Inventory Work Instructions

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Click here for Information on:

Adding a Material Item to the Inventory

Adding / Deleting / Editing Manufacturer information for an Inventory Item

Adding a new Manufacture to or Deleting a Manufacturer from the database

Adding / Deleting / Editing Vendor / Supplier information for an Inventory Item

Adding / Deleting / Editing Specification information for an Inventory Item

Adding or Associating a Storeroom with an Inventory Item

Removing or Disassociating a Storeroom with an Inventory item

Returning a Serialized item to Stock

Returning an Non-serialized item to Stock

Issuing out a Stocked or Non-stocked Inventory Item

Transferring a Material Inventory Item

Editing Inventory Item Information in a Storeroom

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Adding a Material Item to the Inventory

Note:  Inventory consists of both stocked and non-stocked items.  Stocked items are those that are retained or stored in a storeroom.  Non-stocked items are those that are needed periodically but are not stored in any storeroom; only ordered when needed.  Entering information for both Inventory Stocked and Non-stocked items is identical; with the only difference being that stocked items will have storerooms associated with them and a minimum and maximum stock level defined for the stocked item.  All Services are identified in the Vendor module with the applicable Vendor that provides the service.

1. After logging into CMMS select the Inventory Module from the expanded Inventory selection.

o   In the Inventory Module you will initially be in the “query” mode.

·        NOTE:  Be aware most fields are mandatory and will be required before saving the record to the database.

2. Assuming you have all data, select the addicon at the bottom of the page or go to Operations > New Inventory Item.

NOTE: DO NOT USE NEW ITEM (AUTO NUMBER)

o   All fields in dark grey are mandatory.  The Serialized radio buttons are mandatory, and note the default is “No”.  You will receive a warning message before saving to remind you of your selection.

3. Mfg. Part No. – Should be the manufacturer part number or mil spec number

4. Description – The manufacturer description should be used (This field is just to the right of the Mfg. Part No. data field, but does not have a label.

5. Suitable Replacement – Enter the Mfg. Part Number that is a suitable replacement.  If you have multiple suitable replacements separate them by comma.

Note:  This is NOT a mandatory field.

6. Category/Classification – Use the magnifying glass  icon to pull up the selection box shown below.  If the Category/Classification you need is not listed; contact the ILS group for help.  The ILS group is the only ATS entity that is permitted to add, delete or edit an Inventory Category / Classification.  Double clicking on an Inventory Category / Classification will enter that designator with the applicable inventory item information.  (ILS Group:  To add a new Category / Classification; verify the applicable category / classification in accordance with the contractual LSP requirements.  If a new category / classification is required – Select the New icon and the screen below on the right will popup.  Be sure to select save  after entering the data.)

7. Issue Unit – Use the magnifying glass  icon to pull up the selection box shown below.  If the Issue Unit you need is not listed, you do have the ability to add one to the database, however the complete industry recognized units of measure have been loaded in the CMMS, therefore the unit of measure that you need should already be in the listing.  Ensure that you sure the list thoroughly before entering any new units of measure.   To add a new unit of measure -  Select the New icon and the screen below on the right will popup.  Be sure to select save  after entering the data.

8. Primary Vendor – If you do not know the Cage Code or the Boeing C-17 ATS program assigned as the Vendor ID, use the magnifying glass  to pull up the Vendor query screen.  Remember that you can query using a complete or partial name or Vendor ID code.  Querying with a partial name or Vendor ID; you can use a wildcard (%) function to get a listing of names or IDs that match your partial criteria.  The Vendor ID code in most cases will be the CAGE Code of the item manufacturer which should be identified in the equipment drawings or technical documentation.

o   If you attempt to retrieve the Cage Code or Boeing C-17 ATS program assigned Vendor ID and it is not found, select “Add New Vendor”  or use the steps below.

o   If you have the data needed to add a vendor to the database you can select the new  icon on the bottom of the popup.  This allows you to add a vendor to the database “On the Fly”.  Without this feature you would have to leave the module to add a vendor.  Select the save  icon once the data is entered.  Be sure to update the Contacts, Services, etc. afterward using the Vendor module.

9. Primary Mfg. – If you do not know the Cage Code, use the magnifying glass to pull up the Primary Mfg. query screen.

o    If you attempt to retrieve the Cage Code or Boeing C-17 ATS program assigned Mfg. ID and it is not found in the system, contact the ILS Group for assistance.   The following steps outline how to enter a new Primary Manufacturer.  Select the new  icon and the popup on the right below will display.  Be sure to hit the save  icon once the data is entered.

10. Always, check BINCS or IHS to obtain a Cage Code.

o   BINCS and IHS are links that can be found under Tools > Links

11. If the Mfg. does not have a cage code use the Self Generation Tool to create a Boeing C17 ATS program defined Mfg. ID.

o   The Self Generation Tool is located under Tools > Links > Vendor / Mfg Generation Tool.

12. After you have a Cage Code or Boeing C17 ATS program defined Mfg. ID fill out all fields possible.

o   If the manufacturer’s information is found in BINCS or HIS; use the data found in those databases.

o   If not found in BINCS or HIS and a Boeing C17 ATS program defined Mfg. ID is used; contact the Manufacturer or use a phone book, internet, etc. in order to fill out all fields possible.

13. If you added a New Manufacturer; when you saved and closed the New Manufacturer window; the New Manufacture will now be available in the Select a Manufacturer window.  If the manufacturer was already in the Manufacturer database you can use the complete Manufacturer CAGE Code (i.e. Code) or Name or a partial of the CAGE Code or Name and clicking the Filter  icon; a listing of manufacturer’s that meet your query criteria will be displayed.

