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Part Fixed Account Convert

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This is a new function that will allow users to change the fixed account setting of a part or the parts in the structure of a part even though the part or parts has current work in process or stock and/or replenishment orders against it.

In order to use the function the user must have a profile with the function Part Fixed Account Convert linked to it with Add, Change and Delete rights.

There must also exist two separate stores which the function can use to perform the movement transactions needed to cater for the current Work In Process (this store must be empty) as well as any orders that need splitting of lines. Order Line Splitting takes place when an order has partial receipts against it where a portion of the order quantity has been completed and there still exists an outstanding balance on the order.

Separate movement reason codes that can be used for Stock Adjustments Down, Stock Adjustments Up and Unplanned Receipts must be created that will only always be used in conjunction with this function. This is needed in order to distinguish between transactions performed for normal operational use and the conversion of part fixed accounts. A single reason code that will allow Stock Adjustments and Unplanned Receipts will also work.

A separate account against which Unplanned Receipts can be performed will also be needed. The context will be explained later.


The system will perform the following transactions for the following scenarios:

a.  The part to be changed exists as WIP against orders of other parts.

.The function will return all parts issued to the order, into the store selected for the return of WIP until all stock against all the replenishment orders that are in process have been returned. .The function will then perform a Stock Adjustment Down for all the components that are not fixed account in its own right and which has a node identified on the location

.This Stock Adjustment Down will create a hand journal that will credit the project management WIP account of the node on the stock and debit the stock adjustment account of the division..The fixed account setting of the parts down adjusted will then be updated

.A Stock Adjustment Up movement will be performed for all stock that was down adjusted. This will credit the stock adjustment account and debit the stock account of the store.

.For existing stock of the same part identified with a node on its location records, a Stock Adjustment Down and Up movement will also be perform but from and to its existing location.

.If non-fixed account stock was found that was not identified with a node on its location, the stock will be down adjusted, but because no node exists the project management WIP account cannot be credited automatically and therefore no journal will be processed for the Stock Adjustment Down.

.For these items an Unplanned Receipt will be performed using the unplanned receipt account specified by the user. This will create a journal crediting the unplanned receipt account and debiting the stock account of the store it is returned to.

.After all the stock of a part has been changed to fixed account it will be re-issued to the appropriate orders.


b.If the parts of which the fixed account have to change, has outstanding replenishment orders which are in process, these orders will be treated as follows.

.If the order has requirements that have been issued, any non-fixed account requirements will also be changed in the process as described above. All requirements though will be returned to store before the fixed account on the order line part will be changed to Y and the Node and requisition of order line be removed.

.If there are order operations that have been completed the labour actual will be in project management WIP providing Apply Labour From Order Operations is Yes on the node on the order line. This labour will be reversed and after the part fixed account has changed and the order has been separated from its node the labour will again be inserted. This will result in any such labour to be journalized to the WIP labour account of the order division as for fixed account parts.        

.If any of the replenishment orders for the part has a partial quantity complete, the completed quantity will be retained and the order line will be split to reflect the outstanding quantity on the new order line.

.Scrap performed on the order before changes will be reversed and re-processed after the part fixed account has changed.


c.  On the Step 2 - Select Parts tab, the function will prompt the user to select a part. If the part selected has a product structure the function will populate all the parts in the structure which still has a fixed account setting of No, as candidates to be selected for conversion. If the part selected in the list view is an end item and the project manager wants to retain the selected part as a non-fixed account part for the purposes of invoicing partial payments, or if all development work in the structure has not yet been completed and the development life cycle of certain parts is not yet Production, its fixed account cannot be changed yet. To exclude the parent part from the available parts list, the checkbox next to the selected parts combo can be checked, which will exclude the selected part from the available list. This is just to help the user to exclude it and not to accidentally select it if it was not the intention.


d.  After the user has selected the parts that he wants to process, he/she can select the Step 3 - Analyze Parts tab, which will give some statistics about the number of orders in process, the number of issued requirements per part of the selected parts, as well as stock on hand and outstanding purchase orders and rework orders.


e.  On Step 4 - Run Conversion, the user must supply the appropriate stores, movement reason codes and account, as mentioned above. Once the user clicks Convert, the process is started and should never be stopped because it looks if the process takes longer than anticipated. The process will run by itself and will periodically refresh to show the progress made and the part it is busy processing.


f.  Parts successfully processed will be marked with a blue tick and parts where problems occurred (be it a data error or a scenario which the code cannot yet handle) are encountered, the part will be marked with a red cross.


g.  After all the selected parts were processed the user can go to Step 5 to check the results as well as errors that were encountered during the run. The parts where errors were encountered will not have been processed and the user must check the error log to determine the cause and to fix before attempting another run on the same part. The errors can also be viewed after the run in the table Part_FA_Convert_Errors and parts processed can be viewed in the table Part_FA_Convert_Run.


h.  Please also take note that only one Part Fixed Account Convert Run can be executed at a time.  If another user attempts to run a conversion while a run is in process, the user will get an error that will prevent him/her to submit the run.


i.  All movements will be performed using the user who submits the job's identity. If requisitions are encountered with a required amount that is too low or a node is encountered with a cost limit that is too low, then the required amount or cost limit will be increased to the desired level and the node manager will be informed by mail of the change to the requisition or node.


j.  All parts will be processed from the deepest level found in the Bill Of Material to the highest level as selected. If a user tries to select a part but does not select its components as well, the system will give an error. It is therefore always easier to start at the level where you know that everything below this level has to be processed and select all the available parts.


On this tab the following fields can be viewed:


hmtoggle_plus1Step 1 - Conversion Type