Parts Order

The Parts Order screen allows you to create a stock order and edit an existing stock order (using the Unrelease button).

To open the Parts Order screen, navigate to Product Support > Parts > Parts Ordering screen, click an Order Number or the Need to create a stock order? Click here to add link.

Topics in this section are:

• Creating a Parts Order

• Receiving Parts off a Stock Order

• Deleting a Parts Order

• Screen Description

Creating a Parts Order

1. From anywhere in IntelliDealer, navigate to Product Support > Parts > Parts Ordering.
   

   The Parts Ordering screen appears.

   

2. Click the Need to create a stock order? Click here to add link.
   

   The Parts Order screen appears

   
   

3. Fill in the fields referring to the Screen Description below.

4. Once you have finished, you can complete your work on the invoice in one of these ways:

   To:	Do This:
   Put the parts on the parts order screen on order.	Click the Release button.
   Save changes to the invoice, refresh the fields on the screen, and continue working.	Click the Save button.
   Refresh the extended price value.	Click the Refresh Pricing button.
   Display substitute part information.	Click the Subs button.
   Print an outstanding parts order.	Click the Print button.
   Write a comment.	Click the Memos button.
   Add multimedia files.	Click the Multimedia button.
   List the order totals.	Click the Total button.
   Close the invoice without saving changes.	Click the Close button.

Receiving Parts off a Stock Order

1. Navigate to Product Support > Parts > Parts Ordering.

   The Parts Ordering screen appears.

   

2. Fill out the appropriate fields and click Go >>.

   The Parts Ordering screen refreshes listing the generated search results.

3. Click an Order Number.

   The Parts Order screen appears.

4. Click the Receipt button.

   Location of the Receipt button

   
   
   

   The Receipt screen appears.

   
   

5. On the Receipt screen, select one of these options:

   • Received—indicates that the parts ordered were received

   • Back Ordered—indicates that the parts ordered are on back order

   • Delete Remaining—deletes the remaining parts ordered so leftover parts are not placed on a backorder.

6. Click the Receipt button.

   The Parts Order screen appears.

   Note:  As well as receiving parts you may also add a part substitution or adjust the quantity of parts on a stock order.

7. Enter the amount of parts that you wish to Receive, that are Back Ordered, or select Delete Remaining to indicate that remaining parts that are not received or back ordered are deleted.

   These scenarios can occur when receiving parts into the system:

   • If you receive more parts than what was originally ordered, the system warns you that the amount of parts you are receiving exceeds the original Outstanding amount.

   • If you receive fewer parts than what was originally ordered, the system automatically creates a back order for the remaining parts to fill the demand of the particular part.

   • If you receive fewer parts than what was originally ordered and have selected the Delete Remaining checkbox for the corresponding part, the system receives in the amount entered and deletes the remaining number of parts so a back order is not created.

   • If the cost of a part is different than the original cost, the system warns you that the cost of the part is greater than the list price of the part.

8. Click Update.

   The system updates the On Hand, On Order, Back Ordered, and Average Cost quantities associated with the parts and creates any back orders required. If a back order is created, a PO remains in the system. Any parts that are fully receipted into the system are removed from the PO.

   Updated Parts Order screen

   
   

Deleting a Parts Order

You can only delete a parts orders when its status is Changeable. If the order has been previously released and has a status of On Order:

• If the order is not a special order, you can unrelease the order, reversing the status of the order back to Changeable which gives you the option to delete the order.

• You can receipt all parts on the order using a value of zero for the quantity received.

To receipt all parts on the order

1. On the Parts Order screen, click the Receipt button.

   Location of the Receipt button

   
   
   

   The Receipt screen appears.

   
   

2. Select the Delete Remaining checkbox to delete the remaining part quantity so leftover parts are not placed on a backorder, then click the Receipt button.
   

   The Parts Order screen appears.

   
   

3. Enter zeros or leave the Received and Back Ordered fields blank.

   Updated Parts Order screen

   
   
   

4. Click Update.

   The Parts Order screen refreshes indicating that no parts have been received.

   
   
   

5. Click the Close button.

To delete the parts order

1. On the Parts Order screen, make sure the status of the order you wish to delete has a status of Changeable.

   Location of the order status

   
   
   

2. Click the Delete button.

   Location of the delete button

   
   
   

   A Confirmation screen appears.

3. Click Yes to delete the parts order from the system.

Screen Description

The fields on the Parts Order screen are:

Field	Description
Order Number	The parts order number. If you do not enter a number on a new parts order, the system will assign a sequential order number.
Vendor	The name of the part vendor for this order. Click on the Search icon to search for a vendor on the Vendor Selection screen.
Type	The type of parts order. See the Type Options table below for more information.
Discount %	If applicable, the discount % to be applied to this order.
Comment	Allows the user to enter a description of the order. This field can be changed at any time and is often changed to reflect the packing list number in the case of back orders.
Transmit	If selected, indicates that the order is to be transmitted to the vendor electronically. An order must be released before it is transmitted. Once the order has been transmitted, this field will show one of the following values: Y—the order is to be transmitted. N—the order is not to be transmitted. T—the order has already been transmitted.
Program	(Optional) If the order type is a special order program, enter the program number.
Ship Date	The date the parts will be shipped.
Due Date	Mandatory. The date the order is expected to arrive.

The cost codes used on the order to calculate the Landed Cost of the parts is determined by: 

• the Type applied to an order

• the vendor

• the parts on an order

• the Order Creation

• the Order Update cost codes assigned to the selected parts/ vendor

See Cost Code Logic for more details.

