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BP.080 FUTURE PROCESS MODEL Al Wathba Company for Central Services Inventory
Author: Creation Date: Last Updated: Document Ref: Version: K.Babu April 19, 2011 June 29, 2011 INV - BP80 Final V2.2
Document Control
Change Record6
Date Author Ver sio n V0. V0. 1 V0. 2 V1. 0 final Updated as per suggestions from AWCCS Team. Updated as per agreed discussions Updated as per the latest org Structure Change Reference
Reviewers
Name Dumitru Iantela Raouf Abdelrazek Ibrahim Ali Position AWCCS Inventory manager AWCCS Purchasing manager
Approvers
Name Ayman Hazem Tanouli Kunal Kaushal El Position AWCCS - CSO CSC- Project Manager Date
Distribution
Cop y No. 1 2 3 4 Name Location
Project Library
AWCCS- CSC
Note to Holders:
If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.
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Contents
Document Control........................................................................................ii Event Catalog..............................................................................................1 Inventory...............................................................................................1 Process Listing and Process Descriptions.....................................................2 Inventory...............................................................................................2 Process Step Catalogs..................................................................................5 System Configuration.............................................................................5 Process Flow Diagram for Enterprise Structure...........................................6 Proposed AWCCS Organization Structure: ..............................................7 Business Group:.....................................................................................7 Ledger:..................................................................................................7 Legal Entity:...........................................................................................7 Operating Unit:......................................................................................7 Inventory Organizations.........................................................................7 Process Step Catalogs Item Creation & Maintenance....................................9 Process Step Catalogs Material request and Issue......................................19 Process Flow Material Request & Issue (Tires & Spare Parts to Workshop)..22 Process Flow Material Request & Issue (Consumables /Paints to Workshop) ..................................................................................................................24 Process Flow Material Request & Issue (Materials to Project)......................26 Process Flow Material Request & Issue (Materials to Service contract).......28 Process Flow Material Request & Issue against Account code/ cost centre..30 Process Flow Workshop Returns.................................................................33 Process Flow Project Returns......................................................................35 Process Flow Stock Transfers (Sub inventory transfers)..............................36 Process Flow Stock Transfers (Inter org transfers)......................................37 Process Flow - PO Receipts ........................................................................40 Process Step Catalogs PO Receipts ...........................................................42 Process Flow Return to Supplier.................................................................46 Process flow Managing Consigned Inventory..............................................48 Process Flow Min-Max Planning..................................................................50 Process Flow Physical Inventory.................................................................52 Process Flow Cycle Counting......................................................................55 Process Step Catalogs................................................................................59 Period Close.........................................................................................59
Inventory File Ref: 105752118.doc Document Control Company Confidential - For internal use only ii
Process Step Catalogs................................................................................60 Reporting.............................................................................................60 Open and Closed Issues for this Deliverable...............................................61 Open Issues.........................................................................................61 Closed Issues.......................................................................................61
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Inventory, AWCCS
Event Catalog
This component lists all events to which the business responds.
Inventory
Name Type Description Frequency
Setup Requirement
AWCCS INV-RD 010 AWCCS INV-RD 040 AWCCS INV-RD 040 AWCCS INV-RD 040 AWCCS INV-RD 030 AWCCS INV-RD 040 AWCCS INV-RD 020 AWCCS INV-RD 050 AWCCS INV-RD 060
System Configuration Item Creation and maintenance Material request & Issue Workshop & Project Returns Stock transfers PO Receipts and Returns Managing Consignee Inventory Min Max Planning Physical counting and Cycle counting Period Close Process
Internal Internal Internal Internal Internal Internal Internal Internal Internal Internal
Inventory Module configuration Item Creation and modification process in AWCCS Material Request and Issue process in stores Workshop & Project Returns Process Stock transfer Process Receiving Material against Purchase orders. Managing Consignee Inventory Process Min Max Planning for Planned Items Physical counting and Cycle counting process for Inventory Accuracy Period Close process
Initial setup Whenever Required Whenever Required Whenever Required Whenever Required Whenever Required Whenever Required Whenever Required Whenever Required Whenever Required
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Inventory, AWCCS
Event
Process Title
Description of Process
Output
INV-BP 010.01 INV-BP 010.02 INV-BP 010.03 INV-BP 020.01 INV-BP 020.02 INV-BP 020.03 INV-BP 020.04
System Configuration System Configuration System Configuration Item Creation & maintenance Item Creation & maintenance Item Creation & maintenance Item Creation & maintenance Item Creation & maintenance Material request & Issue Material request & Issue Material request & Issue Material request & Issue Material request & Issue
Enterprise Structure Workday Calendar UOM Classes/Conversions Item Master Item Categories Item Template Item Relationship
