Managing Work Order Parts
The parts inventory allows an agency to track usage and supply of consumable parts. The parts inventory defines each individual part, the location of the part, and the vendor or manufacturer contact information. When these parts are needed for a job, they are linked to a work order. When these parts are linked to the work order and used, the available supply on hand for each part and location is updated.
For example, your agency may be responsible for maintaining a fleet of trucks. Maintaining a truck requires several different parts, one of which is an oil filter. If there are three trucks that are in need of an oil change, service providers need three oil filters to perform the service. You create a work order for the oil change, and using the part inventory, you locate the oil filter needed for the trucks you are servicing. The part inventory provides the available supply of oil filters and where they are located. When you assign the parts to the work order, the three oil filters are subtracted from the total supply count at the location, proving an accurate and current inventory count.
Topics
Linking a Part to a Work Order
You can specify the parts to be used for specific types of work orders by linking a part to a work order.
Note:
The parts that can be associated with the work orders are created and maintained in the parts inventory portlet. See Part Inventory for more information on creating parts. |
To link a part to a work order
Navigate tothe Work Orders portlet and use Search to locate and select the work order you want to work with.
Civic Platform displays the detail of the work order selected.
Click the Part tab.
Civic Platform displays a list of parts associated with the work order.
Click Look Up.
Civic Platform displays the fields associated with part.
Complete the fields with available data. See Work Order Parts Fields for field definitions.
Click Submit.
Civic Platform displays the part search results.
Select the part(s) you want to associate with the work order template.
Click Submit.
Civic Platform creates an association for each part selected with the work order template and displays the work order template part list.
Enter the number of parts and Location Name for the work order. These fields are required.
Update any of the fields that display and are editable in the part you want to update.
Click Submit.
The part is linked to the work order.
Adding Standard Parts
If the assets linked to a work order have parts associated to them, you can access a list of the standard parts from the work order form and add them to the work order. For information on associating a part to an asset, see Associating a Part to an Asset. For information on working with parts, see Part Inventory.
To add standard parts
Navigate to the Work Orders portlet and use Search to locate and select the work order you want to work with.
Civic Platform displays the detail of the work order selected.
To verify that a linked asset has parts associated to it, you can view the asset record (for instructions, see Viewing Assets), skip to step 5, or do the following:
Click the Asset tab.
Civic Platform displays the linked assets list portlet.
Click the name of an asset.
Civic Platform displays the asset record in a detail portlet.
Click the Associated Parts tab.
Civic Platform displays the list of any parts associated to the linked asset.
Click the Part tab.
Civic Platform displays the list of parts, if any, associated to the work order.
Click Standard Parts.
If there are parts associated to the linked asset, they are displayed in a standard parts list.
Select the part(s) you want to add to the work order.
Click Select.
Civic Platform adds the part to the work order.
Editing Work Order Parts
When editing work order part information, you may find that some of the part information is read-only. If you need to update any of the read-only fields, go to the Parts Inventory portlet. See Part Inventory for more information.
To edit a work order part
Navigate to the Work Orders portlet and use Search to locate and select the work order you want to work with.
Civic Platform displays the detail of the work order selected.
Click the Part tab.
Civic Platform displays a list of parts associated with the work order.
Select the part that you want to review and edit.
Civic Platform displays the part details on the Record tab.
Update fields as needed. See Work Order Parts Fields for field definitions.
Click Submit.
Deleting a Work Order Part
When you delete a work order part, the association between the work order and the part is removed. The part is still available in the parts inventory for use in creating other work orders.
To delete a work order part
Navigate to the Work Orders portlet and use Search to locate and select the work order you want to work with.
Civic Platform displays the detail of the work order selected.
Click the Part tab.
Civic Platform displays a list of parts associated with the work order.
Select the part(s) that you want to dissociate.
Click Void.
Civic Platform displays a message indicating record(s) voided successfully.