When a material issue is created on a work order and then associated to a purchase order or material requisition (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.

Cost Center - You would select a Cost Center when the Account is not the area that is being charged. If the option Require Cost Center is checked (in Setup > General > Options), Cost Center is a required field on material charges.

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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.

Note: If you can't see the Materials tab, you may need to enable the Show Material Charges option (Setup > General > Options).

Here, we will detail how to enter a parts request through the TMS application. This section assumes you have familiarity with the ePartsFinder™ application.

If both are enabled and configured, you will see the five buttons shown in the screen shot 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.

Note:  If you are using the Material-on-the-Fly option, after you type in the Description, press the Tab key and a popup 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.

Note: 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.

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.

Note:  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.

Note: 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.

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.

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 may be needed to complete the repair.

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

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.  Notice that the Account field is unavailable to edit.  You can override this by checking the general module option Enable Account on Material Issues and Time Charges in the Setup Menu > General > Options.  If Enable Account on Material Issues and Time Charges is checked, then the Account field is available to edit.

Note:  You can edit the Total Cost of the material issue if you want to.  Go to Setup > Materials > Options and check the box next to Allow direct editing of total cost.

Task – If the work order you are issuing a material to has a task or tasks attached, indicate which task the material entered was issued to.

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

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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.

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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.

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:

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 on the Lookup button to query for the material.

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

Note: 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).

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.

CAUTION: 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.

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.

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.

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.

2 The View Parts Requests button will not be enabled until PartsSource sends TMS acknowledgement that a parts request has been received for this work order.

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1 You must have a valid PartsSource login associated with your TMS user ID (Setup > Partners > PartsSource) to use this function. See the Creating a PartsSource Parts Request in TMS section below for more information.

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):