the Use the Part Lookup section below.

6. Enter the quantity you need in the Quantity field.

7. If the following fields appear, complete them as necessary:

   • Comments

   • Account

   • Category

   • Other Cost

8. (Serialized Parts only) If you have selected a serialized part, follow the Add a Serialized Part procedures below.

9. Tap Save.

Organizations that use serialized parts can rotate them between their Stock Rooms and their production system (asset hierarchy). Each rotating part maintained in inventory has a corresponding record maintained on the Asset Hierarchy.

The setup of rotating parts is complex. If your organization uses Rotating/Serialized parts, you should contact your System Administrator for more information.

If you have serialized parts defined at your organization, they can be rotated onto an asset (from a Stock Room) through a work order part record. When a part marked as Rotating/Serialized is selected on the Add Part page, a new section displays at the bottom of the page to identify the correct serial number to rotate.

Add a serialized part to a work order:

1. Follow steps 1-7 of the Add a Part procedures above.

2. Choose between two options:

   • Enter or scan the Part ID into the Serial Number to Rotate Under Asset field.

   • Look up a serialized part:

     1. Tap the label of the Serial Number to Rotate Under Asset field.

        The Rotating Part Lookup page opens.

     2. Select the part you want to use.

3. Choose between two options:

   • Replace an existing part:

     1. Select Yes from the Replace Existing Part field.

        An existing part refers to a part, located under the asset specified on the work order, that will be rotated back out (typically back to the Stock Room).

        Three new fields appear.

     2. Follow the procedures outlined in Step 2 above for the Part Being Replaced field.

        Only parts located under the asset tied to the work order can be replaced.  

     3. If you are setting the existing part as out of service, select Yes from the Set as Out of Service field.

     4. Choose between two options:

        • Select Yes from the Return to Stock Room field if you are returning the part to the stock room.

        • If you are not returning the part to the stock room:

          1. Select No from the Return to Stock Room field.

          2. Choose between two options:

             • Enter the stock room ID of the stock room the part is being returned to in the New Location for Replaced Part field.

             • To look up a stock room:

               1. Tap the label of the New Location for Replaced Part field.

                  The Asset Hierarchy Lookup page opens.

               2. Select a stock room.

   • Select No if you are not replacing an existing part.

4. Tap Save.

To ensure that on hand and available quantities are accurately maintained in MC Express, the Part and Stock Room fields are not editable. If you have created a part record in error, you must remove the part and add a new record. This ensures that the correct part history / transaction records are maintained for accurate inventory.

1. Open the work order whose part record you want to edit.

2. Tap the Parts option in the menu.

   The Parts List opens.

3. Select the part from the Parts List.

   The Edit Part page opens. If this record was created as an estimated part from a procedure, two quantity fields will display: Estimated Quantity and Actual Quantity.

4. Make your changes.

5. Tap Save.

1. Open the work order whose part record you want to delete.

2. Tap the Parts option in the menu.

   The Parts List opens.

3. Select the part from the Parts List.

   The Edit Part page opens.

4. Tap Action in the section header.

   The Action menu opens.

5. Select Remove Part.

   A dialog box opens, asking you to confirm your choice.

6. Tap the Yes button.

   The part record is removed.

The Part Lookup page opens automatically filtered to the Stock Room specified on the page prior to accessing the lookup. There are several ways to narrow down the results on this page.

Filter Buttons

Search for Records

Obtain Information about a Part

Out of Pocket and Direct Issue are two methods to designate that a part was used to complete a work order without affecting available Stock Room inventory.

Parts added to a work order that do not impact On Hand or Available inventory are typically marked as Out of Pocket. This designation is often used for parts that are purchased "out of pocket" to complete a work order.

Direct Issue parts are defined for work orders that have estimated parts. This designation is typically used when a feature in MC is used to initiate the order of an item. This option is not typically used when adding an actual part to a work order. However, you can still use this option if your organization prefers to identify these records as Direct Issue.

Estimated part records can be placed on a work order. This is typically only used with Preventive Maintenance Schedules. Placing estimated part records on a work order results in the following:

• Display of Estimated Quantity: A placeholder work order part record is created, with estimated quantity displayed on both the Parts List and Part Detail page.

  This provides you with valuable information as to the parts that are needed. In addition, it makes it easier for you to indicate the actual quantity used. Rather than create a new work order part record, you only need to edit the estimated record and update the Actual Quantity used.

• Reserved Quantity: The estimated value is reserved so that users looking at the Stock Room inventory for the part will know that the part has been reserved for use.

  Reserved quantities are released when an actual quantity is specified. If no actual quantity is specified, the full estimate is released upon closure of the work order.