Manage Inventory Organizations Manage Working Days Item Unit of Measures and Conversions This process envisages creation of items Item Categories This process envisages creation of Item Templates This process envisages creation of Relationship between Items This process envisages querying Items on various parameters Material Requests from Workshop for Tyres Material Requests from Workshop for Paints Material Requests from Projects Material Requests from services for spares Material Request & Issue for General Items
Manage Inventory Shift Details UOM & Classes Active Item in Item Master Reporting Requirements Item properties Item Templates Item relationship
INV-BP 020.05 INV-BP 030.01 INV-BP 030.02 INV-BP 030.03 INV-BP 030.04 INV-BP 030.05
Item Query MR : Tyres & Parts MR: Paints & Consumables MR: Projects MR: Service contract MR: General
Query result based on parameters Material Issue Material Issue Material Issue Material Issue Material Issue
Document Control ii
INV-BP 030.06 INV-BP 030.07 INV-BP 030.08 INV-BP 040.01 INV-BP 040.02 INV-BP 050.01 INV-BP 050.02 INV-BP 060.01 INV-BP - 060.02 INV-BP - 060.03 INV-BP - 060.04 INV-BP - 060.05 INV-BP 070.01 INV-BP 080.01
Material request & Issue Miscellaneous Request & Issue Used Tyres transaction Workshop & Project Returns Workshop & Project Returns Stock transfers Stock transfers PO Receipts and Returns PO Receipts and Returns PO Receipts and Returns PO Receipts and Returns PO Receipts and Returns Managing Consignee Inventory Min Max Planning
MR: Assets Miscellaneous transactions Used Tyres transaction Workshop Returns Project Returns Sub inventory transfer Inter org transfer Receiving Stock Items Receiving Expense Goods / services Receiving Assets - fleet Receiving Assets -Non fleet Return to supplier Consigned Inventory Min Max Planning
Material Request & Issue for Assets (Stock to Assets) Stock adjustment by authorized persons. No value transaction with tracking. Returns handling from Workshop process Returns handling from projects process Transfer of material between sub inventories Transfer of material between Receiving materials against PO Receiving Expense Goods/ Services by the Requestor Receiving Fleet Assets by the Requestor Receiving Non Fleet Assets by the Requestor Returning Material against PO Supplier stores maintained in our campus process Stock replenishment process
Material Issue Miscellaneous transactions Processed Transaction processed Material receipt Material receipt Stock transfer Stock transfer PO Receipt PO Receipt Fleet assets Receipt Non Fleet assets Receipt PO Returns Consigned Inventory Min Max Planning Report and Purchase requisitions Inventory accuracy maintained Inventory accuracy maintained
Period Close
This Process is performed to verify the Material Physical Stock Vs System Stock This Process is performed to verify the Material Physical Stock Vs System Stock Closing periods.
Custom reports
Custom Reports
Document Control ii
Inventory, AWCCS
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Inventory, AWCCS
OM.BP.010.01 INV.BP.010.01
Enterprise Structure
Requirement of the various elements of Enterprise/Organization Structure, for consolidating the AWCCS business activities. Inventory Organizations are defined as per the business needs and any future addition to this depends upon the business need, for example, better accountability, expansions, etc. Appropriate Calendar Names, Workday Pattern (Weekly off Details) Shift Timings, Exception Days (Holiday list) can be defined. In AWCCS workday will be 24H X 7D ON for all 365days in a year as requested.
Standard
Initial Setup
Manual
INV.BP.010.02
Workday Calendar
Standard
Initial Setup
Manual
INV.BP.010.03
Unit of Measures
Define UOM Class Name, Description, UOM Base Class Unit, UOM and UOM Conversion will be defined as per requirement of Inventory Organizations.
Standard
Manual
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Inventory, AWCCS
GEN-MSF
WS-MN-MSF
HVAC-M-BYS
GEN -AIN WS-WIP-MSF GEN- BYS WS-RTN-MSF GEN-BDS HVAC -R-BYS HVAC -PJ-BYS
GEN-GYT
WS-UN-MSF
HVAC -U-BYS
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Inventory, AWCCS
All workshop Orgs have the sub inventories like shown above. Also sub inventories are defined as per the business requirement for each inv organization.
Proposed AWCCS Organization Structure: AWCCS will have a single Operating Unit structure owing to centralized activities relating to invoicing, payments and receipt management and without any specific need to secure such data across locations/ line of businesses. Business Group: AWCCS will have a single Business Group as the data relating to employees will be shareable across the company. This is an Organization that represents the consolidated enterprise, a major division, or an operation company and has no accounting impact. The Business Group partitions Human Resources information and the Purchasing Approval Hierarchy. Ledger: AWCCS will have a single Ledger for its accounting and reporting requirements. Legal Entity: AWCCS currently has one reporting entity for which consolidated fiscal reports are submitted. Accordingly, one legal entity will exist i.e. AL-Wathba Company of Central Services P.J.S.C. Operating Unit: AWCCS will have a single Operating Unit structure owing to centralized activities relating to invoicing, payments and receipt management and without any specific need to secure such data across locations/ line of businesses Inventory Organizations AWCCS will have following inventory organizations to track the inventory transactions and balances. The following are the Inventory Organizations of AWCCS: 1. AWCCS Item Master 2. General Stores 3. HVAC Stores 4. Workshop Musaffah 5. Workshop Dubai 6. Workshop Baniyas 7. Workshop Sharjah 8. Workshop Al Ain 9. Workshop Bedazayed
Inventory File Ref: 105752118.doc Document Control Company Confidential - For internal use only ii
Inventory, AWCCS
All the item codes will be defined in the AWCCS Item Master Organization, which is a logical Inventory Organization and will not have any transactions. Then it will be assigned to appropriate organizations. Above Inventory Organizations except AWCCS Item Master will have Sub Inventories across locations in UAE. Sub Inventory Organizations are the physical locations, which will be used to inventories, track and transact inventories. INV ORG & SUB INV DETAILS:
Locators: Locators are the specific storage Racks and Bins in a Sub inventory (Stores). Based on the AWCCS business requirement, Locators can be defined in all or specific sub inventories. In Project sub inventories, Project and Task will be captured in the appropriate Locator Field segments.