After adding new manufacturer                                                         After querying the manufacturer database

14. Clicking on a manufacturer in the Select a Manufacturer window will set the Primary Manufacturer in the Inventory Main screen.

15.  Inventory Status – If you do not know the Inventory Status Code, use the magnifying glass to pull up the Inventory Status screen.  This screen will provide you with all codes currently used in the database.  Simply select the code needed and you’re done.

o   If a code you need is not available contact the ILS group for assistance.  The ILS group is the only ATS entity permitted to enter / create new Inventory status codes.

·        ILS Group:  To create a new Inventory Status code; confirm / verify the new Inventory Status code against the contractual LSP requirements before proceeding.  To create a new Inventory Status code; select the new  icon and enter the new code.

16.  Security Designation – Enter the Security Designation for the inventory item.  If you do not know the applicable Security Designator,  use the magnifying glass to the right of the Security Designator field to pull up the Security Designation listing window.

o   If a code you need is not available contact the ILS group for assistance.  The ILS group is the only ATS entity permitted to enter / create new security designator codes.

·        ILS Group:  To create a new Security Designation code; confirm / verify the new Security Designation code against the contractual LSP requirements before proceeding.  To create a new Security Designation code; select the new  icon and enter the new code.

17. Special Reqs – If you do not know the Special Requirements Code, use the magnifying glass to pull up the Special Requirements listing screen.  It will provide you with all codes currently used by the ATS.  Simply select the code needed and you’re done.

NOTE: This is NOT a mandatory field.

o   If a code you need is not available contact the ILS group for assistance.  The ILS group is the only ATS entity permitted to enter / create new special requirements code.

·        ILS Group:  To create a new Special Requirements code; confirm / verify the new Special Requirements code against the contractual LSP requirements before proceeding.  To create a new Special Requirements code; select the new  icon and enter the new code information.

18.  Critical Asset – Simply type “Yes” if it is a critical asset or “No” if it is not, or select from the available selection listing as shown below.

19.  Warranty (Months) – Enter the amount of months this item is covered by the vendor / manufacturer’s warranty when it is acquired new.  This will be in months from the date of purchase.

NOTE: This is NOT a mandatory field.

20.  National Stock No. – If the item has a NSN use the magnifying glass  icon to retrieve it.  If the NSN is not listed, select the new  icon and enter the NSN in the Code field and the complete manufacturer’s description in the description field along with any acronyms use to identify the item as shown in the example below.

o   If you do not know the NSN, or need to search for the NSN search for it using Haystack.  Use the link within CMMS to get to Haystack.  Tools > Links > Haystack

NOTE: This is NOT a mandatory field but should be entered.  You should always search Haystack or other government approved databases to identify an NSN for an item or confirm that the item does not have or has not been assigned an NSN.

21.  Serialized – Select the radio button “Yes” or “No”.

o   It is critical to know the difference between these two.  It is based on Serialized Management, for example the C17 ATS tracks all “Repairable” assets as serialized.  There are basically three reasons within the C-17 ATS program to set the inventory item information to serialized = “Yes”.

1.     The item you are entering into the inventory is a repairable item; set to serialized.

2.     The inventory item information is for an asset that will be tracked with a C-17 ATS program Asset Tag; set to serialized.

3.     The inventory item has a unique individual warranty requirement that must be tracked.

Note: An item with a unique individual warranty requirement may or may not have a serial number but for warranty tracking purposes the item must be managed in the CMMS as s serialized item.   When an item does not have a serial number but must be managed as a serialized item; use the C-17 ATS UID (Unique Identification) Generator to obtain a unique C-17 ATS identifier that can be used in place of a manufacturer’s serial number.

o   If you select “Yes”, there is a need to track the asset by serial number or C-17 ATS UID, and an equipment record should be created.  To add an equipment record, go to the Equipment Module > Help > Add New Equipment Record.  This will need to be created after you complete the steps in this work instruction.

o   If you select “No”, the item is not tracked by serial number or C-17 ATS UID, and an equipment record does not have to be created.

Stock Item – The database manages this radio button automatically.  By default every item is set to “No”.  If you associate a storeroom with an item, the database immediately switches the radio button to “Yes” indicating that the item is to be a stocked item.

Note: A stocked inventory item is not designated by a quantity but by an association to a storeroom.  A stocked item could have a stock level quantity of 0 (zero) indicating that the currently none of that particular item was available.  A non-stocked item is an item you currently do not have the need to spare, but only order when you need it.

Reference Only: Example

This is an example after following the steps above.

The Vendor Part# and Manufac Part# will be added further down in the instructions.

22.  Once you have complete the steps above you can now select the save  icon.

·        NOTE:  A popup window will always remind you of your selection on the “Serialized” field.

OR

23.  Next, the “Item Vendor” table will popup.  You will need to enter all data supplied to you from the vendor.

·        Fill out all fields, except for the “Discount”.  The vendor will supply you with the data.

Note:  The Vendor Part No. may or may not be the same as the Manufacturer’s Part Number.  In many cases vendors may be distributors or retail outlets for a manufacturer’s item and they may assign a Vendor Stock Unit (SKU) designator to an item.  When you acquire an item from a vendor you must confirm / obtain both the OEM’s (Original Equipment Manufacturer’s) Part Number and the vendor’s SKU number if they use one.  When applicable enter the vendor’s SKU number as the Vendor Part No.

