Spare Part Process: CRM & DMS Project

Spare Part Process
CRM & DMS Project 1

Spares Module - Process
Customer Give Place Order

Walks in Quotatio as OTC
n
Issue Pick Locate Parts

Ticket Allocate Parts
Deliver
Pick Parts
Parts Ship Parts
Invoice
Physical Process
Application Process
CRM & DMS Project 2

Go to Order
Screen tab.
Query for Job
card No.
CRM & DMS Project 4

Click on Job Card
Parts view.
CRM & DMS Project 5

Click on New Click on Fulfill All
button, to button.
add parts.
Click on Pick Ticket

hyperlink.
CRM & DMS Project 6

Click on Process
Shipment button.
Click on Pick
All button.
CRM & DMS Project 7

Click on “Parts Entry
Complete”.
CRM & DMS Project 8

Select the Job Card
Select the Parts
Process Shipment for Parts
Once process shipment is done, the status of the parts becomes

shipped. If only some of the parts required are shipped then the
status becomes Partially shipped
CRM & DMS Project 9

Parts Sales - OTC
CRM & DMS Project 10

Account Creation
1. Go to Accounts Screen.
2.Enter Account name.

Account Creation
3. Click on New button.
4. In the message
displayed , click on
Cancel button, to
create new record

Account Creation
5. Enter Account
details like name,
address, main phone
no.

Quote Creation
6. Click on Account
Name Hyperlink.

Quote Creation
7. Click on Quotes view tab.

8. Click on New
button.
9.Click on Quote no. hyperlink.

Quote Creation
12.Click on Reports button

and select “TM Quote”
option.
10. Click on New

button.
11.Add required parts.

OTC Order Creation
13. Click on Order

option.

OTC Order Creation
14. Click on
Order button.
15.Click on Order# hyperlink.

OTC Order
16.Click on Fulfill All button.

OTC Order
17.Click on Pick Ticket

hyperlink.

19. Click on “Process
Shipment” button.
18. Click on Pick All button.

OTC Invoice Creation
22. Click on Invoice # hyperlink.
20. Go to “OTC
Invoice” View.
21. Click on “Parts Invoice” button.
Before generating Invoice , check

Payment Type (CREDIT or CASH)
OTC Invoice Creation
23. Go to Reports button , select option

“CVBU-Spares Invoice-VAT”.

Payment Receiving

Payment Receiving
1. In cashier login , go
to Order screen tab
2. Select OTC sales

Payment Receiving
3. Query for Order No.
4. Go to Payments
view tab.

Payment Receiving

Payment Receiving
7. Go to Report button to
generate Receipt print
6. Enter Payment method ,

Type , Amount

Payment Settlement

Payment Settlement
2. Click on invoice No. 1. Go to OTC invoice view

hyperlink. tab.

Payment Settlement
3. Click on new button.

Payment Settlement
5. Select payment receipt.
6. Click on OK button.
4. Click on Pick applet

button.

Payment Settlement
7. Click on Save button.

Internal Order

Scenario
• Internal Order is created when parts are to be transferred from one division
to other division of same Dealer organization.
• The process is divided into 2 steps :
• Creation of Internal order
• Receiving Internal Order
• The Internal Order is created by the division which is transferring the parts
• The order is received by the division where parts are to be transferred.

Creation of Internal Order
1. Go to Orders screen
tab.

2. Select Internal Order

Internal Order Creation
4. Enter Account , Source Inventory

location , Destination Inventory
Location.

Internal Order Creation
6. Click on Fulfill All button.
5. Enter part no. and quantity
7. Click on Pick Ticket hyperlink

9. Click on Process
Shipment button.
8. Click on Pick all button.

10. Go to Report button,
Take stock transfer
challan report

Receiving Internal Order
1. Go to Site Map.
2. Go to Receiving tab.
3. Click on “All pending

orders – Internal “

4. Query for Order

no.
5. Click on “ Internal
Order “ hyperlink.

6. Select part no. in Line Items
7. Click on New button in Received Line

Item .
Repeat same process for all parts in Line Item.

8. After receiving all parts ,
Click on Process Receipt.

9. Go to Reports button, take
Goods Inward Note – Internal
Order

We have seen……
• Creation of Internal Order
• Adding parts to be transferred
• Fulfill , pick and Shipment of parts
• Generating Stock Transfer Challan
• Searching the Internal Order to receive
• Receiving the parts into inventory
• Process Receipt
• Generating Internal – GRN.

Spares Procurement

Creation of SAP Purchase Order
1. Go to “Purchase 3. Change the toggle from

Order” Screen Tab. “Purchase orders-Spares”
to “Purchase Order-Details”

4. Enter Sold To Party ,

Spares Order Type,
Order Reason, Payment
Type.
5.Enter Ship To
Account , Bill To
Company, Payer.

7. Add required parts &

6. Click on New button. quantity

8. Click on Place Order

button.
After clicking on Place Order button, Order Status changes from “Pending Approval” to
“Order Placed”, and SAP Order # is generated.
Order Receiving

Receiving SAP Purchase Order
1. Go to Receiving screen tab.

2.Select “All Pending Orders – PO/RO”
3.Click on Query button.
4.Enter Order
no.
5. Click on Purchase
order hyperlink.

6. Select the part in Line Item applet.
8. Change the Status from

7. Check Challan Details. “In Transit” to “On Hand”

9. Click on Process Receipt button.

Committing the transactions to update wt. Avg.
10. Go to “Receiving” tab.
11. Go to ‘ Spares Purchase

Line Item – Editable”

12. Query for order no.

13. Select All records. ( CTRL +

A)
14. Go to Edit menu , select

Change record option.

Set value as “ Y”
In Field column ,
Select “ Commit
Flag “ .