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Inventory, AWCCS
INV-BP 020.01.01
Item code is single segment of type Alphanumeric. Item codes are defined by authorized person from Inventory department when required, in AWCCS Item Master Organization and assigned to appropriate Inventory organizations. Based on the Item Template used for Item creation, Item code will have appropriate Prefix to identify the Item Types. (Eg: A10000001 = Asset Item, ST10000002 = stock item etc)
Customizatio n
2.
3.
No Standard functionality in Oracle to generate Item codes automatically. Customization can be done to create sequential numbers as Item code in the Item field (segment1) while user applies the Item template and Save the record. Asset Owner department and Asset serial numbers will be captured in DFF field of Item master. (Asset Serial # will be updated based on GRN )
Manual
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Inventory, AWCCS ID Process Process description 1. Fitment Type Fitment Description Automation
INV-BP 020.01.02
Items created in BYNX Application for Vehicle related items will be interfaced to AWCCS Item master defined in Oracle Inventory through dynamic custom Interface. Chassis#, Engine number and Body number (if applicable) will be captured at the time of PO Receipt will be populated in the additional information field (DFF) of the respective items in Item Master. Additional details for Vehicle related items like Make, Model, Year, Specification, etc are captured in the additional information field (DFF) of the respective items in Item Master. Specific Oracle Item Templates defined for Fleet & Fleet related Asset Items based on Asset categories will be applied at this time. a. Fleet Item Template ( PRV,PRA,PRAC) b. Fleet Expense Template (PRAE) Each record sent by Bynx through the interface will have the associated template Identifier.
Interface Custom Interface to Import Item details created in BYNX system. Auto generation
2.
3.
4.
5.
Item Description will be a one string, which is a combination of Make, Model, Year for Vehicle & accessories.
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Inventory, AWCCS ID Process Process description Fitment Type Fitment Description Automation
INV-BP 020.01.03
Item code will be created for the new items and superseded items while amending Blanket Purchase Agreements with Manufacturers/ Suppliers, the details will be provided by Manufacturer / Suppliers in the CD. Manufacturer Part number corresponding to the respective items and appropriate Item status will also updated in this Process. (Ref: BP 80 Purchasing BPA Amendment process)
Custom Program
Supplier Part number validation and related AWCCS Item code generation while uploading new Supplier Price list Custom Process.
Auto generation
INV-BP 020.02
Item Category
Item categories are controlled at Master Level. These are defined for various levels of Analysis and Reporting.
1.
Standard
Inventory Item categories will be defined as 5 segments with Independent Value sets.
2.
DFF Fields will be enabled in Item category form to capture Account codes used for Accounting validation for Material transactions.
Manual
Purchasing Item categories will be defined as 3 segments with Independent Value sets.
3.
Each Item will be assigned to appropriate Item categories and PO categories during Item creation.
4.
For Asset Items, Asset categories and appropriate Asset clearing A/c will be captured through Item Templates.
5.
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Inventory, AWCCS
The following are the five levels of Inventory Item Categories configured in the Oracle ERP system. (Note:
Based on the Final values provided by AWCCS for these 5 segments, Categories will be configured)
MAKE MAKE
S-SUBCLASS GENERAL
FAMILY TYRES
MAKE MAKE
CLASS VEHICLE BUS & HVY EQUIPMENT USED VEHICLE TIRES USED Bus HVY TIRES USED EQUIPMENT TIRES GENERAL USE TUBES
SUBCLASS Standard Standard: Off Road Standard: On/Off Road Premium Premium: Off Road Premium: On/Off Road Block Block: Off Road Block: On/Off Road Sand Solid
S-SUBCLASS 1200R24
FAMILY BATTERIES
MAKE MAKE
FAMILY OIL
Inventory File Ref: 105752118.doc
MAKE MAKE
CLASS FLEET
Inventory, AWCCS
GEAR OIL HYDRAULIC OIL TRANSMISION OIL REFRIGERANT OIL BRAKE FLUID GENERAL USE
FAMILY PAINT
MAKE MAKE
SUBCLASS PAINT HARDENER THINNER LACQUER PRIMER BODY FILLER BODY COATING POLISH GENERAL USE
S-SUBCLASS General
FAMILY CONSUMABLE
MAKE MAKE
SUBCLASS CLEANING SANDING LUBRICANTS WHEELS ELECTRICAL COOLANTS REFRIGERANT GENERAL USE
S-SUBCLASS
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Inventory, AWCCS
FAMILY AC PARTS
MAKE MAKE
CLASS A/C PARTS A/C EQUIPMENTS TOOLS THERMOSTAT COPPER FITTING COPPER PIPE CONTACTOR CAPACITOR CIRCUIT BREAKER COMPRESSOR BELT REFRIGERANT GENERAL USE
S-SUBCLASS
FAMILY GENERAL
MAKE MAKE
CLASS QHSE STATIONERY Food & Beverages PROMOTIONAL IT ACCESSORIES General Maintenance GENERAL FLEET
SUBCLASS
S-SUBCLASS
FAMILY EXP.GOODS
MAKE
CLASS Uniform & Safety Gear Short Life Tools And Equipment Stationery & Office
SUBCLASS
S-SUBCLASS
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Inventory, AWCCS
Supplies IT Stationery Kitchen Supplies GENERAL EXP GOODS FAMILY EXP.SERVICES MAKE CLASS Vehicle Recovery Repair & Maintenance Outsourced Man Power Services Professional Charges Advertising and Sponsorship Hospitality Software support
Details of Purchasing Item categories are mentioned in Purchasing BP80. Following are the Asset categories captured for Asset Items defined in Oracle Inventory, attached through Item Template. Land, Building, Rental premises and other Assets which are not defined in Item master will be handled in Oracle Fixed Assets.