Default Popup

Example: After it’s populated.

24. Once you have populated the fields like the example above, select the save  icon.

·        NOTE: The Vendor Part # is now visible on the Main screen/tab.

·        You do have the ability to add  additional vendor associations or remove a vendor association from an Inventory Item.  The Vendor identified on the Inventory Main screen is the primary vendor or the vendor that currently the ATS is acquiring that item from.  The Vendor’s tab identifies all of the applicable vendors or places that the particular Inventory item can be obtained.   To add or remove a vendor association with an Inventory item:

Ø To Add a vendor association – From the Vendors tab click on the  icon at the bottom of the screen as shown in the example below.  This will bring up the Item Vendor window.  Use the process contained in WI step 21 above to enter the new vendor’s information associating the new vendor with the Inventory item.

Ø To Remove a vendor association – From the Vendors tab, double click on a Vendor.  This will bring up the Item Vendor window.  In the Item Vendor window click on the  icon.  This will remove or disassociated that particular vendor with that Inventory Item.

Note:  The primary Vendor identified on the Inventory Item Main page can be changed as needed.  Re-identification of the primary Vendor should only be done by the ILS or procurement personnel based on what vendor the ATS is currently using to provide that particular Inventory item.  Typically the primary Vendor will be the vendor that the ILS or procurement personnel have identified that can provide that particular Inventory item at the lowest price.  Using the Lookup icon  to the right of the Vendor code field on the Inventory Main page will bring up the Listing of the Vendors that have been associated with the Inventory item in the Vendor tab and permit you to re-identify the current primary vendor for the Inventory item.

25.  Next, you will need to select the Manufacturer tab.  When a new Inventory Item is initially setup a Primary Mfg. is identify on the Inventory Main screen.  The new inventory item primary manufacturer will be contained or listed in the Manufacturer’s tab.

·        To enter the Manufacturer’s Part Number with a new Inventory item – Select and double click the line in the Manufacturer’s tab as shown below.  This will bring up a Manufacturer’s window as shown below also.  Enter the Manufacturer’s part number and click on the save  icon.

Ø NOTE: The Manufacturer Part Number is now viewable on the main tab.

·        In some cases an Inventory item may be available or manufactured by more than one manufacturer.  Multiple manufacturer’s can be associated with a single inventory item to indicate that more than one manufacturer can provide the item.  Typically there will be an Industry Common Part Number for the item (e.g. 641 Amplifier made by Motorola, GE, Phillips, etc.).  For these cases you can enter more than one manufacturer for an Inventory Item.  To add or remove a manufacturer association with an Inventory item:

Ø To Add a manufacturer association – From the Manufacturer’s tab click on the  icon at the bottom of the screen.  This will bring up the Manufacturer Item window as shown below.

Ø Enter the new Manufacturer’s CAGE Code or use the Lookup to the right of the Manufacturer data field to pull up a listing of manufacturer’s.  If the Manufacturer you need is not listed you will need to add the manufacturer to the database (See Adding / Editing / Deleting a Manufacturer).

Ø To Remove a manufacturer association – From the manufacturer’s tab, double click on a manufacturer.  This will bring up the manufacturer window.  In the Item manufacturer window click on the  icon.  This will remove or disassociated the particular manufacturer and that Inventory Item.

Note:  The primary Manufacturer identified on the Inventory Item Main page can be changed as needed.  Re-identification of the primary Manufacturer should only be done by the ILS or procurement personnel based on what Manufacturer that ATS engineering has currently identified to viably provide that particular Inventory item.   Using the Lookup icon   to the right of the Primary Manufacturer code field on the Inventory Main page will bring up the Listing of the manufacturers that have been associated with the Inventory item in the Manufacturers tab and permit you to re-identify the current primary manufacturer for the Inventory item.

26. If this item will be stocked you will need to associate a storeroom with this inventory item and designate what storeroom(s) within the ATS this item will be stocked.  Additionally you will need to identify the storage location within that storeroom (i.e. Aisle, Row, Bin) and what the reorder point and maximum stock level to retain (i.e. min and max Qty.).   A stock level can be set at this point however stock levels should be set by either an Acquisition, Consumption or Repair action.  Select the link Adding a Storeroom for help.  If the item is a non-stocked item then you will not need to associate a storeroom with the inventory item; which would designate that the item is used in the ATS but is not stocked.

Note: Serialized Stocked items will need to be returned to a storeroom, so the quantity available will display.

o   To do this, see Return Serialized Item for help.

27.  Specifications Tab – is used to add an attribute(s) for an item.  To add an entry to the Specifications Tab see Adding Specifications for help.

28.  Where Used Tab – Allows you to view where the item is used by equipment system / subsystem and location.  It works in conjunction with the Parts List on the Equipment Module.

If the item is managed by serial number; Asset Tag or ATS UID; the Related Equipment function under the Resources menu will display a listing showing where that item is currently located (either, storeroom, repair shop, or being used) as shown below.

29.  Vendors Tab: - Allows you to view, edit, add, or delete vendors for an item.  To add, edit, or delete a Vendor for an item see Adding/Editing/Deleting a Vendor.

30.  Manufacturer Tab: - Allows you to view, edit, add, or delete a manufacturer for an item.  To add, edit, or delete a Manufacturer for an item see Adding/Editing/Deleting a Manufacturer.

