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Setting Up New Resources in Inventory for Repairable Spares

This topic explains how to add and set up a new material resource in inventory for spare components.

To Create a New Resource for Spare Components

1.
From the Site window, select the Resource Management view, then the Materials tab.
2.
Select the Catalog tab. The table shows a list of all material resources for the site.
3.
Click New. The Resource window appears.
4.
Enter the following information on the General tab:
Setting Name
Description
Number
The name or number of this resource. You can enter up to 20 characters. APM automatically enters the next number in the sequence, but you can change that to another number or to a name. For a trade, you will usually delete the number and enter the trade name. For other resources, you can keep, change, prefix, or suffix the number as required.
If this box is left blank or if the ID is not unique, an error message appears when you try to save the resource.
Name
You can enter up to 100 characters for a short description of the item.
Category
The resource category for this resource. Resource categories are used to derive GL account numbers for transactions, to group resources for searching, sorting, and cost summarization, and to set MSDS options for resources.
Click the browse icon to search for the appropriate category. You can only select a category that is valid for the type of resource you are creating. For example, material resources can only be added to categories valid for materials. If this box is left blank, an error message appears when you try to save the resource.
Unit of Measure
The stocking unit of measure used for this item. It is possible to stock, purchase, and issue the item in different units of measure. All inventory balances are expressed in the stocking unit of measure.
You can select one of many different units of measure, such as centimeters, inches, each, or case.
Abbreviation
Enter an abbreviation for the unit of measure, for example, enter “ea” for each.
5.
Select the Details tab, and enter the following information:
Setting Name
Description
Keywords
The keywords for this resource. These are key words or phrases that describe the characteristics of the resource. You can use them to search for a resource. You can enter up to 250 characters.
Alias
The alias for this resource. An alias is provided to allow the identification of resources as they were known in legacy systems (including a manual system). You can enter an alias so users can locate an item using the name with which they are most familiar. You can enter up to 50 characters.
Add to the asset’s parts list when issued
Select this option if you want to add this resource to the standard list of parts for an asset whenever the resource is issued to an asset, or purchased and charged to an asset. You can view an asset’s list of parts from the asset’s Properties view.
Note: Only assets with the Add resources to this parts list option selected will have automatically-created parts lists.
Stocked in inventory
This box shows whether or not this resource is kept in inventory. When this option is selected, warehouse items can be created for this resource.
Note that it is possible for a resource to be a stocked item but not available from a warehouse if there is no warehouse item for it or if the item is not currently on hand.
6.
Select the Parts List tab. You can create a parts list for this resource. Click Browse to select the applicable parts.
7.
Select the Documents tab. If there are standard documents for this resource, click Browse to select them.
8.
Select the MSDS tab and enter the following if needed:
Setting Name
Description
Document
The standard document or MSDS associated with this resource.
If the resource is part of a category that uses MSDSs, the MSDS tab is available. To link the resource to an MSDS, click Browse. Select an MSDS and click OK.
Note: Selecting an MSDS may be mandatory, depending on the settings on the resource category. If a resource’s MSDS is expired, you may not be able to issue or purchase the resource, depending on the procedure type settings for the MSDS.
9.
Select the Manufacturers tab. On this tab you can enter the manufacturers of this resource, and select which one is the normal manufacturer. For detailed instructions, please see Linking Manufacturers to a Resource.
10.
Select the Alternates tab. You can select alternate resources that can be used when this one is not available. Click Browse. In the Resource Selector dialog, highlight an alternate resource, then click OK.
11.
Select the Description tab. On this tab you can enter a longer description of the resource.
12.
Select the Costing tab. On this tab you can select the cost types for the resource when expensed or capital costs are charged. Typically, a resource’s cost type is determined by the cost types set on the resource category. However, if necessary you can override these cost types.
Setting Name
Description
Resource Has a Different Default Cost Type for Expensed Costs
This box shows whether or not you want to override the default cost type (from the resource category) for this resource. This is the cost type that is used when the resource is charged to a regular maintenance work order.
Select this option to override the cost type, and then click Browse to select the appropriate cost type.
Resource Has a Different Default Cost Type for Capital Costs
This box shows whether or not you want to override the default cost type (from the resource category) for capital costs for this resource. This is the cost type that is used when this resource is charged to work orders for capital projects.
Select this option to override the cost type and then click Browse to select the appropriate cost type.
13.
Select the Inventory tab and, enter the following information:
Setting Name
Description
Inventory Criticality
The inventory criticality level for this resource. Select the appropriate level from the list.
ABC Classification
The ABC classification for this resource.
The ABC classification identifies how often the item should be physically counted. “A” items have a high annual usage cost and need to be counted the most frequently. “C” items have a low annual usage cost and need to be counted the least frequently. Note that the classification levels do not have to be named A, B, and C.
There are generally accepted formulas to determine the ranking of an item, but it is usually a combination of the number of inventory turns and the item’s value. For example, either an item that has low annual usage but a high dollar value or an item with high annual usage and a low dollar value could be an “A” classification. Because the annualized usage cost in both situations is high, the item is of highest importance when performing physical counts. Monitoring these items more closely can result in significant cost savings.
Can Be Reserved
Whether or not the resource can be reserved and the resource demand quantities update the warehouse item’s reserved balance.
When a resource is reserveable, the system uses the reserved quantity when determining when a warehouse item should be replenished.
Override the inventory account
Select this option to override the GL account number or segment used for the offset account in inventory transactions for this resource. You can then select the appropriate account or segment by clicking Browse.
This option is only available if resource account overrides are enabled in your enterprise accounting settings. If you choose not to override the account, the inventory offset account is derived based on the regular inventory offset account derivation rules (set at the enterprise).
Default pick method
The default pick method associated with this resource. This pick method will be set on each warehouse item created for the resource, but it can be changed if necessary.
Default count group
The default count group associated with this resource. Count groups are used to filter and sort warehouse items on count sheets. This count group will be set on each warehouse item created for the resource but it can be changed if necessary.
Note: Do not activate serialized support at this time. The preferred way to set up a new serialized resource for repairable spares is to first set up the resource without the serialized inventory rules, adjust your warehouse balances, and then activate serialized inventory support. You can select the serialized inventory rules when you set up a new resource but you will have to adjust the warehouse balances one unit at a time. For more information, please see Activating Serialized Inventory Support for Resources.
14.
Select the Procurement tab. If you are using APM’s purchasing system for this resource, fill in the following:
Setting Name
Description
Buyer
The name of the employee who is usually responsible for purchasing this resource. Select the appropriate person from the list. Only employees who have buyer as one of their roles appear in the list.
15.
Select the Image tab and click the folder icon to browse to open an image file of this resource and save it to the system.
16.
If necessary, you can override the site’s supplier selection rules or RFQ rules for this resource. For more information, please see:
•
Overriding the Supplier Selection Rules on a Resource or Trade
•
Overriding RFQ Policies on a Resource or Trade
17.
When you are finished entering information about the new serialized resource, you should add the resource to a warehouse. Please see:
•
Adding an Item to a Warehouse
18.
When the resource has been set up in the warehouse, you should create supplier resources for the resource. You may need to create supplier resources to purchase new units of the resource (regular purchase type), and to repair units (repair purchase type).
•
Creating a Supplier Resource.
19.
When you are finished, Save and Close the Resource window.