SUBCLASS
S-SUBCLASS
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Inventory, AWCCS
Minor Category HARDWARE SOFTWARE STATIONARY MOBILE STATIONARY MOBILE E&T PROJECT GPS FURNITURE FIXTURE OFFICE EQUIPMENT LPV LCV MCV HVC BUS IE CE
FLEET
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Inventory, AWCCS
INV-BP 020.03
Item Template
Item templates will be created to apply the appropriate Item attributes during Item creation for each Item types like : Stock Items, Expense goods, Expense services, Fleet Assets and Non Fleet Assets etc.,
Standard
Item definition
Manual
Based on number of Asset clearing accounts, Interface requirements, and AWCCS business requirements, Item templates can be defined. Each record sent by Bynx through the interface will have the associated template Identifier ID. This will minimize the manual effort for Item creation and selecting required attributes. INV-BP 020.04 Item Relationship Defining Superseded Items Superseded items will be defined and referenced to respective Original Items defined. If it is through Automatic process, BPA Price upload program will be used. Standard Item relationshipSupersede. Manual/ Automatic
INV-BP 020.04.01
Substitute: Based on the knowledge & experience on Items, Item relationship Substitute (alternate) can be manually defined between AWCCS Item codes in Oracle Inventory.
standard
Item relationshipSubstitute
Manual
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Inventory, AWCCS
INV-BP 020.04.02
Manufacturer Part # will be updated for the respective items in the Item Master through BPA Price upload Program Users will be able to query the inventory stock by Manufacturers Part # (Supplier Item code). To facilitate this requirement, Manufacturer part numbers will be defined as Supplier Item code in Item Cross Reference window through custom program. The On hand Quantity details of the Item can be viewed by various filters like Item code, Description, Item cross reference (Supplier Item code)etc.,
standard
INV-BP 020.05
Item Query
standard
Querying Items
Manual
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Inventory, AWCCS
Move orders with a Move order Transfer transaction type (Sub inventory Transfer) will be used to approve a
transfer and to provide a document to track the transfer of the material. This is used for moving Materials from one Sub inventory to another Sub inventory within an organization.
When the requisition is created by the material requestors, the workflow approval process sends a Notification to
the approver that a move order requisition line is awaiting approval.
In AWCCS, Multi level amount based work flow for approval process will be configured. Once the Move order is approved, notices are sent to a notification list that is attached to the source and destination
sub inventories to let the sub inventory planners (Stores users) know that material will be moved to or from their areas.
The Stores Users will Issue/Transfer the Material using Transact Move order Form for the Move orders which
are in Approved status.
If sufficient Quantity is not available in the stores, Partial issue will be processed. Remaining quantity will be issued
after receipt of the related Purchase order. A Custom Program can be triggered by submitting a request by store keepers. The program will create Purchase requisitions (in Approved status) automatically for the Pending issue line quantity of the Move order for WIP requirement for stock items.
Line Item Cost (i.e. Unit Cost), Extended Line Value (i.e. total line Cost), and Move Order Total value (i.e. total of the
transaction) will be captured in Move Order Notification.
Manufacturer Part number for line levels and MO approval statuses will be captured in Move Order Form. Serial Numbers / Lot numbers for Tires will be captured in Transact Move order Form. (It is expected to
configure Serial controls for heavy Tires and Lot controls for Light Tires). If item is stocked in Locators, Locator details has to be entered for in addition to serial/Lot number for each Line transactions.
Custom Accounting logic will validate based on user LOB/DEPT & Location in addition to Item template account and
defaults Account segment for Line charge account.
Custom Accounting logic will be used in Oracle Move order form. User will select from List of values in Header
level, appropriate LOB, Department, Location if differs from Default values. This will be defaulted to all lines in addition to custom validation query to populate appropriate account segment for each line item. Based on the specific Business requirement for tracking and accountability of Material requests and issues, the following types of Move order Transaction Types will be defined in Oracle Inventory
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Inventory, AWCCS
Sl #
Demand Source
Action
Transaction Types
Status at Creation
Incomplete
MR : Workshop WIP Parts Move Order Request from Workshop for Paint, Consumable s
Worksho pOracle System Worksho pOracle Material Request will be created in Oracle Inventory Move Order Request Form Material Request will be created in Oracle Inventory Move Order Request Form Material Request will be created in Oracle Inventory Move Order Request Form
Incomplete
Additional Information Job Order # and License# to be captured in the MO Line DFF. While Material transfer appropriate Serial# for Heavy Tires and Lot numbers for Light Tires will be captured. Job Order # and License# to be captured in the MO line DFF Line Item Cost, Extended value, MR Total Value Line Item Cost, Extended value, MR Total Value Line Item Cost, Extended value, MR Total Value, Project & Task
Accounting Treatment
Against WIP Tires account when issued from WIP sub inventory Against WIP Parts account when issued from WIP parts account Against WIP Suspense Paint account Against WIP Suspense Consumable account Against HVAC Project account when issued from HVAC project Sub inventory
Incomplete
Worksho p- Oracle
Incomplete
HVAC Projects
Incomplete
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Inventory, AWCCS
Sl #
Move Order Transaction s - Business Scenarios Move Order Request for Heavy Project Issuance
Demand Source