31.  Show Open Acq. Doc. Tab: - Displays all open Acquisition Documents (AD) for that part.

·        NOTE:  If you select a line for an open AD and double click; it will take you to that AD in the Purchasing module.

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Adding / Editing / Deleting a Manufacturer for an Inventory Item

Note:  This work instruction just adds a manufacturer record to an Inventory Item’s Manufacturer tab listing.  The inventory item manufacturer tab listing is used to associated / identify the Primary Manufacturer of an Inventory Item (Inventory Item Main screen – Step 9 Primary Manufacturer) and to identify the specific manufacturer of the inventory item within a specific storeroom (Storeroom Inventor Item edit screen).

1.      On the Inventory main tab/screen enter in the manufacturer part number for the item and query / retrieve the item.

2.      Select the Manufacturer Tab.

3.      To add a manufacturer select the add  icon.

Example: After it’s populated.

·        Once you have populated the fields like the example above, select the save  icon.

4.      To edit an existing manufacturer select the line for that manufacturer and double click.

o   Double clicking the manufacturer will popup the window on the right above which allows you to edit the manufacturer part number.

o   Select the save  icon when complete.

5.     If the manufacturer is no longer used / available for the item; select the delete  icon.

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Adding a New Manufacturer / Deleting a Manufacturer

Note:  This work instruction adds a new manufacturer to the CMMS manufacturer database.  Once a manufacturer is added to the database it can be associated with any Inventory Item (i.e. set as the Primary Manufacturer – See Adding an Inventory Item step 9 Primary Manufacturer) and with any specific storeroom item (See Editing an Inventory Item in a Storeroom step 4 Vendor and Manufacturer).

Adding a New Manufacturer to the CMMS database can be accomplished from within any Inventory Item.  To add a New Manufacturer go to the Manufacturer’s tab of any Inventory Item and follow the below steps to add a new manufacturer to the database.

1.           On the Inventory main tab / screen, enter a manufacturer part number and retrieve the item.

2.          Select the Manufacturers Tab.

3.          To add a manufacturer; select the add  icon in the lower right part of the screen.

4.          This will bring up the select a Manufacturer popup window which is used to select or identify a manufacturer with an inventory item.  In this window click on the Lookup  icon to the right of the Manufacturer as shown below.  This will bring up the Select a Manufacturer window.

5.          In the Select a Manufacturer window; click on the New  icon at the bottom of the window.  This will bring up the Add New Manufacturer window.

6.          In the Add New Manufacturer window enter the applicable information.  You must enter a Company ID which is the Manufacturer’s CAGE Code or a Boeing assigned Manufacturer ID if the manufacture does not have a formally industry assigned CAGE Code.

Ø Always, check BINCS or IHS to obtain a Cage Code.

o   BINCS and IHS are links that can be found under Tools > Links

Ø If the Mfg. does not have a cage code use the Manufacturer ID Self Generation Tool to create a Boeing C17 ATS program defined manufacture Company ID.

o   The Manufacturer ID Self Generation Tool is located under Tools > Links > Vendor / Mfg Generation Tool.

Ø After you have a Cage Code or Boeing C17 ATS program defined Mfg. ID fill out all fields possible.

o   If the manufacturer’s information is found in BINCS or HIS; use the data found in those databases.

o   If not found in BINCS or HIS and a Boeing C17 ATS program defined Mfg. ID is used; contact the Manufacturer or use a phone book, internet, etc. in order to fill out all fields possible.

7.          After entering all of the manufacture’s information; click the Save  icon.  This will return you to the Select a Manufacture window and initially associate the new manufacture with the Inventory item from within which you created the new manufacturer.  Click the Close  icon to close the window on all windows.

Note:  The New Manufacture added to the manufacture database will always be listed in the manufacturer’s tab of the Inventory Item you used / were in when you entered the new manufacturer.  After entering the new manufacturer; you can disassociate the new manufacture from any inventory item by clicking on the manufacturer in the Inventory Item Manufacturer’s tab and then with in the Manufacture window; click on the Delete  icon.

Deleting from the manufacturer’s window does not delete the manufacturer from the CMMS manufacturer’s database; it only disassociates that particular manufacturer from the particular Inventory Item (i.e. removes it form that Inventory Item’s Manufacturer tab listing).

To edit or delete a manufacturer from the CMMS manufacturer database; In the Select a Manufacturer window click on the Edit  icon to the right of the manufacture you wish to edit or delete.  In the Edit Manufacturer window you can edit / change all of the manufacturer’s information with the exception of the Company ID.  To change a Company ID you must delete the record and create another new manufacturer record.  Use the Delete icon  within the Edit Manufacturer window to delete or remove a manufacturer from the CMMS database.

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Adding / Editing / Deleting a Vendor

Note:  This work instruction adds a vendor to the Vendor tab listing associated with an inventory item.  To add a new vendor to the database See Adding a New Vendor in the Vendor module.   The Vendor tab listing is used to set / identify the Primary Vendor in the Inventory Item Main screen (See New Inventory Item Step 8) and for setting / identifying the vendor for an item within a specific storeroom (See Editing an Inventory Item in a Storeroom).

1.     On the Inventory main tab / screen enter in the manufacturer part number for the item.

2.     Select the Vendors Tab.

3.     To add a vendor; select the add  icon in the lower right part of the screen.

Example: After it’s populated.

4.     Once you have populated the fields like the example above, select the save  icon.  You must enter:

·        Vendor Part Number

·        Purchase Unit

·        Conversion factor

·        Quoted Price

The Last Price should be filled in if the item has been acquired from the vendor within the past 30 days; otherwise set to zero (0).

