Enter General Purchase Part Info

Explanation

This activity is used to enter a new purchase part, or to enter supplementary information on an inventory-registered purchase part.

A purchase part can either be an inventory-registered part or a non-inventory registered part.

• Purchase part, i.e., a non-inventory registered purchase part
  For example, this can be services. Enter this type of part directly in the Purchase Part window. The only information that is required is the default purchase unit of measure. The remaining settings are optional. The Contractor check box can be selected if you want to indicate that a purchase part is used to order services from contractors who can report time and cost to projects.
• Purchased inventory part, i.e., an inventory-registered purchase part.
  For an inventory part with the part type Purchased, Purchased Raw, or Expense, a purchase part is automatically created. The default purchase unit of measure is retrieved from the inventory part. The Inventory Part check box is selected when the purchase part is an inventory part. Inventory parts with other part types must be manually entered as purchase parts.

You can select the purchase part to be purchased with the required acquisition type for it. The possible values of Acquisition Types are Purchase Only, Purchase and Rental and Rental Only. 

When entering a purchase part directly in the Purchase Part window, you have to enter the part number, part description, site, and a default purchase unit of measure. You can define whether a part is taxable, irrespective of the company tax regime. When the purchase part record is automatically generated from the inventory part entry, unless you need to specify any additional information, you do not have to add any. The acquisition type of the purchase part is set to Purchase Only by default when you create a new purchase part record. 

To add additional (optional) settings on an inventory-registered purchase part, query for the part in question and add the desired information. Examples of additional settings are quality control analyst, buyer, order processing type, automatic closing control, over delivery control, and technical coordinator. For further details, read the window descriptions. When working in a multi-site environment, consider using a special purchase group for your parts.

You can connect informational text on the purchase part, such as document text and notes.
 
On the Purchase Part/Overview Suppliers tab, you can easily view a summary of all available suppliers for this purchase part. In the Purchase Part/Overview Supplier Agreements tab you can view a summary of all the supplier agreements that this purchase part is associated with. The Purchase Part/Characteristics tab, the Purchase Part/Descriptions tab, and the Purchase Part/Supplier Split tab are described in separate activity descriptions.

Prerequisites

• Purchase parts are site-dependent, therefore you must have the correct site. Enter a value in the Site window.
• The site must be connected to the user account. Do this in the Sites per User window.
• When entering a purchase part and when indicating the unit of measure, the unit code must be either activated in the ISO Code Usage window, or entered in the Units of Measure window in IFS/Application Services.
• When adding additional information to a purchase inventory part, the inventory part must have been entered in the Inventory Part window. The inventory should have one of the following part types: Purchased, Purchased Raw, or Expense.
• The unit must exist in the Maintenance Basic Data window.

Additional settings:

• When you are indicating a quality controller, the quality controller must have been entered in the QC Analysts tab in the Procurement Basic Data window.
• When you are indicating a buyer, the buyer must have been entered on the Buyers tab in the Procurement Basic Data window.
• When you are indicating a purchase group, the purchase group must have been entered on the Purch. Groups tab in the Procurement Basic Data window.
• When you are indicating a technical coordinator, the technical coordinator must have been entered on the Technical Coordinators tab in the Procurement Basic Data window.
• When you are indicating an order processing type, the order processing type must have been entered on the Order Processing Types tab in the Procurement Basic Data window.
• If the part is used for a contractor and you want to select the Contractor check box, the part should already be registered as an inventory part or sales part.

System Effects

• Depending on the starting point, you have either entered a purchase part (a non-inventory registered purchase part) or have added some additional information to an inventory-registered purchase part.
• When a quality controller, buyer, or purchase group is indicated on the purchase part, it will be indicated by default when creating a purchase requisition or purchase order. When a technical coordinator is entered on the purchase part, this value will be used by default when creating purchase requisitions, purchase orders, order requests for quotation, and supplier agreement requests for quotation for the purchase part. When an order processing type is indicated on the purchase part, the release of purchase requisitions and purchase orders, conversions of purchase requisitions to purchase orders, and printing of purchase orders can be automated. This is dependent on which events are included.
• The value of the Taxable in Purchasing check box will be retrieved from the Company/Distribution tab for all tax regimes. If the Taxable in Purchasing check box is selected and the company tax regime is VAT, a relevant tax code will have to be specified on the Supplier for Purchase Part/General tab. 
• The value of the Taxable check box will become the default value for the Part Taxable check box of the purchase part order line.
• If the over delivery tolerance is specified for both the purchase part and the purchase group connected to it, the value defined for the purchase part is considered in the purchase requisition and purchase order lines where applicable.
• If the Contractor check box is selected, the default purch UoM will be set to h(hours).

Window

Purchase Part

Related Window Descriptions

Purchase Part
Purchase Part/General

Procedure

Purchase part, i.e., a non-inventory registered purchase part.

1. Create a new record in the Purchase Part window.
2. Enter a part number and a description of your purchase part.
3. The site value appears automatically. If you are working with several sites, you can change to another site. Either enter the short code or use the List of Values.
4. On the General tab, enter a default purchase unit of measure.
5. Select the appropriate Acquisition Type as to whether you want it enabled for purchase only, rental only or both for purchase and rental.
6. If you are ordering work or services from a contractor who will later report project cost and time, select the Contractor check box in the purchase order line.
7. Save the purchase part entry. However, you can continue to directly add supplementary information.
8. Add supplementary information such as quality controller, buyer, purchase group, technical coordinator, and order processing type.
9. The standard pack size appears automatically. You can change this setting if necessary.
10. You can also specify a closing tolerance percentage for the automatic order closing function.
11. Select the Perform Check option from the Delivery Check list to enable the purchase part over delivery check settings. You can add an over tolerance percentage and set actions for receiving authorized and non-authorized purchase orders as desired. If you set blank as the delivery check, then the system will consider the purchase group settings or the site settings for over delivery.
12. The value of the Taxable in Purchasing check box is retrieved from the Company/Distribution tab. Select the Taxable check box as applicable.
13. Save your entry.

Inventory-registered purchase part. (Note that these are optional steps).

1. In the Purchase Part window, populate or query for the desired inventory-registered purchase part.
2. Add additional information on the General tab, such as quality controller, buyer, purchase group, and order processing type.
3. Select the appropriate Acquisition Type as to whether you want it enabled for purchase only, rental only or both for purchase and rental.
4. The standard pack size appears automatically. You can change this setting if necessary.
5. The value of the Taxable in Purchasing check box is retrieved from the Company/Distribution tab. Select the Taxable check box as applicable.
6. You can also specify a closing tolerance percentage for the automatic order closing function.
7. Select the Perform Check option from the Delivery Check list to enable the purchase part over delivery check settings. You can add an over tolerance percentage and set actions for receiving authorized and non-authorized purchase orders as desired. If you set blank as the delivery check, then the system will consider the purchase group settings or the site settings for over delivery.
8. Save your entry.