Action Material Request will be created in Oracle Inventory Move Order Request Form Material Request will be created in Oracle Inventory Move Order Request Form Material Request will be created in Oracle Inventory Move Order Request Form Material Request will be created in Oracle Inventory Move Order Request Form
Transaction Types
Status at Creation
Additional Information Line Item Cost, Extended value, MR Total Value, Project & Task Line Item Cost, Extended value, MR Total Value, Project & Task Line Item Cost, Extended value, MR Total Value, Service Request#, Task#
Incomplete
Move Order Requests GPS Move Order Requests against HVAC Maintenance / Service Contracts Move Order Requests General Stocked Items (Eg: Consumable s)
Incomplete
Accounting Treatment Against Heavy Projects -Project account when issued from HP project sub inventory Against GPS -Service Contract account when issued from GPS Sub inventory Against Service -Project account when issued from project stores (AMS+) Against Department/ cost centre. (Follows custom Accounting logic)
HVACServices (AMS+)
Incomplete
Incomplete
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Inventory, AWCCS
Process Flow Material Request & Issue (Tires & Spare Parts to Workshop)
Workshop Tyres /Spare Parts
Workshop- Respective Location
No Requested created in Oracle for the required items (MO Transfer) From WIP store
Availability Approved
MO Transfer
No
Partial Fulfilment
Stock Replenished
No GRN receipt
Material Available
Procurement
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Inventory, AWCCS ID NV-BP 030.01 Process Process description Fitment Type Fitment Description Automation
1) Material Request will be created in Oracle by Workshop users for Tires and parts in the WIP sub inventory from the Main sub inv. 2) Job order #, License #will be captured in Line level DFF segments. 3) In case, if sufficient stock is not available, MR will be converted in to PR automatically through the Custom Program. Job order number, Oracle M.O # and License # will be carried to PO and GRN. 4) Lot number for Light Tires and Serial number for Heavy Tires will be captured during material transfer ( in Transact Move order form) 5) After PO receipt of the Tires/ parts it will be issued through Transact Move Order form and will be charged against appropriate accounts based on Custom Accounting logic. 6) Custom Report Pending Material Report will be developed to track the status of MR, PR, PO, and GRN related to Job order# captured in Move order. 7) After the job order is closed completely items from WIP sub inventory is issued out automatically through misc issue
MO Transfer
Material issue.
Manual
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Inventory, AWCCS
Workshop
MR Created
Approved
No
Yes Availability
Partial Fulfilment
Stock Replenished No / Partial Available No Check availability of stocks in other location sub inventory Create Purchase Requisition from MR & PR is Approved
GRN Receipt
No Material Available PR created for Remaining qty Sub Inventory Transfer / Inter Org Transfer
Yes-Partail
Procurement
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Inventory, AWCCS ID Process Process description Fitment Type Fitment Description Automation
INV-BP 030.02
1) Move order Request will be created in Oracle ERP by Workshop users for Paints & Consumables. 2) Destination accounts will be populated based on the Custom accounting logic. If line Item category is paints, WIPPaint-Clearing account will be populated automatically. If line Item category is Consumables, WIP-Consumables Clearing account will be populated automatically.
Manual
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Inventory, AWCCS
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Inventory, AWCCS ID Process Process description Fitment Type Fitment Description Automation
INV-BP 030.03
1) Move order Request for materials from HVAC and HP will be raised for Project Task # / Project work order. 2) Material will be transferred to a Intermediate Project sub inventory (Locator controlled) 3) From there it will be issued to Projects. 4) Excess Material can be stocked in the Projects sub inventory
Manual
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Inventory, AWCCS
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Inventory, AWCCS ID INV-BP 030.04 Process Process description Fitment Type Fitment Description Automation
Materials request for Maintena nce Contract against service Request # created through Spares Manage ment Module
Custom program for MR to PR MR: Maintenance Contract 1) Move order Request for Material will be created from Oracle spares management module against Service request # from HVAC, HP and GPS 2) Requested material will be transferred to a logical Spares Management sub inventory 3) From there it will be issued to Service Request. Amount based Multi level Approval for MR Form Personalization to restrict users using global account segment
Manual
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Inventory, AWCCS
Process Flow Material Request & Issue against Account code/ cost centre
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Inventory, AWCCS ID Process Process description Fitment Type Fitment Description Automation
INV-BP 030.05
1. Users of various Departments will send Material Request for general items against Department cost centre, through Move Order form with approval from Department Heads. 2. Material will be issued against this Move Order #through Transact Move order Form. Material Request & Issue for General Items 3. In case full or partial quantity is not available in stock, Purchase Requisition will be created automatically by custom program by storekeeper and send PR (in Approved status) to Purchase department. 4. Remaining Quantity will be issued after PO Receipt. 5. Based on the Custom Accounting logic Destination accounts will be populated in Move order request Lines.
Custom program for MR to PR Amount based Multi level Approval for MR Report Customization
Manual
INV-BP 030.06
Move Order Requests from HVAC for Assets (convert Stock to Asset)
MR: HVAC Asset 1) Move order Request for Assets from HVAC will be raised for Project Task # / Project work order. 2) Assets will be transferred to a logical Project sub inventory (Locator controlled) 3) From there it will be issued to Projects against HVAC-Asset Clearing Account through Move order Account issue Transaction.
