Rotable Item Identification
Rotable items should be clearly marked as “RS – Rotable” in the Item Master.
Only items marked as Rotable will follow the process below.
Issuing of Rotable Items
To start the process, you need to create a Stores Issue requisition through one of the following methods:
•Capture Electronic Requisition
•Work Order Capture (allocate parts)
Once the stores issue requisition is created it will automatically route to the budget holder for financial approval.
When the approval is complete, it will then automatically create & print a picking slip at the store.
The operators can pick the relevant rotable item from the bin and dispatch to the originator. During the dispatch process, the following steps are performed (automatically):
•The stores issue requisition is completed
•The rotable item is issued to the Asset & Cost Centre at $1
•If the rotable item is linked to a maintenance component, then the asset /component link is also updated (i.e. new component now linked to the Asset)
•The system creates an RFQ (“S REPAIR” i.e. “Stock Repair RFQ”) that routes to the buyer to action further
Once the buyer receives the defect item/component he can create a gate pass/waybill on the system to allow the item to leave site for quotation. The buyer can submit the RFQ/Defect report to the supplier and dispatch & scan the item off site. (NOTE: Some reports & notification available to track items scanned offsite – not returned yet).
Multiple items can be sent for repair. When the buyer selects a rotable/repairable item, the quantity field will be enabled to enter the desired number of items to be sent for repair. The gate pass functionality caters for multiple items of the same type as well.
The created RFQ can be deleted or cancelled as long as no waybill has been linked to the RFQ.
The supplier can analyse and return his repair costs to the buyer. The buyer can attach the quotes and documentation to the RFQ and submit to the budget holder for review and financial approval. A repair contract number is displayed on the approval screen.
During the Workflow and approval process a yellow flag will appear on the screen if the same item with the same serial number is sent for repairs the 1st, 2nd and 3rd time. From the 4th time onwards the yellow flag will be red.
Should the repair costs be declined/rejected, the system will create a “STRIP & QUOTE” purchase order from the RFQ which the buyer can submit to the supplier to return the defect component.
Should the repair costs be accepted and approved, the system will create an “S REPAIR” purchase order to instruct the supplier to continue with the repairs.
Once the supplier returns the repaired item, QA Inspection can be done, and the item can be scanned back onsite.
The stores can then process the GRV to book the item back. During the receiving process the following steps are performed (automatically):
•Purchase order is marked as received
•Actual repair costs charged to the originating cost centre & asset & component
•Repaired item placed back into stock at value $1
•Supplier warranty details are updated on the component
The repaired item is now available to be issued again to the next user through the same process.
In the case where an item does not comply with the requirements laid out in the above process such as detailed quotes, failure reports etc. you will use the STRIPSERV transaction type. This is used in cases such as services of vehicles, equipment, monitors, etc. It is still an offsite repair order.