The Discount should be set to zero (0) unless the vendor/supplier has a constant discount rate that they apply to C-17 ATS procurements.

5.     To edit an existing vendor select the line for that vendor and double click.

o   Double clicking the vendor line will popup the window on the right shown above which allows you to edit the vendor item record information.

o   Select the save  icon when complete.

6.     If the vendor is no longer used / available for the item; select the delete  icon.  This will disassociate the vendor with this inventory item.  In the Vendor module this will remove the item from the Vendor Items listing.

Adding Specifications

1.     On the Inventory main tab/screen enter in the manufacturer part number for the item and retrieve the inventory item record.

2.     Select the Specifications Tab.

3.     To add an attribute for an item select the add  icon at the bottom of the page.

4.     A popup will allow you to enter in the attribute.

o   Enter in the data and select the save  icon.

NOTE: You can add additional attributes by repeating the process.

Adding or Associating a Storeroom with an Inventory Item

Note: Adding to or associating a storeroom with an inventory item changes that inventory item from a non-stocked item to a stocked item.  Once a storeroom has been added or associated with an inventory item, you must identify / define the storage location (Aisle, Row and Bin) for the stocked inventory item and you must identify / define the minimum and maximum stock levels for the item.  The minimum stock level is the C-17 ATS LSP requirement for that item while the maximum stock level is defined by the quantity package size available when normally acquiring the item.   If you need to add a Storeroom to the CMMS – See Adding a Storeroom.

1.     In the Inventory main screen query and inventory item by its manufacturer part number or name.  You can use the complete part number or name or a partial using the wildcard (%) function.

2.      Once you have retrieved an inventory item - To add or associate a storeroom to an inventory item select Resources > Add To Storeroom.

3.     A popup will allow you to select / set a storeroom designation; add the Aisle, Row, & Bin, and then enter a Max and Min stock.

Ø Storeroom:  Select the magnifying glass  icon to query the database for the storeroom you need.  This will be the room you’re stocking the item.  Storerooms are designated by an ATS Site Location Code-Building number-Room number (e.g. LTS-172-112).

§  NOTE:  If the storeroom you require is not listed see the help under the storeroom module for adding a new storeroom.

Ø Aisle:  The aisle at which the item resides.

Ø Row:  The row at which the item resides.

Ø Bin:  The bin at which the item resides.

Ø Max Stock / EOQ: The max quantity you should have in stock.

Ø Min Stock / Reorder Point: The minimum stock level you should have, and when the stock levels hits that quantity it will flag the database for reordering purposes.

Ø Once these fields are populated select the save  icon.

NOTE: The main screen/tab will now display the storeroom, and the Stock Item radio will automatically move to “Yes”.

Ø You have the ability to add additional storerooms by repeating these steps.

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Removing or Disassociating a Storeroom with an Inventory Item

1.     In the Inventory main screen query an inventory item by its manufacturer part number or name.  You can use the complete part number or name or a partial using the wildcard (%) function.

2.      Once you have retrieved an inventory item; review the Qty Available for the storeroom and ensure that the storeroom you are wanting to remove or disassociated from the storeroom has a zero (0) Qty Available.  Storerooms that a Qty Available cannot be removed / disassociated from an inventory item.

3.     Double click on the storeroom that you want to remove / disassociated from the inventory item.  This will bring up that storeroom’s edit window.

4.     Clicking on the Delete icon will remove or disassociated that storeroom from that inventory item.  Removing or disassociating a storeroom from an inventory item does not affect any of the information associated with that inventory or any other storerooms that are associated with that inventory item as shown in the example below.

Before removing or disassociating storeroom                                                           After removing or disassociating storeroom

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Return Serialized Item

This function and associated work instructions are used when a serialized item needs to be returned to stock or moved to a Vendor Repair Shop.  Remember that serialized means that the C-17 ATS item is either a repairable item, an asset tag managed item, or an item that must be managed for special purposes such as warranty and thus is uniquely tracked / managed via a serial number or C-17 ATS UID.

1.      Go to the Inventory Module > Operations > Return Serialized Item

1.     Enter either the Equipt LCN; the Mfg. Part No., or the serial number of an item.

·        If you do not know the Mfg. Part No., serial number or Equipt LCN; you can search by selecting the magnifying glass  icon to the right of these data fields.  However the serial number lookup is only a listing of serial numbers based on the query criteria used in the Mfg. Part No. or Equipt LCN data fields.

Note:  Typically if you are returning a serialized item to stock or moving it to a repair shop you will want to use the specific serial number.  If you use the Mfg. Part No. or Equipt LCN you must ensure that you are still moving / working with the correct serial number.

Ø Equipt LCN:  Using the Equipt LCN sub-screen; you can find a serial number in a combination of ways by using any one or combination of the data elements shown in the Select Equipment screen below.  You can use complete information or partial information with a wildcard (%) in any of the query data fields.

Ø Mfg. Part No.:  Using the Manufacturer Part Number sub-screen; you can find a serial number using any one or combination of the data elements shown in the Inventory Item Select screen below.

Ø Serial Number:  If you know the exact Mfg. Part No.; after entering the Mfg. Part No. and clicking on the Lookup  icon to the right of the serial number data field; the system will provide a listing of all the Serial Numbers and related Equipment LCNs for that particular Mfg. Part No.  Clicking on a serial number in the listing will retrieve that serial number.

