Creating a loan order
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This page enables you to create a loan order. Tell me more
Select the “Create Loan Order” link in the “Select Part #” page. Alternatively, click the hyperlinked part number in the multiline of the same page.
The “Create Loan Order” page appears.
The system displays the following field:
Date Format |
The format in which the date field is displayed. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the "Enterprise Modeling" business component by default. |
The system displays the following field in the “Loan Order Details” group box:
Loan Order # |
A unique number identifying the loan order. This number is generated and displayed by the system, when you click the “Create Loan Order” pushbutton. The number is displayed with its corresponding prefix and suffix of the numbering type selected. The number is incremented from the last number available in the “Document Numbering Class” business component. |
Enter the following fields:
Numbering Type |
Use the drop-down list box to select the numbering type for generating the loan order number. The system lists all the numbering types defined for the “Loan Order” transaction type in the “Create Numbering Class” activity of the “Document Numbering Class” business component that are valid on the current date. Data selection in this field is mandatory. |
Loan Order Date |
The date on which the loan order is created (Date Format). Mandatory. The loan order date should be earlier than or the same as the current server date. |
Loan Order Type |
Use the drop-down list box to select the type of loan order to be created. This drop-down will display the following
By default, it displays “Regular”. Mandatory |
Stock Status |
Use the drop-down list box to select the stock status to which the loaned part is to be converted.
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Note: If the ‘Loan Order Type’ is ‘Regular’, the system does not stores the value selected for internal stock status
The system displays the following fields:
Status |
The status of the loan order, which could be “Draft” or “Fresh” |
Part # |
The part against which the loan order is created. This part number must be already defined in the “Part Administration” business component and is in the “Active” reference status and planning status |
Part Description |
The textual description of the part |
Enter the following field:
Supplier # |
The code of the supplier from whom the part is to be loaned in (Alphanumeric, 16). Mandatory. The supplier code must have already been defined in the “Register Supplier” activity of the “Supplier” business component and should be in the “Active” status. Also the supplier specified must be of type “Normal”. Help facility available |
Order Currency |
Use the drop-down list box to identify the currency in which the loan order charges are to be represented. The system lists all the currencies created in the “Maintain Currency Information” activity of the “Enterprise Setup” business component along with the base currency identified for the company. Data selection in this field is mandatory. |
User Status |
Use the drop-down list box to specify the user status of the loan order. The system lists all the ‘active’ user status codes defined for loan order transaction in the “Create User Status” activity of the “Logistics Common Master” business component. |
Category |
Use the drop-down list box to specify the category of the loan order. The system lists all the ‘active’ categories defined for loan order transaction in the “Create Common Category” activity of the “Logistics Common Master” business component. |
Priority |
Use the drop-down list box to select the priority to be assigned to the loan order. The system lists all the ‘active’ priority codes defined in the “Maintain Priority Codes” activity of the “Logistics Common Master” business component. |
Aircraft Reg. # |
The registration number of the aircraft, incase of “AOG” priority (Alphanumeric, 30) Help Facility Available. |
Reason For Loan |
The reason for loaning the part (Alphanumeric, 2000) |
Enter the following fields in the “Copy Details” group box to copy the details of loan order:
Loan Order # |
The loan order number from which you wish to copy the details (Alphanumeric, 18). This number must have already been defined in the login organizational unit. Ensure that the loan order is not in the “Draft”, “Canceled”, "Returned” or “Amended” status. Help Facility Available. |
Click the “Copy Loan Order” pushbutton to copy the loan order details.
Note: The system ensures that the Operational Status of the supplier specified in the loan order being copied is not set as “Hold Loan Order” in the “Add Location Details” activity of “Supplier” business component.
Check the following boxes to specify the copy options:
All |
Check this box to copy all the details of the loan order. |
Main Information |
Check this box to copy the main information of the loan order. |
Terms and Conditions |
Check this box to copy the main information, and terms and conditions specified for the loan order. |
Penalty Information |
Check this box to copy the main information and details of penalty charges entered for loan order. |
TCD Information |
Check this box to copy the main information and TCD details of the loan order. |
The system displays the following fields in the “Loaner Information” group box:
Supplier Name |
The name of the supplier from whom the part is to be loaned |
Specify loan for details
Enter the following fields in the “Loan for Information” group box:
Loan For |
Use the drop-down list box to indicate whether the loan order must be created for the login organization or for the customer. The drop-down list box will display the following options for the category “Loan Order” in “Purchase Option Settings” activity under “Logistics Common Master” business component.
