Creation of a Tool Calibration Order

This article is an introduction to the ‘Purchase Orders’ module of the Blue STOK section.

We are going to see step by step how to create and manage a tool calibration/overhaul order.

To create an overhaul order, you need to open the 'Purchase Orders (stock)' module.

Switch to edit mode . 

Click on the ‘Add’ button to create a new overhaul order.

A new line appears at the end of the list. Its number is ‘Pending…’ until the Overhaul Order is saved. It will then be filtered by date.

Choose the category from the dropdown menu of the ‘Category’ field in the ‘General’ box.

Fill in the vendor information and the shipping information.

You can use the ‘Currency / Note’ to change from one currency to another. The system is connected to ‘Currency Layer’, a Reliable Exchange Rates & Currency Website.

Click on the plus button of the ‘Order Details’ panel to add items to the order.

Add an item to the order:

Click on the radio button ‘Inv. Items’ on top of the pop-up window to display the list of parts and tools that are currently physically in your stock.

Select the appropriate stock thanks to the selector.

Pick one or more items from the ‘Available Items’ list and click on ‘Overhaul’ .

The tool is now added to the order.

Click on this button to validate the content of the order.

Once you have received and approved the quotation from the vendor, amend the price according to the quotation content. You can either change it in the ‘Order Details’ panel or in the ‘Price / Quantity’ box on the right.

Creating an Outgoing Move

First of all, you need to accept the quotation by clicking on this button (icon) in the main ribbon.

Then, click on this button (icon petite ardoise) to generate an outgoing move corresponding to the stock withdrawal to send the tool.

The expected date can be overridden, this information will influence the ‘Order Alerts’ panel of the ‘Dashboard’ module. 

You can see that the outgoing move has been generated.

If you have created a move that should be associated with the order but is not because you did not process the item while using the Purchase/Sales Orders module or did not selected the order while processing the item via the iPad, you can still link it to the order.

This process in explained in the 'Inventory Moves (GRN)' article.

Additional

If you do not want to add the ship in/out cost to the part because you do not want it to impact the value of your stock, you can create a line dedicated to the shipment cost. Click on the plus button of the ‘Order Details’ panel.

Click on ‘Services’ on top of the pop-up window to display the reference of the service type.

Select the service and click on the overhaul arrow to add the service to the on-order items list.

You can modify the unit cost and validate .

The shipping cost is now part of the order details.

Preview

Click on ‘Preview’ to display a form that summarizes the Overhaul Order.

Click on ‘Reports’ on top of the main ribbon to be able to export and send the document.

Export (icon) or send (icon) the document in the format of your choosing.

Arrange Shippment

Click on the plus button to add a shipment.

Click on the plus button to add items to the selected shipment.

Select one or more items from the ‘Available Order Items’ list.

Click on the orange arrow  to add the item(s) to the shipment content.

The item is now part of the shipment content.

You can validate .

Click on ‘Delivery Sheet’ in the ‘Reports’ box on the right of the screen and click on ‘Show Report’ to display a delivery sheet.

You can print out this document to include it in the shipment.

You can export it in the format of your choosing (icon).

You can e-mail it (icon).

Receive Parts

When the tool comes back to your stock, click on the ‘Receive order item’ button (icon petite ardoise) to create an incoming GRN.

Create an incoming move.

Select the tool in the ‘Inventory Moves’.

You can open the ‘Related Files’ tab to add files and/or folders.

Click on the validation button .

The system asks if you would like to print out the label.

The status of the item is now closed.

Both moves are displayed in the ‘Associated Moves’ table.

If you click on ‘Close P/O’ without ticking the ‘Payment performed’ check, a message will appear.

The order is now closed.

You can still switch to edit mode and set the payment as performed.

Tick the box ’Payment Performed’ box in the ‘Status’ panel and click on ‘Save’ .

Open the ‘Inventory Status’ module and open the ‘Inventory Items’ tab.

Look for the tool and update the ‘Expires on’ field by switching to edit mode, typing the correct date, and clicking on ‘Save’.

The flag is now updated, it has become ‘Not Critical’.