This topic contains details of other parts activity:
Note: For details of routine parts and service activities, refer to the topic on Actioning the WIP.
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It is possible to record individual lost sales at the time of entering the product details onto the WIP. In this way it is possible to raise a WIP and invoice those lines that are in stock and to record, on the same WIP, those items that are unavailable.
In reality, there are two kinds of lost sale:
The most common is due to insufficient stock where the customer elects to obtain the part elsewhere and not wait for an order to be placed. This is recorded by entering the part and issue quantity as normal and then changing the status to 1.
Note: It is possible to default a status of 1 into the status field for parts that have no free stock by setting the Status if not field on the Parts 2 tab of the Flags-Priorities POS parameters.
The second type of lost sale that can be recorded is a sale lost due to the price of the parts being in excess of the amount the customer is prepared to pay. In this instance the status should be changed to 2.
When the WIP is saved, the appropriate lost sales field in the respective part stock file record is adjusted by the lost sale quantity and the lines on the WIP are set to status D and will be deleted by the system.
It should be noted that lost sales due to insufficient stock are recorded as a demand within the parts system and thus may influence subsequent re-order calculations. Lost sales based on price will not.
If a particular item required by a customer is out of stock or perhaps is not normally carried in stock, an order request for these parts can be generated from within the Point-of-Sale system. The ability to do this however is a priority controlled function within the Raise backorder field on the Parts 1 tab of the Flags-Priorities POS parameters, and this facility may be unavailable to you.
Note: The creation of a parts order request is not allowed unless the customer name and address details are first entered onto the WIP.
To raise an order request:
Access the Point-of-Sale WIP, load the customer and account information.
Add the required product lines and, within the Part Details form, edit the Order quantity, Selling price and Discount percent fields as appropriate for this transaction.
Change the status of the part to reflect the order type required for this transaction line. These order types are typically:
Note: Valid order types are created as part of the system configuration during the installation of the system and may differ from company to company.
Click the 
icon.
Any line at one of the valid order statuses is passed through to the Purchase Control module for further action, and the WIP remains active for as long as these lines remain outstanding. The Purchase Control system is passed the following details:
In this way it is possible for both the Purchase Control and Stock Management Systems to be aware of the parts requirement and the customer details as well.
When the part request lines exist within the Purchase Control system, it is necessary to process them through to the supplier concerned, which is a procedure that would not normally be undertaken by the Point-of-Sale operator.
In a situation where a customer has requested more of a particular part than you currently hold in stock, it is possible to perform a partial supply quite simply.
Normally, you would need to create two lines on the WIP, one of which would be for the quantity you can supply from stock and the other for the items you need to place on order for the customer. This has been semi-automated within the Autoline system as follows.
To raise a partial backorder:
Enter the part onto the Point-of-Sale WIP as usual.
The Part Details form is displayed.
Change the issue (order) quantity to the total requested quantity.
The status of the line is usually set to 1 (reflecting a potential lost sale because you are unable to supply the whole requirement), and the Split button is enabled.
Click the Split button.
The Split Backorder form is displayed.
Change the Supply quantity to the number of parts you intend to supply immediately from stock. The quantity already defaulted into this field is the quantity currently available for immediate supply (free stock). (It is not normally necessary to edit the Required quantity, so this field is disabled.)
Press the TAB key to move to the Backorder field.
If necessary, the backorder quantity is recalculated with the quantity required to complete the request. This quantity may also be changed if required.
Change the Status to reflect the order type on which the outstanding parts need to be placed.
Tip: A list of valid order types is available from the drop-down menu.
Click the OK button.
This results in the creation of two lines on the WIP. One is the immediate supply line (set to status P) and the other is the order request line (set to the status in the Backorder split form) that will be copied across into the Purchase Control module.
When the part request lines exist within the Purchase Control system, it is necessary to process them through to the supplier concerned. This is a procedure that would not normally be undertaken by the Point-of-Sale operator.
When entering a part number onto the WIP that has either a superseding part number or an alternative part number, a form is invoked that contains a list of alternative parts and the respective quantity information available on those parts. You may select any item from this list, or the part number originally entered, and this is loaded into the Part Details form for further action as normal.
In some cases there is a need to reserve a part for a customer. For example, if a telephone enquiry is made and it is decided to hold the stock on the shelf pending the customer's arrival.
To reserve parts for a customer:
Create a Point-of-Sale WIP in the normal way, and add the part or parts as necessary.
For each part that is to be reserved, change the status to R.
This allocates that part to the customer and reduces the amount of free stock available for subsequent sales.
If parts are ordered for customers through Point-of-Sale, then upon receipt of the items within the Purchase Control module, the status of the received lines is automatically set to R.
If you have made up your own kits of parts, for example service kits, then it is possible to break down the kit into its constituent elements using the Point-of-Sale system.
Note: It is also possible to make Assemblies within the Point-of-Sale module using the Make button on the Part Details form. However, assemblies are more frequently made within the Stock Management module.
To sell parts kits in Point-of-Sale:
Enter the part number of the kit onto the Point-of-Sale WIP record in the normal manner.
The Part Details form is displayed.
Click the Break button.
This creates, as individual lines on the WIP, all of the parts contained within the kit part number originally entered.
Edit the status of individual lines as required.
Note: Any line that is highlighted in a different colour may need further action before the parts can be picked.
When consignment stock goods are received, stock is adjusted by raising a WIP with all the required parts Q-franchise parts lines added to it as normal, except the issue quantities must all be negative. In order to prevent erroneous postings, the WIP must be invoiced to an internal account in which the Price category field is set to Q.
Note: Before using the consignment stocks facility within Autoline, it is suggested that this is discussed with either Autoline support staff or, during the system installation, with an Autoline consultant to ensure that the facility is correctly configured.
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