The system displays the value based on the option set for “Default value for ‘Loan for’” available in the “Purchase Option Settings” activity under “Logistics Common Master" business component, by default. |
Trading Partner # |
The customer # of the company on behalf of which the loan order must be created in the login organization. Help facility available. |
The system displays the following fields in the "Loan for Information" group box:
Trading Partner Name |
The Customer name of the company on behalf of which the loan order must be created in the organization unit. However, this field displays no value, if the loan order is associated with the login organization |
LO Inv. Org. |
The Organization Unit mapped to the group company on behalf of which the loan order must be created in the login organization. However, the login organization code appears, if the loan order is associated with the login organization. In the drop-down list box provided adjacent to the ‘PO & Inv. Org.’ field, specify the finance book for which the procurement happens. The system lists all the ‘active’ finance books defined in the “Create Finance Book” activity of the “Organization Setup” business component along with a blank value. The system leaves the field blank, by default. |
Enter the following fields in the “Loaner Information” group box:
Contact Person |
The name of the contact person (Alphanumeric, 80). Help facility available |
Address ID |
The Address ID of the contact person. Mandatory. |
The system displays the following fields:
Phone # |
The phone number of the contact person |
Fax # |
The fax number of the contact person |
The e-mail ID of the contact person |
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Address |
The address of the contact person |
The system displays the following fields in the “Loaned Part Information” group box:
Manufacturer Part # |
The manufacturer part number |
Manufacturer Name |
The name of the manufacturer |
Enter the following field:
Quantity |
The number of parts that are to be loaned (Decimal) If the part number is serial or lot number-controlled, the system takes the order quantity value as “1” irrespective of the value entered above. |
The system displays the following field:
Stock UOM |
The unit of measurement in which the part is stocked |
Enter the following fields:
Condition |
Use the drop-down list box to select the condition of the part, which can be “New” “Overhauled” or "Serviceable". Mandatory for a part of type “Component”. |
Certificate Type |
Use the drop-down list box to select the type of certificate applicable for the part. The system lists the entire certificate types defined for the parts in “Create Certificate Type” activity of “Logistics Common Master” business component. |
Ship To |
Use the drop-down list box to select the organizational unit at which the loaned part must be received. The system lists all the organizational units of the “Loan/Rental Receipt” business component, for which the ”Part Source” is set as “Loan” in the Part Administration business component. Selection in this field is mandatory. |
Warehouse # |
Use the drop-down list box to select the warehouse at which the loaned part must be received. The system lists all the warehouses associated with the organizational unit selected in the “Ship To” field. Only warehouses that are capable of stocking the part type of loaned part are displayed. Selection in this field is mandatory. |
The system displays the following field:
Lead Parameter |
The lead parameter of the component as defined in the “Aircraft” business component |
Part Type |
The type to which the part to be loaned, belongs. |
Enter
the following fields in the “Return Shipment Details” group box:
Issue Location |
Use the drop-down list box to select the issue location. The system lists the organization units as defined in the “Stock Issue” business components. Data selection in this field is mandatory. |
Note: If the values entered in the “Issue Location” field and the “Ship To” field are different, then it is mandatory to enter a value in the “Issue Warehouse #” field.
Issue Warehouse # |
Use the drop-down list box to specify the issue warehouse number. The system lists all the active warehouses associated with the organizational unit selected in the “Issue Location” field. And, mapped to the part type of the part number in the loan order, as defined in the “Storage Administration” business component. The system leaves the field blank by default. |
Enter the following fields in the “Reference Details” group box:
Loan Agreement # |
The number identifying the loan agreement against which the loan order is created (Alphanumeric, 40) |
Supplier Offer # |
The number identifying the supplier offer against which the loan order is created (Alphanumeric, 40) |
Ref. Document # |
The number identifying the reference document against which the loan order is created (Alphanumeric, 40). |
Enter the following fields in the “Loan Information” group box:
Loan Charges On |
Use the drop-down list box to specify the method by which the loan charges are calculated. The system lists the following options:
Select “Calendar Usage” or “None” for part types other than “Component”. Data Selection in this filed is mandatory. |
Penalty Applicable |
Use the drop-down list box and set the field as “Yes” to indicate that penalty is applicable to the loan order. Select “No” otherwise. You must select “No” if you have set the “Loan Charges On” field as “None”. Data Selection in this filed is mandatory.