2.     Return To:  The serialized item can be either moved / returned back into a Storeroom (i.e. is now a stocked Ready-For-Issue (RFI) Item) or it can be moved to a repair shop to show that the item is out for repair.  If a serialized RFI item is moved / returned to a storeroom; its status in the equipment module is set to ONSHELF and the stock level quantity for that Mfg. Part No. in the designated storeroom is increased by a value of 1.   If a serialized item is moved to a repair shop; its status in the equipment module is set to REPAIR.  Both the ONSHELF and REPAIR equipment statuses are system controlled statuses set by the Return Serialized Item function.

3.     The box to the right of “Return To” is used to designate either a specific storeroom or repair shop you want to move or returned the item into.  If you are returning an RFI item to stock; enter the storeroom here.   If the storeroom is unknown; you can select the magnifying glass  icon to select a storeroom by querying the database (See example 1 below).  If you are moving a failed item to a repair shop; enter the repair shop designator.  If the repair shop specific designator is unknown; you can select the magnifying glass  icon to select a storeroom by querying the database (See example 2 below).

Example 1 - Storeroom

Example 2 – Repair Shop

·        When either the storeroom or repair shop is selected it will display in the applicable Return To field as shown below.

Storeroom                                                                                       Repair Shop

4.     Select the return  icon next.  You should see this screen if the return / move is successful.

Return Non-serialized Item

This function and associated work instructions are used when a non-serialized item needs to be returned to stock or moved to a Vendor Repair Shop.  This function and related work instructions permits non-serialized items which have been issued out to Employees, Equipment, Locations, etc. to be returned to stocked or moved to a vendor location or repair shop.  A non-serialized item return or move is typically associated with an equipment item that has been issued out (usually assigned to a C-17 ATS personnel) and now needs to be returned to stock as a used Ready-For-Issue (RFI) Item, or it needs to be repaired and needs to show that the C-17 ATS personnel are no longer in possession of the item (i.e. the item is now either in stock or a repair shop).  Non-serialized items moved to a repair shop are done in bulk or as multiple quantities under the same part number with an assumption that a bulk or multiple quantities of repaired items with the same part number will be put back in stock after they are repaired.

1.      Go to the Inventory Module > Operations > Return Non-serialized Item

2.     Enter the Manufacturer Part Number of the item or use the Lookup  icon to the right of the Mfg. Part No. to lookup an item.  You can use any one or a combination of the data elements shown in the lookup screen below to locate the non-serialized item.  You can also use complete information or partial information with a wildcard (%) function in any of the data fields to query.  As shown in the Return Items screen above you can also use a Date range if you know approximately the item was issued out along with a partial Mfg. Part No.

Note:  If the item was issued to an Employee; setting the Return From data field to Employee and entering a BEMS ID in the field to the right of Return From field will show all of the items that have been issued out to that Employee.  You can then select an item from the query listing to return or move.   This methodology can be used with any of the Return From categories as shown in the example below.

3.     Select the Return From category and then use the data field to the right of the Return From to find a specific entity within that Return From category.  In the example above the Employee category was selected in the Return From and then field to the right was used to lookup the specific Employee ID.  The query functionality of the field to the right of the Return From is controlled by what category is set in the Return From field.

4.     Select the Return To category and then use the data field to the right of the Return To to find a specific entity within the Return To category.  The query functionality of the field to the right of the Return To is controlled by what category is set in the Return To field.

5.     Enter a quantity to be returned or moved in the Return Qty data field of the applicable line item you want to return / move.

Note:  The major difference between the Return of a Serialized Item verses the Return of a Non-serialized item is that for Serialized Return you can only move a quantity of one (1) and a single item at a time.  With a Non-serialized Return you can move multiple items and with multiple quantities at a time.  However:  The Return Qty can never be larger than the Quantity shown that has been issued to the entity identified by the Return From data field.

6.     Clicking on the Return  icon at the bottom of the Return Items window will move / return the items to the designated entity identified in the Return To data field as shown in the example below.

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Issuing Out a Stocked or Non-Stocked Inventory Item

Note:  C-17 ATS assets and / or non-stocked items which have non-stocked inventory item information in the inventory module can be established as stocked items for a limited period of time to meet periodic special requirements.   New assets and / or non-stocked items which are being installed in the ATS may be temporarily placed in a special storeroom awaiting formal installation within the ATS.  When these assets and / or non-stocked items are ordered; a special temporary storeroom is identified and setup and the items are received into the temporary storeroom (See Adding a Storeroom and see Adding or Associating a Storeroom with an Inventory item).  When the new assets and / or non-stocked items are installed, they are issued out of the temporary storeroom using the work instructions below.  Once all of the assets and / or non-stocked items have been issued out of a temporary storeroom; the temporary storeroom is then deleted or disassociated from that asset and / or non-stocked inventory item information (See Removing or Disassociating a Storeroom with an Inventory Item and see Deleting a Storeroom).

Note:  Issuing inventory items is consuming the item.  When an inventory item is issued out a record of that special consumption is recorded in the inventory item’s history records.  Inventory items can be returned to a storeroom regardless of how they were consumed from the inventory using the Return Item functions (See Returning a Serialized Item and Returning a Non-serialized Item).

1.     In the Inventory main screen query an inventory item by its manufacturer part number or name.  You can use the complete part number or name or a partial using the wildcard (%) function.

2.      Once you have retrieved an inventory item; review the Qty Available for the storeroom that you will be issuing from and ensure that the storeroom contains the applicable quantity of items you want to issue out.   Note:  You cannot issue out more than the Qty Available.