The Type options are:

Type Options
Type	Description
SO	Stock Order
Q1	First Quarterly Order
Q2	Second Quarterly Order
Q3	Third Quarterly Order
Q4	Forth Quarterly Order
IS	Initial Stock Order
MD	Machine Down
FI	Fill In
TS	Special Order Program
ST	Special Terms

The search field on the Parts Order screen is:

Field	Description
Position to Part Number	Used in conjunction with the Go >> link to reposition the parts list to the part number specified.

The fields on the Parts Order screen are:

Field	Description
Line	The line number of the corresponding part.
Part Number	The part number you wish to order. Click on the Search icon to open the Parts Search screen.
Description/Customer Name	A brief description of the ordered part and the name of the customer purchasing the part. The Customer Name field only appears if the order is a machine down type (MD, FI, T$, etc). *No Mastr appears if the selected part is not loaded on the price master file. Click the Add Part link next to *No Mastr to add the part to the part master file.
OH/Bin	The current on hand amount for this part in your current branch location. The bin number indicates the part's physical location. If the Bin field appears highlighted, alternate bins exist. Move the cursor over the Bin number to view alternate Bin location numbers.
OO/OFC	The current on order amount and OFC code for this part in your current branch location. The on order amount and OFC code is obtained from the parts system. See Order Formula Codes Summary.
Source/Class	The part's source of supply code and class code. The source of supply code typically represents the part's originating warehouse location, while the class code is used in conjunction with the part's Type code to group similar parts together. Valid source of supply codes are configured and listed on the Source of Supply screen. Valid class codes are configured and listed on the Classes screen.
Co L12 Sales	The number of times the selected part has been sold within the last 12 months across the entire company.
ASL Code	Deprecated. The part's authorized stocking list code (e.g. active/demand, new or collaborative).
Return Code	Indicates the part's return status, whether or not the part is returnable.
Ordered	The quantity of parts being ordered. This amount must be a multiple of the package quantity for the part. -OR- The quantity ordered by the customer. The Cus Ord field only appears if the order is a machine down type (MD, FI, T$, etc).
Allocated	Identifies how many parts have been allocated (reserved) for customers. The quantity ordered cannot drop below this value. A part is considered allocated when the part is sold on a rental contract or equipment invoice, or the part is adjusted on a work order.
PPK/Ord #	The number of parts per package and the invoice number or requisition number from which the special order was requested. The Ord # field only appears if the order is a machine down type (MD, FI, T$, etc). These rules apply while creating a parts order: If a part has a parts per package value is > 1, the user must manually enter a parts per package value, to force the user to confirm that the parts per package is correct. If a part has a parts per package value is > 1, the cost should be the cost of the entire package. When receiving a part from a parts order, the receipted quantity is multiplied by the parts per package and that is what is put into stock.
Outstanding	Displays the quantity of the part ordered that has not yet been received. If the order has not been released, this field will display the same quantity as the quantity ordered.
Cost	Defaults to the part master file current cost less any applicable discount. The bin number represents the part's physical location. The Bin field only appears if the order is a machine down type (MD, FI, T$, etc).
Extended Cost	Displays the Cost multiplied by the Outstanding quantity.

Use these buttons to modify the Parts Order:

Button	Function
Update	Updates the status of the of the parts order if there have been any changes made to the Parts Profile.
Receipt	Opens a window where you can manually Receipt the parts order, change that status to Back Ordered or Delete Remaining parts.
Unrelease/Release	Unreleasing a parts order changes the order status to Changeable, which means that you can add parts to the order or change the quantities of parts on order. Special orders that have been released cannot be unreleased. Note:  If using Kubota Smart Supply it is advised NOT to leaving parts orders in an unreleased status. Doing so might force the interface to suggest the same part multiple times.
Release	Releasing a parts order changes it to the On Order status. Note:  The system automatically releases special orders (MD, FI, etc.) once they have been created.

Use these buttons to complete your work on theParts Order screen:

Button	Function
Save	Saves changes made on the Parts Order screen.
Refresh Pricing	If a cost or discount percentage have been updated, use the Refresh Pricing button to update the totals.
Subs	Displays the Sub screen.
Delete	If a parts order has been released but is never going to be received or if an order was released by mistake, the Delete button will delete the order.
Import	Allows you to import a parts list from a pick list, a piece of equipment, a job code, or a .CSV file to add to the purchase order.
Vendor Parts Order	Allows you to, email the parts order report (POR38231) to the supplier, or you can print it to PDF.
Print	Can be used to print or email any outstanding parts order regardless of its status.
Memos	Opens the Memos screen allowing you to add memos to a part order. A highlighted Memos button indicates that a memo exists for the selected parts order. Memos added to a parts order are linked directly to the order number. If the order number is changed, the memos associated to the original order number will no longer be associated to the order. If the order number is changed back, the memos associated to the original order number will reappear.
Multimedia	Opens the Multimedia screen allowing you to add media such as pictures and video to a part order. A highlighted Multimedia button indicates that there is multimedia already associated to the selected parts order. The Multimedia button only appears after entering each of the required fields for the order.
Total	Opens the Totals screen listing the order totals.
Close	Close the Parts Order screen and returns to the Parts Ordering screen.

Data Source: PURORD, PURPART

Security: 821 Product Support - Parts Ordering

Revision: 2025.01