Standard
Manual
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Inventory, AWCCS ID NV-BP 030.07 Process Process description Fitment Type Fitment Description Automation
Miscellaneous Transactions 1) This functionality is basically used for entering Opening Balances and any Stock Adjustment to Miscellan Increase/Decrease the Inventory Qty eous (If required). Transactio 2) Appropriate Account, Department n and Reason should be selected to Track the Charge. 3) This is performed by AUTHORIZED Persons only. Miscellaneous Transactions form will be used by Inventory manager to process the Receipt transactions of used Tires with 1AED cost. Used Tyres transacti on Used Tires which are received into stores through above process will be issued from Used Tires stores against Material Request from Workshop. (Note:, Dedicated sub inventories for this purpose will be defined in each Locations in Workshop Inventory organization for the Used Tires)
standard
Stock adjustment
Manual
INV-BP 030.08
standard
Manual
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Inventory, AWCCS
Workshop - WIP
Return items transferred to Return sub inv through sub inv transfer
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Inventory, AWCCS
ID
Process
Process description
Fitment Type
Fitment Description
Automation
INV-BP 040.01
Worksho p Return
Workshop Return : 1. Workshop return Material will be returned directly from the WIP sub inventory to Return Sub Inventory through sub inventory transfer.
2.
Standard
Manual
Later on Based on the Business requirement/ Decision, Material can be moved from Return sub inventory to main sub inventory.
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Inventory, AWCCS
ID
Process
Process description
Fitment Type
Fitment Description
Automation
INV-BP 040.02
Projects Return
Project Return: 1. Returns/ excess material from Projects will be transferred from Projects Sub inventory to HVAC Main-stores- Returns sub inventory by Sub inventory transfer.
Standard
Manual
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Inventory, AWCCS
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Inventory, AWCCS
Start
End
Receipt of Material
Material Dispatch
ID
Process
Process description
Fitment Type
Fitment Description
Automat ion
It can be achieved by the following two ways 1. Move Order Transfer (with in Inventory Organization)
2.
Standard
Stock transfer
Manual
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Inventory, AWCCS ID Process Process description Fitment Type Fitment Description Automat ion
INV-BP 050.01
Move Transfer
order
1. Move order Transfer between sub inventories will be used to transfer stock between various locations of an Inventory Organization. Stock will be transferred to the Logical sub inventory of the Destination Location. From there it will be transferred to actual sub inventory through Sub inventory Transfer.
2.
Standard process
Inventory Department
Manual
This is to track the delivery after in transit time. (Actual physical receipt of items)
3.
Inventory Packing slip report/ Discoverer Report will be used for physical stock movement as reference.
4.
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Inventory, AWCCS ID Process Process description Fitment Type Fitment Description Automat ion
INV-BP 05.02
Manual Inter Organization Transfer between sub inventories of two Inventory Organizations will be used to transfer stock between Inventory Organizations.
1.
Standard process
2. On receipt of Stock transfer request through Mail/ phone, Source organization initiates the stock transfer Through Inter Org Transfer form. Inventory packing slip Report / Discoverer report copies will be sent as a reference along with the stock during Transfer. 3. On receipt of the stock along with the Reports, Receiving organization enters the Receipt details in the system.
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Inventory, AWCCS
For Stock Items and Expense Goods & services it will be Direct Delivery Routing and for Fleet assets it will be Standard Receipt Routing.
Document Control Company Confidential - For internal use only ii
Inventory, AWCCS
Direct Delivery Routing is a single step process, where materials are delivered in one step. On receipt of Items Inventory material stock value is increased. Standard Receipt Routing is a two step process, where materials are received in first step and delivered in delivered in step Receipt transaction and Delivery transactions in locations. The average cost is recalculated based on the transaction value of the purchase order line value and the transaction quantity.
The actual delivery date (special field other than the PO Receipt (GRN) date) will be manually entered by Receiving user in line level DFF for each PO Receipt transaction which will be used for the aging report in Oracle Accounts Payable. The Invoice will be directly sent to the finance for payments. The receipt quantity captured in the receiving transactions are automatically updated in the Purchase order, purchase requisition, Inventory material stock register (material workbench) and also Invoice workbench of Account payables modules (Finance). Payment will be released by Accounts Payables after the Invoice Match (PO Qty, receipt Qty and Invoice Quantity) - 3 way match. After receiving, if any defect is found in the material then the material can be returned to the vendor and debit memo is created against the supplier for the defective Quantity. If the material delivery is delayed from supplier end, Penalty charges are charged on the supplier as per the instruction received through Mail by Purchasing Department. This is a manual process in oracle by creating Manual Debit memo against the supplier to the agreed amount.
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Inventory, AWCCS
INV-BP 060.01
PO Receipt: (Stock Items) 1. Stocked Items against Purchase Orders will be received in to appropriate Store Locations mentioned in the Purchase Order /BPA. Release Shipments. Direct delivery type of Receipt Routing will be used. One step Process.
2.
Form Customizatio n
Receipt # is generated after this process. The Sub inventory Material Valuation account will be charged for PO price value on Receipt.
3.
To default the supplier part number in the Line Items, view Purchase Requestor name, Note to receiver and additional info.
Manual
During receipt Serial Number, Lot number Locators quantity details are entered for the receipt. (as per Item setup)
4.
ii
Inventory, AWCCS ID Process Process Description Fitment Type Fitment Description Automation
INV-BP 060.01.02
PO Receipt: (Expense Goods / Services) 1. All the User departments including Workshop will have the access to Purchase requisition for Expense Goods and services. 2. The receipt of the Expense Goods / Expense services for the above POs will be by appropriate users against the Cost centre / Project #/ service #/Workshop Job order. 3. Direct delivery type of Receipt Routing will be used. One step Process. 4. On Receipt of the Expense Goods / Expense services, appropriate Expense Account will be charged. The actual delivery date (special field other than the PO Receipt (GRN) date) will be manually entered in line level DFF for each PO Receipt transaction which will be used for the aging report in Oracle Accounts Payable module. 5. Service: Generic Service Item codes like Professional services, Maintenance services etc will be created in the Item Master. But users can update the description in Purchase requisition. Service receipt is a logical receipt which is amount based . This Receipt is made in the system to close the related Purchase Order and releasing Payments to supplier from AP. Job order/ Project#/ service# will be captured in Purchase requisitions, which can be referred at the time of Receipt.
