Common Part Actions

The following expanding sections explain common tasks you are likely to perform while working with parts and inventory.

ClosedCount Inventory

The Count Inventory feature lets you record part quantities obtained during physical counts of a Stock Room. Recorded counts are saved until you (or a System Administrator) are ready to apply the counts using the Apply Inventory Counts feature. Upon applying the counts, the recorded quantity will be permanently updated.

MC Express also has a feature to directly Adjust On Hand Quantities without storing them until they are applied. The feature available to you will depend on the business practice in place at your organization. Some organizations prefer to store the quantities until the physical count of the Stock Room is complete.

Requirements

  • Appropriate user permissions

  • You must be on one of the following pages:

    • Home page

    • Parts List

    • Part Summary

    • Part Details

To count inventory:

  1. Access one of the pages mentioned above.

  2. Tap the Action button in the section header.

    The Action menu opens.

  3. Select Count Inventory.

    The Part Count page displays.

  4. Choose between two options:

    • If you accessed the Part Count page from the Home page or Parts List, enter the Part ID of the part you want to update in the Part ID field.

      If you are on a mobile device and a barcode is available to scan, you can use the Scan button to initiate a scan of the Part ID.

    • If you accessed the Part Count page from the Part Summary or Part Details page, proceed to step 5.

      If this part is not recorded in your default Stock Room, a message displays.

      Once the part has been specified, a card displays at the bottom of the page showing the current On Hand, Reserved, and Available Quantity recorded. The Reserved amount indicates the total number of units that have been reserved as estimated parts from a defined work order procedure. Reserved quantities that are not used are released upon close of the work order.

  5. Select the appropriate stock room from the Stock Room field if it is not already selected.

  6. Enter the current on hand count in the Update On Hand Count field.

  7. Tap the Save button.

ClosedAdjust On Hand Quantities

The Adjust On Hand Quantities feature directly updates the stored On Hand value for the part.

MC Express also has a feature to Count Inventory which allows you to record quantities obtained during physical counts of a Stock Room, but not have them applied immediately. Counts recorded are saved until you (or a System Administrator) are ready to apply the counts using the Apply Inventory Counts feature. Upon applying the counts, the quantity recorded will be permanently updated.

Requirements

  • Appropriate user permissions

  • You must be on one of the following pages:

    • Home page

    • Parts List

    • Part Summary

    • Part Details

To adjust on hand quantities:

  1. Access one of the pages mentioned above.

  2. Tap the Action button in the section header.

    The Action menu opens.

  3. Select Adjust On Hand Quantities.

    The Part Adjust page displays.

  4. Choose between two options:

    • If you accessed the Part Adjust page from the Home page or Parts List, enter the Part ID of the part you want to update in the Part ID field.

      If you are on a mobile device and a barcode is available to scan, you can use the Scan button to initiate a scan of the Part ID.

    • If you accessed the Part Adjust page from the Part Summary or Part Details page, proceed to step 5.

      If this part is not recorded in your default Stock Room, a message displays.

      Once the part has been specified, a card displays at the bottom of the page showing the current On Hand, Reserved, and Available Quantity recorded. The Reserved amount indicates the total number of units that have been reserved as estimated parts from a defined work order procedure. Reserved quantities that are not used are released upon close of the work order.

  5. Select the appropriate stock room from the Stock Room field if it is not already selected.

  6. Enter the updated count in the Adjust On Hand field.

  7. Tap the Save button.

ClosedApply Inventory Counts

This option is used by organizations that use the Count Inventory feature to temporarily store updated counts and then apply them all at once. This feature applies all counts recorded through the Count Inventory feature.

Requirements

  • Appropriate user permissions

  • You must be on one of the following pages:

    • Home page

    • Parts List

    • Part Summary

    • Part Details

To apply inventory counts:

  1. Access one of the pages mentioned above.

  2. Tap the Action button in the section header.

    The Action menu opens.

  3. Select Apply Inventory Counts.

    The Part Apply Count page displays. The stock rooms with updated counts appear on the page.

  4. Select the stock room whose updated counts you want to apply from the Stock Room field.

  5. Tap the Apply button.

    Part transaction records are created to decrement Stock Room inventory accordingly. These transactions will be recorded as an Adjustment and can be viewed on the Part History Tab of MC Express.