GRN creation
1. Go to Receiving
screen tab.
2. Go to “ Spares
Purchase Line Item “

GRN Generation
3. Query for Order

No.

GRN Creation
4. Go to report button ,
Select “Goods Inwards
Note”

Vendor Order

Vendor Creation
2. Select My Accounts
1. Go to Accounts Screen.
3. Click on New button
4. Click on Cancel button to

create new record

2. Enter Address details
1. Enter Name
4. Select Account Type as “Vendor”. 3. Enter main phone

Vendor Order Creation
1. Go to Purchase Order screen
2. Select Vendor order option

Vendor order creation
4. Click on Pick applet in Vendor
field
5. Query for Vendor

Vendor Order creation
8. Enter part no. 9. Enter quantity

10. Go to Report button.
11. Select Vendor

Purchase Order

Receiving Vendor Order
1. Go to Receiving
Screen.
2. Go to “All Pending Orders – PO/RO”

3. Query for Vendor order no.
4. Click on “purchase order” hyperlink.

Receiving Vendor Order
5. Select part no. in line items
6.Enter all the details.
Repeat these steps for all the parts in Line Items applet
Receiving Vendor order
7. Click on Process Receipt button.

8 Go to “Receiving” tab.
9. Go to ‘ Spares Purchase
Line Item – Editable”

10. Query for Order no.
11. Select all records (CTRL + S )

12. Go to Edit option.
13. Select “Change Records” option.
15. Set value =Y
14. Select Commit Flag field

Local Purchase GRN
1. Go to Receiving Screen
2. Select Local Purchase Line Items – GRN

Local Purchase GRN
4. Go to Reports button.
5. Select “Goods Inward

Note – Local”
3. Query for Order no.

1. Enter Inventory Name , type ,
Ownership , Product Type
The Inventory Name should begin with “TMCV-PARTS-”.

Part Browser - All Parts
Query for Required

Part No.
“All parts” view gives the details of queried part. The details available are Price ,
available quantity , location , alternate part available ,etc.

Parts Browser – Spare part browser
Query for part no.

Parts Return

Purchase Return Order
1. Go to “Purchase Order “ screen.
2. Go to “Purchase Return Orders”.

4. Select Purchase
Return Reason

5. Select vendor . (TM

or local vendor )
6. Select PO ref No.

7. Click on pick Applet to

select Part no.

10. Select part no.

11. Click on Fulfill All

Button.
12. Click on Pick Ticket .

Purchase return Order
14. Click on Process shipment.
13. Click on Pick All

15. Go to Report button, select

“ Purchase Return Note “

Sales Return Order
1. Go to Order
screen tab.
3. Click on New
2. Select Return Order option. button.

Sales Return Order
4. Select Return
Order Reason
5. Select Invoice no.

Sales Return Order
6. Query for Invoice No.

Sales Return Order
7. Change the dropdown from “

8. Click on “Copy from Invoice”. Return Order” to “ Return Order
Details”.

Sales Return Order
9. Change the Quantity

if required.
Invoiced parts are

added in Return order.

Sales Return Order
10. Again change the dropdown from “

Return Order Details” to “ Return order”.
11. Click on hyperlink of Order No.

Sales Return Order
12. Select Part no. from

Line Items
13. Go to Received
Line Item
14. Click on New

button.
Repeat same process for all parts which customer wants to return

Sales Return Order
15. Click on process

Receipt button.

Sales Return Order
16. Take Material

Return note

Return part Procedure – with Invoice Cancellation

Return Part procedure
1. Go to order Screen tab.
3. Click on query button..
2. Select OTC Sales 4. Query for order no.
5. Go to OTC invoice view tab.

OTC Invoice cancellation
6. Click on invoice no.

hyperlink.

OTC Invoice Cancellation
8. Change the status from

New to cancelled.
7. Enter Cancellation Reason.

Part Cancellation
9. Change the status

of part from “Shipped’
to “ cancelled”
Save with (CTRL + S )

Parts Return Procedure
One Inventory transaction is generated with

the type as “Receive TP “

Parts Return Procedure
• In case of partial return ( i.e. shipped qty is 5 , customer wants to return 3
qty) , first receive complete quantity back in stock using the Return part
procedure (as explained earlier in PPT ).
• then follow normal parts issue process to re-issue the modified quantity.
• Then go to OTC invoice , and generate new Invoice.

Spare Part Process: CRM & DMS Project

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Spare Part Process

CRM & DMS Project 1

Customer Give Place Order

Issue Pick Locate Parts

CRM & DMS Project 2

CRM & DMS Project 4

CRM & DMS Project 5

Click on Pick Ticket

CRM & DMS Project 6

CRM & DMS Project 7

CRM & DMS Project 8

Select the Parts

Process Shipment for Parts

Once process shipment is done, the status of the parts becomes

CRM & DMS Project 9

CRM & DMS Project 10

2.Enter Account name.

CRM & DMS Project 11

CRM & DMS Project 12

CRM & DMS Project 13

CRM & DMS Project 14

7. Click on Quotes view tab.

CRM & DMS Project 15

12.Click on Reports button

10. Click on New

11.Add required parts.

CRM & DMS Project 16

13. Click on Order

CRM & DMS Project 17

15.Click on Order# hyperlink.

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16.Click on Fulfill All button.

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17.Click on Pick Ticket

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18. Click on Pick All button.

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22. Click on Invoice # hyperlink.

Before generating Invoice , check

23. Go to Reports button , select option

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2. Select OTC sales

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3. Query for Order No.

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5. Click on New button.

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6. Enter Payment method ,

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2. Click on invoice No. 1. Go to OTC invoice view

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3. Click on new button.

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5. Select payment receipt.

4. Click on Pick applet

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7. Click on Save button.

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