6.
customization
PO receipt for Expense Goods/ services. PR requestors department users only can receive their Goods/ services.
Manual.
ii
Inventory, AWCCS ID Process Process Description Fitment Type Fitment Description Automation
INV-BP 060.01.03
PO Receipt: (Assets- Fleet related) Procurement: Vehicle Receiving Officer will have the access to receive the Vehicles through Oracle Receipt form against the PO. E.g.: Vehicles, Ancillary, Exp. Goods, and Exp. Services;
1.
BYNX Interface Through Custom Interface Receipt information will be sent to BYNX
2. While Receiving the Vehicles Chassis#, Engine # will be captured in the Line Item level DFF enabled for the purpose 3. While receiving Vehicle Ancillaries (Bodies) Body# can be captured in the Line Item level DFF enabled for the purpose. This information is passed to Bynx through the interface13. Standard Receipt type of Receipt Routing will be used. Two step Process.
4.
Engine #, Chassis # should be captured in Line level DFF of PO Receipt. This information should be sent to Item Master.
Manual
On Receipt of the Fleet (Assets) appropriate Asset clearing contra Account will be charged.
5.
Fleet and Fleet items are non Stocked Items and these can be received by the requestor in the Location mentioned in the PR.
6.
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Inventory, AWCCS ID Process Process Description Fitment Type Fitment Description Automation
INV-BP 060.01.04
PO Receipt: (Assets- Non Fleet related) Only Asset Owner users will have the access to receive the Assets (Non Fleets) through Oracle Receipt form against their Purchase Orders.
1.
Standard
Manual
4. On Receipt of the Assets appropriate Asset clearing Account attached in the Item level will be charged. Since these are of Item type non Stocked Items, will be received against Location mentioned in the Purchase Order.
5.
ii
Inventory, AWCCS
ii
Inventory, AWCCS ID Process Process description Fitment Type Fitment Description Automati on
INV-BP 060.05
Supplier Return
Return to Supplier : (from stock) Supplier defective Materials can be returned from Stock with reference of PO# / Receipt #
1.
Supplier Returns
Return to Supplier.
Manual
Items which are found defective (due to suppliers product defect) in the sub inventory found after some days of PO Receipt can be returned to supplier against the PO using Returns form available in Oracle Inventory module by the store Keeper. Defective Items from workshops will be received and stored in a Returns sub inventory. Later this can be returned to Supplier against PO # reference. Inventory Material Value is decreased against this stock. i.e., Accounting transactions are reversed. Debit note will be created in payables module, which is adjusted against the Supplier invoice.
2.
3.
4.
ii
Inventory, AWCCS
ii
Inventory, AWCCS ID Process Process Description Fitment Type Fitment Description Automat ion
Workaround Managing Consigned Inventory: 1. Since the supplier is maintaining his own unit within AWCCS campus and also releases materials based on the Purchase orders issued by AWCCS, Blanket Purchase Agreement and BP Releases can be used to meet this process in oracle. 2. Blanket Purchase Agreement is created between the supplier and AWCCS for the specified Items. 3. Supplier will deliver the Material at the counter based on BP Release. 4. Payment is made through AP invoice for the Receipt #.
Manual
ii
Inventory, AWCCS
S rt ta AC B Aa s n ly is D c ew ic a e id h h ll Ite sw g fo IN m ill o r V M -M xP n in in a la n g M n rin o Ite C n u p n o ito g f m o s m tio J d e e to C a u g m n n ritic lity , Cc C u t y le o n M -M xP n in in a la n g A u sa s t ttrib te re e M Q in ty , M xQ a ty O e M d r A u sa rd r o ifie ttrib te re st -M O eQ e in rd r ty , Mx a O eQ rd r ty , F e Lt ix d o M ltip r u lie M -M xisR na in a u s p r s h d le e ceu M M xP g m in a ro ra s h d le a p r th ceu d s e e in rv l p n e te a la n d IN P n e V la n r d c e th e id s e fre u n yo M q e c f in M xP g mR n a ro ra u IN P n e V la n r d c e u o th e id s p n e d m n a d s p ly e ad n up c t o d tefo e c u ff a r ah M -M xP g m in a ro ra Rn u IN P n e V la n r re ie sth v w e M -M x in a R p rt eo IN P n e d c e toru V la n r e id s n M -M xP n in E g e Ite in a la n g n in m a) Ite S e ific m pc o r b) Ite C te o S e ific m a g ry p c o r c) A Ite su d r M ll m n e in P ne la n d S s ms g e tsP rc a e y te u g s u h s R q is n e u itio s , if re le is m n is p n h et re u d q ire -M x a IN P n e c n sth R p n h e t A tio s V la n r o firm e e le is m n c n - P rc a eR q is n u h s e u itio s n c s a c a g sto th R q is nQ a titya dD eD te e e s ry h n e e e u itio u n n u a s - a rmk g fte a in IN P n e V la n r A p v sth p ro e e P rc a e u hs re u itio s q is n Ed n
ii
Inventory, AWCCS ID Process Process description Fitment Type Fitment Description Automatio n
INV-BP 080.01
Stock replenishment:
1.
Standard
Min-Max planning is enabled for items such as Parts, Consumables and Spares during the item definition at Item-Sub inventory level. Source details, Minimum and maximum Quantity will be defined to the Item.