ClosedTransfer Part (Inventory)

The Transfer Part feature allows you to transfer a part from one Stock Room to another.

Requirements

  • Appropriate user permissions

  • You must be on one of the following pages:

    • Home page

    • Parts List

    • Part Summary

    • Part Details

To transfer a part:

  1. Access one of the pages mentioned above.

  2. Tap the Action button in the section header.

    The Action menu opens.

  3. Select Transfer Part.

    The Part Transfer page displays.

  4. Choose between two options:

    • If you accessed the Part Transfer page from the Home page or Parts List, enter the Part ID of the part you want to update in the Part ID field.

      If you are on a mobile device and a barcode is available to scan, you can use the Scan button to initiate a scan of the Part ID.

    • If you accessed the Part Transfer page from the Part Summary or Part Details page, proceed to step 5.

      Once the part has been specified, a card displays at the bottom of the page showing the current On Hand, Reserved, and Available Quantity recorded. The Reserved amount indicates the total number of units that have been reserved as estimated parts from a defined work order procedure. Reserved quantities that are not used are released upon close of the work order.

  5. Enter the quantity you will transfer into the Quantity field.

  6. Select the repair center you are transferring to from the Repair Center field.

    All Repair Centers and Stock Rooms at your organization will be available, even if you are typically restricted to particular Repair Centers. This allows you to transfer a part to a Stock Room in another part of your organization.

  7. Select the stock room you are transferring to from the Stock Room field.

  8. Select the bin you are transferring to from the Bin field.

  9. Tap the Save button.

    A part transaction record will be created to update Stock Room inventory accordingly. This transaction will be recorded as a Transfer and can be viewed on the Part History Tab of MC Express.

ClosedPart Checkout

This feature allows you to check out parts from a Stock Room and apply them to a new or existing work order so that part costs can be applied appropriately. The fields that display in these procedures depend on your system configuration.

Requirements

  • Appropriate user permissions

  • You must be on one of the following pages:

    • Home page

    • Parts List

    • Part Summary

    • Part Details

ClosedBasic Procedures

To check out a part:

  1. Access one of the pages mentioned above.

  2. Tap the Action button in the section header.

    The Action menu opens.

  3. Select Part Checkout.

    The Part Checkout page displays.

  4. Choose between two options:

    • To link to a new work order:

      1. Tap the Link to New WO button.

        Your name appears in the Requester field by default.

      2. If you need to change the requester:

        • Enter the name of the requester in the Requester field.

        • Tap the label of the Requester field and select the account you want.

      3. Choose between two options:

        • Enter the account in the Account field.

        • Tap the label of the Account field and select the account you want.

      4. Select No from the Close New WO field if you do not want to close the work order.

      5. If necessary, change the selected repair center and stock room.

    • To link to an existing work order:

      1. Tap the Link to Existing WO button.

      2. Choose between two options:

        • Enter the work order number in the Work Order field.

        • Tap the label of the Work Order field and select the work order you want.

      3. If necessary, change the selected repair center and stock room.

  5. Choose between two options:

    • If you accessed the Part Transfer page from the Home page or Parts List, enter the Part ID of the part you want to update in the Part ID field.

      If you are on a mobile device and a barcode is available to scan, you can use the Scan button to initiate a scan of the Part ID.

    • If you accessed the Part Transfer page from the Part Summary or Part Details page, proceed to step 6.

      Once the part has been specified, a card displays at the bottom of the page showing the current On Hand, Reserved, and Available Quantity recorded. The Reserved amount indicates the total number of units that have been reserved as estimated parts from a defined work order procedure. Reserved quantities that are not used are released upon close of the work order.

  6. Enter the quantity you want to check out in the Quantity field.

  7. If you want to add another part:

    1. Tap the Add Another Part button.

      The part you selected in steps 5-6 appears in the Parts List section of the page.

    2. Repeat steps 5-6.

    3. Repeat steps 7a-7b until you have added all the parts you want to add.

      MC Express will include the last part specified on the page. The part does not need to be added to the list in order to be included.

