Part Checkout

The Part Checkout feature allows you to check out parts from the perspective of the part (rather than a work order), allowing checked out parts to be tied to an existing or new work order.

The Part Checkout feature is available from the Actions menu and the bottom of the Inventory Detail page. If the feature is accessed directly from the Inventory Detail page, the accessed part is populated as the first part to checkout by default.

The default Link parts to new work order option creates a new work order, populating any specified parts as work order part records. The created work order receives the following values:

Reason: Batch Parts Check-Out.
Type: PC/Part Checkout.
Taken By: Logged in User.

The Requester, Category, Account, Department, and Asset fields display conditionally on the Part Checkout page. If they display, their populated values are recorded on the work order. Fields that require entry are marked with a red asterisk. You also have the option of designating whether or not the newly created work order should be closed.

The Link parts to existing work order option refreshes the page with a Work Order ID prompt, allowing you to designate the work order to which the checked out parts should be associated. The Work Order ID can be entered directly or retrieved from the Work Order lookup.

Specify Parts to Check Out

Once the fields in the top section have been specified, you can enter the first part to be checked out. The default stock room for your repair center will be specified by default, but this can be changed.

Choose between two options:
- Link the parts to a new work order:
  1. Select the Link parts to new work order option button.
  2. Select the requester from the Requester field.
  3. Select the account from the Account field.
  4. If you want to close the new work order, select the Close New Work Order? check box.
- Link the parts to an existing work order:
  1. Select the Link parts to existing work order option button.
    
    The page refreshes, and a Work Order ID field appears.
  2. Select the work order ID of the work order from the Work Order ID field.
In the Part ID field, enter any portion of the Part ID or Name.

Maintenance Connection dynamically displays the records that correspond to your criteria. As you add additional characters, the results narrow, showing you the number of records that match at the bottom.

If this feature was accessed from a specific part, that part is pre-populated into the Part ID field. If this part is not recorded in your default stock room, a message displays.

Upon selecting a part, the part name and bin display and the cursor moves to the Quantity field.
Enter the quantity you want to check out in the Quantity field.

This field defaults to a quantity of one. If your organization has configured this feature to allow you to specify the account, category, or comments to be populated on the work order part record, a Comment button displays to the right of the Quantity field. You can click this button to open a window on which these field values can be designated.
Repeat steps 2-3 as necessary using the next available row.
Click Save.

A message displays, indicating that the checkout was completed successfully.

If a new work order has been created, the defined values are populated onto the newly generated work order and the checked out parts are attached as work order part records.

If an existing work order is being updated, the designated parts are attached to that work order and the status of that work order is not affected.

Part transaction records are created to decrease stock room inventory accordingly. These transactions are recorded as WO Item Issues and can be viewed on the Transaction tab in the Inventory module.