Stock Replenishment
Automati c
2. Whenever stock level goes below the Minimum level, on running the Min-Max report, Purchase requisitions will be triggered for the Maximum Quantity. 3. Min-Max planning reports can be run for sub inventories in which Min-max Items are below the minimum levels. Purchase requisitions are created automatically from the above process and sent for approval.
4.
ii
Inventory, AWCCS
ii
Inventory, AWCCS
ID
Description
Frequency
Notes
Agent
Automation
INV-BP 090.01
Define Physical Inventory Enter a unique physical inventory name Select approval requirements for adjustments
Physical inventory name If approval is required for adjustments out of tolerance you must enter a value in at least one of these fields. You cannot update these values after you perform physical Inventory adjustments. Qty: Enter acceptable Positive and Negative limits (expressed as a percentage) for the difference between the systemtracked on-hand quantity and the actual tag count quantity. Value: Enter acceptable Positive and Negative limits for the total value of a physical inventory adjustment If approval is required for adjustments out of tolerance you must enter a value in at least one of these fields. You cannot update these values after you perform physical inventory adjustments. Qty: Enter acceptable Positive and Negative limits (expressed as a percentage) for the difference between the systemtracked on-hand quantity and the actual tag Count quantity. Value: Enter acceptable Positive and Negative limits for the total value of a physical Inventory adjustment.
Inventory Inventory
Manual Manual
One time
Inventory
Manual
ii
One time
As required
Select Exclude Zero Balances Select Exclude Negative Balances Save Work Take Snapshot
As required
As required As required
Determines whether the physical inventory is for all sub inventories or for one or more specific sub inventories. Only enter a quantity tracked sub inventory. If you do not want to allow dynamic tag entry but you need blank tags, you can generate numbered blank tags for counting miscellaneous items to exclude items with zero quantity from the snapshot to exclude items with a negative quantity from the snapshot Save This step must be completed before you can generate tags The snapshot saves all current item on-hand quantities and costs Oracle Inventory can generate default or blank tags for your physical inventory. If you choose to generate default tags for each item, specify the starting tag number and the Increment by which you want to increase each digit in the tag number. Enter and Void Physical Inventory Adjustments are performed based on the Approval Workflow
Inventory
Manual
Inventory
Manual
Inventory
Manual
Inventory Inventory/Finance
Manual Manual
ii
Inventory, AWCCS
ii
Inventory, AWCCS
ii
INV-BP 100.01
Define ABC Classes Compile ABC analysis Define Cycle count Enter Scope of the count Enter Serial and Schedule Adjustment and ABC Classes Generate daily count Perform full cycle count report Generate Multiple report Run Generate Count request Run Cycle count listing report Entering Cycle count Find Cycle count Entry performed Enter Quantity
As required Once As required Once Once Once As required As required As required As required As Required As required As required As required As required As required
Define the ABC classes based on the Historical number of Transactions Compile ABC analysis to attach items to the classes. Define cycle count name, Calendar and Adjustment account Inactive date, Count Sequence no and Sub Inventory Whether Serial control Items are also needed for the counting and Count Schedule Enter the adjustment control and Attach the ABC In classes enter the count per year Plan for the daily count From the Tools menu Run the Perform cycle count report Perform cycle count report will trigger multiple reports. Count request can be done on manual or System Generated. This report will contains all the items for cycle counting within the given date range. Entering cycle count result in the system. Select your cycle count from cycle count summary window. Find all open count request. Enter the Name of the employee who performed the cycle count. Enter the Count Seq, Item, Sub Inventory and Quantity for each item. Save after entering all results. Approving the count results. Select your cycle count from cycle count summary window. Query counts pending approval.
Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor Stores Supervisor
Manual Manual Manual Manual Manual Manual Manual Manual Manual Manual Manual Manual Manual Manual Manual Manual
As required As required
Manual Manual
ii
Is there any Adjustment is there Need Approval Need Production Approval send the Information to the User Sends notification to finance Approval
Finance approval
As required
Stores Supervisor
Manual
ii
Inventory, AWCCS
INV-BP 110.01
Sequential set of procedures should be followed for closing a Period in Inventory. Transaction distributions will be posted GL. To close a period: 1. Enter all transactions. Perform all issues, receipts, and adjustments. 2. Review Inventory transactions. 3. Balance perpetual inventory. 4. Close Oracle Payables and Oracle Purchasing. 5. Run the Period Close Reconciliation report. 6. Close the accounting period.
Standard
Manual
ii
Inventory, AWCCS
INV-BP 120.01R01
Material Request Slip (MR) Material issue Slip Pending Material Request details Report Inventory Packing slip Report Move Order Pick slip Report Cycle Counting Snapshot report Physical Inventory Tag Listing Report for counting the Items Cycle counting Tag Listing Report for counting the Items Cycle Counting Adjustment Report should include Supplier Part number Physical Inventory Adjustment Report should include Supplier Part number Physical Inventory Snap shot reports should display Supplier Part numbers against AWCCS Item codes.
Report Report Report Report Report Report Report Report Report Report Report
Customizatio n Customizatio n Customizatio n Standard Standard TBD Standard Standard Customizatio n Customizatio n TBD
Customization Customization Customization Standard Standard TBD Standard Standard Customization Customization TBD
Manual Manual Manual Manual Manual Manual Manual Manual Manual Manual Manual
ii
Inventory, AWCCS
ID
Issue
Resolution
Responsibility
Target Date
Impact Date
Closed Issues
ID
Issue
Resolution
Responsibility
Target Date
Impact Date
ii