  8. Tap the Save button.

    Part transaction records will be created to decrease Stock Room inventory accordingly. These transactions will be recorded as WO Item Issues and can be viewed on the Part History tab of MC Express.

ClosedValues populated when using Link to New Work Order (WO) option

The Link to New WO option will create a new work order, populating any specified parts as work order part records. The created work order will have the following values:

  • Reason — Batch Parts Check-Out

  • Type — PC/ Part Checkout

  • Taken By — Logged in User

  • Additional Fields — the Requester, Category, Account, Department, and Asset fields display conditionally on the Part Checkout page. If they display, their populated values will be recorded on the work order.

ClosedPart Receive

This feature allows you to receive parts from issued purchase orders that have not yet been fulfilled.

Requirements

  • Appropriate user permissions

  • You must be on one of the following pages:

    • Home page

    • Parts List

To receive parts:

  1. Access one of the pages mentioned above.

  2. Tap the Action button in the section header.

    The Action menu opens.

  3. Select Receive Parts.

    The Part Receive page displays.

  4. Choose between three options:

    • Scan the purchase order.

    • If you know the purchase order ID:

      1. Enter the purchase order ID in the Purchase Order field.

      2. Tap the Proceed button.

    • If you need to look up the purchase order:

      1. Tap the label of the Purchase Order field.

        The Purchase Order Lookup page opens. Only issued purchase orders with unfulfilled line items will be listed.

      2. Select the appropriate purchase order.

      • The purchase order information populates on the page. Line items without an icon to the right have been fulfilled.

  5. If necessary, use the Calendar tool to change the Receipt Date field.

  6. To change the person who received the parts:

    • Enter the person's name in the Received By field.

    • If you need to look up the name of the person who received the parts:

      1. Tap the label of the Received By field.

        The Labor Lookup page opens.

      2. Select the appropriate person.

  7. Choose between three options:

    • To receive all items, tap the Receive All button.

      All items on the purchase order are marked as received. For each line item, MC Express will calculate the amount to be received to fulfill the item. Each line item will show a New Receipt row below the order information.

    • To fulfill specific line items, tap the Receive Line Item button to the right of the item.

    • To modify a receipt for a line item:

      1. Tap the line item you want to modify.

        Receipt Date, Bin, and Received Quantity fields appear.

      2. Make your changes.

      3. Tap the Apply button.

      4. Repeat as necessary.

  8. Tap the Save button.

    MC Express updates all line items and creates transactions to ensure that Stock Room inventory is properly updated. The updated Stock Room inventory can be viewed on the part's Part History Tab. All receipts are marked as PO Receive.

ClosedSet a Part Photo

Requirements

  • Appropriate user permissions

  • You must be on the Part Summary or Part Detail page

To set an part photo:

  1. Access one of the pages mentioned above.

  2. Tap the Action button in the section header.

    The Action menu opens.

  3. Select Set Part Photo.

    The options that are available will depend on whether or not a camera is detected on the device being used. If no camera is detected, a file directory of existing images will be displayed to allow you to select an image to upload. If a camera is detected, you will first be prompted to indicate if you want to take a photo or upload an existing photo.

  4. Follow the appropriate procedures below.

ClosedUpload Existing Photo / Image

To upload an existing photo or image:

  • With the file directory displayed, locate and select the image to upload.

    MC Express will proceed to upload the image. The time that this will take will depend on the size of the image, as well as your connection speed.

    When the image is uploaded, the Part Summary page refreshes with the new image displayed.

ClosedTake Photo

This option is only available if your device supports this feature.

To take a new photo:

  1. Select the option to take the photo.

    The exact description will vary by device. Your camera should open.

  2. Take a photo.

    Your device will show the image to you and ask you whether this image should be used or retaken.

    Once accepted, MC Express uploads the image. The time that this will take depends on the size of the image, as well as your connection speed.

    When the image is uploaded, the Part Summary page refreshes with the new image displayed.

ClosedView and Print Part Barcode

If  MC Express has been configured to use barcodes, a View Barcode option will be available from the Action menu on the Part Summary page.

Selecting this option opens the barcode in a new tab and provides you with the option to print it. The barcode size shown on your device will not necessarily reflect its true size, as your browser manipulates the image to make appear best on your device.