3.     Clicking on the ISSUE ITEM function to the left of the Storeroom designator will bring up the Issue Inventory window as shown below.

4.     Enter in the applicable information in the Issue Inventory popup window.  You must enter:

·        Issue To:   Select or designate what you are issuing the item too.

Note:  Typically you would not issue items to a Work Order.  Consumption of items for Work Orders must be done in the Material tab of the work order.  Additionally if the item being issued out is a serialized item; you can only issue serialized items one at a time and typically the serialized item will be issued to a specific Equipment LCN’ed asset; although they may be issue to a Location LCN’ed designation.

·        WO Number, Equipment, Location, Charge Code, Employee:  Works in conjunction with the Issue To designation.  Use the Lookup  to the right of the applicable data element to specifically identify to what or whom the item is being issued out to.   The availability of these data elements changes when the Issue To is set / selected as shown below.  While the default is Work Order; for the C-17 ATS you will rarely issue any inventory item out to a Work Order.  This ability is used by management personnel only to issue out inventory items to “completed and closed” work orders during management’s closure review to prevent having to re-open the work order and correct missed item consumption errors in work orders.

Note:  The Charge Code (a.k.a. Account) data element must be enter regardless of which Issue To category is selected.  If you do not enter a Charge Code; upon clicking the Issue icon in the Issue Inventory window, you will receive the below error message reminding you to select / set a Charge Code account for the item allocating the consumption cost of the item to the applicable Charge Code account.  Clicking the Cancel button will return you to the Issue Inventory window and permit you to enter / designate a Charge Code.  Clicking the OK button will issue out the item without allocating the consumption cost to an applicable Charge Code.  ALWAYS set / designate a Charge Code when issuing items out.

5.     If the item being issued out is a serialized managed item (i.e. asset tagged, repairable item, special warranty tracking, etc.); enter a serial number by selecting the Lookup  icon and selecting a serial number from the serial number listing.   Note:  When new serialized items are received in; the serial number for the item is entered at the time the item is received; making the serial number of the new item available to be issued out.

6.     Picked Up By:  Use the Lookup  icon to designate who was responsible for receiving the item when the item being issued is issued out to an equipment or location.  The Picked Up By can be entered when the item is issued out to an employee or work order but is not necessary.

7.     Issue Qty:  Enter the total number of items to be issued out if the item being issued out is a serialized.  If the item being issued out is serialized you can only enter a 1 (set by default).  Serialized items must be issued out one at a time to a specific LCN’ed equipment or location record.  Non-serialized items can be issued in any quantity that does not exceed the total Qty. Available for that item in that particular storeroom.  Once the Issue Qty. is entered / set; the Add Cost, all of the tax and chargeback fields and the Total Cost fields will be automatically be completed or have data entered in them as shown in the example below.

8.     Deliver To, Address and Ship Phone:  Use the Lookup  icon to the right of the Deliver To and designate the physical address of where the item was issued to.  If the item is issued to an Employee; use the Deliver To to identify the current physical location of that employee.

9.     After entering all of the applicable data / information in the Issue Inventory window; click on the Issue  icon at the bottom of the Issue Inventory window.  When items are issued out the Qty Available in the storeroom from where the items are issued is reduced by the quantity of items that were issued out; reflecting the new storeroom quantity as shown in the example below

Before issuing out item

After issued out item

·        This process can be repeated until all items have been issued out, or until the desired quantity have been issued out.  If the items being issued out are non-stocked assets from a temporary storeroom; once all have been issued out; you should remove or disassociated the storeroom from the non-stocked inventory item information (See Removing or Disassociating a Storeroom from an Inventory Item).  The non-stocked inventory item information is retained in case there is a need to replace the original items acquired or procure additional items in the future.

·        If the item issued out is a stocked item and was issued out to an Equipment, Location or Employee; do not delete / remove the storeroom association form the inventory item.  If the item needs to be returned to stock or to a storeroom at a later date; you can use the Return Item functions (See Returning a Serialized Item or Returning a Non-serialized Item) to put the item back in the storeroom / stock.

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Transferring a Material Inventory Item

1.     After logging into CMMS select the Inventory Module from the expanded Inventory selection.

2.     In the Inventory Module you will initially be in the “query” mode.  Enter the part number you want to transfer and query the database.  You can use the complete part number or name or a partial using the wildcard (%) function.

3.     Once the material item is retrieved from the database you have the ability to transfer it to any storeroom.

4.     Click on the Qty. Available for the storeroom you want to transfer from.   Make sure that you select the applicable site storeroom.   Example LTS-172-110

o   Once selected the screen below will display.

5.     Enter the storeroom code you want to transfer TO or search for a storeroom using the magnifying glass  icon.  In the storeroom listing click on the storeroom you want to transfer the item to.

Note:  You can associate a storeroom with any inventory item you’re transferring “On-The-Fly” when the storeroom is not currently associated with that inventory item.   By entering a valid and applicable storeroom code (e.g. Site Code-Bldg-Rm) and entering a quantity to transfer; the system will associated the new storeroom with the inventory item and transfer the quantity at the same time.  This minimizes an issue of not being able to transfer items when a storeroom was not associated with that item (i.e. not stocked in that storeroom) and having to associate that storeroom with the inventory item before accomplishing a transfer.

6.     Next, enter the quantity you want to transfer in the Quantity field of the Storeroom Transfer popup window.

7.     Select the save  icon.  This will reduce the Qty. Available in the storeroom you transferred from and increase the Qty. Available in the storeroom you transferred the items to.  NOTE:  You must now either physical ship / move the items to the other site / storeroom, or you should have already physically have shipped / moved the items to the other site / storeroom for the transfer action to be complete.

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Editing Inventory Item Information in a Storeroom

1.     After logging into CMMS select the Inventory Module from the expanded Inventory selection.

2.     In the Inventory Module you will initially be in the “query” mode.  Enter the part number you want to transfer and query the database.  You can use the complete part number or name or a partial using the wildcard (%) function.

3.     Once the inventory item is retrieved; select the storeroom you want to edit and click on the storeroom designator.

4.     The Storeroom popup window below will display.  From here you can edit, change and add information for this inventory item.  You can also disassociate the particular storeroom with the inventory item by clicking on the Delete  icon in the Storeroom window.  Note:  The Stock Level of the storeroom must be zero (0) before a storeroom can be disassociated from an inventory item.

Editing and Adding Inventory Item Information within a Specific Storeroom

o   Aisle, Row, Bin – Enter the new/correct storage location information for each.

Ø Select the save  icon.

o   Vendor or Manufacturer – Enter the Cage Code or the Boeing C-17 ATS program assigned Vendor or Manufacturer.  If unknown select the magnifying glass  icon to search for a Vendor or Manufacturer currently associated with the inventory item in that specific storeroom.

Note:  The selection listing here is only a listing of the Vendor’s / Manufacturer’s that are currently associated with the inventory item (i.e. those listed under the Inventory Item Vendor’s tab (See Adding a Vendor) and the Manufacturer’s (Adding a Manufacturer) tab.  This function permits you to identify the Vendor / Manufacturer of the particular item within the specified storeroom.  Each storeroom associated with an inventory item can show / identify different Vendor’s that have provided that inventory item in that specific storeroom or the different Manufacturer’s who have provided the item’s contained in the specific storerooms.

Ø If the Vendor or Manufacturer is not available in the inventory item selection listing (i.e. currently contained in the Vendor or Manufacturer’s tab); you can add a vendor or manufacturer to the inventory item selection listing and then set / select the applicable Vendor / Manufacturer for the item within that specific storeroom.

Adding to the Vendor Tab Listing – this adds a Vendor to the Inventory item Vendor tab identifying a new Vendor for the storeroom inventory item.  In the Select a Vendor window; clicking on the Filter icon  provides you a listing of all the Vendors currently contained in the Vendor tab listing for the inventory item.  If the vendor you need is not available in this listing; clicking on the New  icon in the Select a Vendor window brings up the Item Vendor window shown below.  Clicking on the Lookup  icon to the right of the Vendor data field permits you to search and select a new vendor from the Vendor module to associate with the storeroom inventory item.  Once selected clicking the Save icon in the Item Vendor window (shown below) inserts a new Vendor in the Vendor tab of the Inventory item which then makes the new vendor available in the Select a Vendor window as well.  Selecting the new vendor in the Select a Vendor window associates the new vendor with the inventory contained in this specific storeroom.

Adding to the Manufacturer Tab Listing - this adds a Manufacturer to the Inventory item Manufacturer tab identifying a new Manufacturer for the storeroom inventory item.  Use the Filter  icon provides a listing of the manufacturer’s currently available in the CMMS manufacturer’s database.  If a manufacturer is not available you will need to add that manufacturer to the CMMS database.  In the Select a Manufacturer window click on the New  icon as shown below.  This brings up the New Manufacturer selection window shown below; See Adding a New Manufacturer for setting up a New Manufacturer.  Once the new manufacturer is setup; clicking on the Save  icon adds the new manufacturer to the CMMS database and automatically enters it in the Select a Manufacturer window.  Selecting the new manufacturer in the Select a Manufacturer window associates the new manufacturer with the inventory item contained in this specific storeroom.

Note:  If a vendor is not available to associate with a specific storeroom inventory item you may have to first add the vendor to the vendor database contained in the Vendor module (See Adding a Vendor in Vendor module).  If the manufacturer is not available to associate with a specific storeroom inventory item you have to first add the manufacturer to the manufacturer database using the above or (See Adding a Manufacturer.

o   Stock Level – Use extra caution when updating as this it should very RARELY happen.  Stock level is and should always be controlled though the consumption functions (i.e. Work Order Material tab or Inventory Issue function) and the Return Serialized / Return Non-Serialized Item functions along with the Acquisition functions.  If you’re changing / updating the Storeroom’s Stock Level be sure to leave a remark as to why this type of adjustment was necessary along with the date the adjustment was made and your complete name.

Ø Select the Adjust Stock Level  icon.

Ø The popup window shown below will display.

Ø Enter the New Stock Level

Ø  Enter a Remark why you’re updating / adjusting.  At the end of the remark enter the date and your name.

Ø Select the save  icon.  You will be returned to the original edit screen displaying a new Stock Level.

o   Last Price and Average Price – There should not be a need to update this because it is generated when items are procured.  If you need to update it follow the steps below.

Ø Select the modify prices  icon for either.

Ø The popup window shown below will display.

Ø Enter the New Last or Average Price or both

Ø  Select the save  icon.  You will be returned to the original edit screen displaying a new price for this specific item in the specific storeroom.

Note:  The price adjustments are only applied to a an inventory item with a specific storeroom, unless you check the check box “Apply new price to this item in all storerooms”.