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TCD Applicable |
Use the drop-down list box and set the field as “Yes” to indicate that taxes and charges are applicable to the loan order. Select “No” otherwise. Data selection in this field is mandatory. |
Date Reqd. |
The date on which the part is required (Date Format). Mandatory. This date should be later than or the same as the Loan Order date. |
Loan Period |
The loan period in terms of days, weeks or months (Integer). Mandatory, if you have selected “Calendar Usage” or “Both” in the “Loan Charges On” field. Select the unit of measurement for the loan period, which could be “Days”, “Weeks”, or “Months” from the drop-down list box provided alongside. |
Expected Usage |
The expected usage of the component in terms of parameters (Decimal). Mandatory, if you have selected “Parameter Usage” or “Both” in the “Loan Charges On” field. This value must be a positive integer. |
Enter the following fields in the “Charges Policy Details” group box:
Administrative Charges Policy |
Use the drop-down list box to select the policy by which the administrative charges are calculated for the loan order. The system lists the options “Flat” and “Percent”. |
To enter calendar- based lease charges policy and basis
Calendar-based Lease Charges Policy |
Use the drop-down list box to select the policy by which the calendar-based lease charges are calculated for the loan order. The system lists the options “Flat” and “Percent”. Data selection is mandatory when the “Loan Charges On” field is set as “Calendar Usage” or “Both”. |
Calendar-based Lease Charges Basis |
Use the drop-down list box to select the basis by which the calendar-based lease charges are calculated for the loan order. The system lists the options “Cumulative” and “Period”. Data selection is mandatory when the “Loan Charges On” field is set as “Calendar Usage” or “Both”. |
To enter parameter-based lease charges policy and basis
Parameter-based Lease Charges Policy |
Use the drop-down list box to select the policy by which the parameter-based lease charges are calculated for the loan order. The system lists the options “Flat” and “Percent”. Data selection is mandatory when the “Loan Charges On” field is set as “Parameter Usage” or “Both”. |
Parameter-based Lease Charges Basis |
Use the drop-down list box to select the basis by which the parameter-based lease charges are calculated for the loan order. The system lists the options “Cumulative” and “Period”. Data selection is mandatory when the “Loan Charges On” field is set as “Parameter Usage” or “Both”. |
Enter the following fields in the “Order Value Details” group box:
Part Base Cost |
The base cost of the part (Decimal). Mandatory. This value must be positive, if the “Administrative Charges Policy”, “Calendar Based Leased Charges Policy” or “Parameter Based Leased Charges Policy” is set as “Percent”. By default, the system displays the value based on the options set in the “Set Purchase Options” activity in the “Logistics Common Master” business component. If the option is set as “Standard Purchase Price”, the system by default displays the Standard Purchase Price of the loaned part from the “Part Administration” business component. If the option is set as “Standard Cost”, the system by default displays the Standard Cost of the loaned part from the “Part Administration” business component. By default the system leaves the field blank, if the Standard Cost of the loaned part is zero If the option is set as “Manual Entry”, the system leaves the field blank by default.. |
To specify administrative charges
Enter the following:
Administrative Charges In % |
The percentage of the administrative charges of the Part Based Cost involved in loaning of the part (Decimal).Data entry in this field is mandatory, when the “Administrative Charges Policy” field is set as “Percent”. |
If you have entered the above field, the system calculates the administrative charges using the following formula:
Administrative Charges = Administrative Charges Percent * Part Base Cost /100
Administrative Charges |
The amount that is included as administrative charges in the loan order value, when the administrative charges policy is “Flat” (Decimal). ). Data entry is mandatory, when the “Administrative Charges Policy” field is set as “Flat”. |
Basic Loan Charges |
The basic loan charges applicable to the loan order (Decimal). You must enter this field only when the “Loan Charges On” field is set as “None” and “Loan Charges” option is set as “Enterable” in the “Set Options” activity. |
The system displays the following:
Total Loan Charges |
The total loan charges applicable to the loan order. This is the sum of ”Basic Loan Charges” and ”Administrative Charges”. |
Enter the following field:
Additional Charges |
Any additional charge pertaining to the loan order (Decimal) The system calculates this value as the sum of TCD values specified for each TCD mode in the “Edit TCD” page. |
The system displays the following:
Order Value |
The order value of the loan order. This is the sum of ”Total Loan Charges” and ”Additional Charges”’. This value is displayed in the base currency of the company. |
Exchange Rate |
The exchange rate applicable to the order currency and the company’s base currency |
Base Currency Value |
The order value displayed in the base currency of the company |
Select the "Calendar-based Lease Charges" tab page to enter the parameter based lease charges
Enter the following fields in the “Calendar-based Lease Charges” multiline:
From Calendar Period |
The starting period (day/week/month) from which the lease is effective (Integer) You must enter “1” in the first line of the multiline. |
To Calendar Period |
The ending period (day/week/month) till which the lease is effective (Integer) You must specify the value entered in the “Loan period” field in the last line of the multiline. The value entered here must be greater than or equal to the value entered in “From Calendar Period”. The value entered in all the rows except the last row must be lesser than the “Loan Period”. For instance, if you have specified the loan period as ‘20’ days, you can divide the period as ‘1 to 5’, ‘6 to 10’, '11 to 20' etc. and define lease charges. |
The system displays the following field:
UOM |
The unit of measurement of the calendar period |
Enter the following fields:
Rate Per UOM |
The rate applicable to a day/week/month (Decimal). This number must be greater than or equal to zero. You must enter this field if the calendar-based lease charges policy is ”Flat”. |
Charges Per Unit As % of Part Base Cost |
The percentage of part base cost applicable to a day/week/month (Decimal). This value should be greater than or equal to zero. You must enter this field if the calendar-based lease charges policy is ”Percent”. |
The system displays the following field:
Charge For Period |
The lease charges applicable to the period |
Enter the following field in the multiline:
Remarks |
Any remark pertaining to the lease charges defined for the calendar period (Alphanumeric, 255) |
Specify parameter-based lease charges
Select the" Parameter-based Lease Charges" tab page to enter parameter based lease charges.
Enter the following fields in the “Parameter-based Lease Charges” multiline:
From Parameter Value |
The starting value in the range of parameter values pertinent to the UOM charged at “Rate Per” value, which is applicable for the lease period (Number, 19). You must enter “1” in the first line of the multiline. |
To Parameter Value |
The ending value in the range of parameter values pertinent to the UOM charged at “Rate Per” value, which is applicable for the lease period (Number, 19). You must specify the value entered in the “Expected Usage” field in the last line of the multiline. The value entered here must be greater than or equal to the value entered in “From Parameter Value”. The value entered in all the rows except the last row must be lesser than the “Expected Usage”. |
The system displays the following field:
UOM |
The unit of measurement of the lead parameter |
Enter the following fields:
Rate Per UOM |
The rate applicable per UOM (Decimal). This number must be greater than or equal to zero. You must enter this field if the parameter-based lease charges policy is ”Flat”. |
Charges Per Unit As % of Part Base Cost |
The percentage of part base cost applicable per UOM (Decimal). This value should be greater than or equal to zero. You must enter this field if the parameter-based lease charges policy is ”Percent”. |
The system displays the following field:
Charge For Range |
The lease charges applicable to the parameter value range |
Enter the following field in the multiline:
Remarks |
Any remark pertaining to the lease charges defined for the parameter values (Alphanumeric, 255) |
Enter the following fields in the “Other Details” group box:
Employee # |
The code identifying the employee who raises the loan order (Alphanumeric, 20). The system displays the employee code of the login user by default. Help facility available |
Employee Name |
The name of the employee who raises the loan order (Alphanumeric, 77). The system displays the name of the login user by default. |
LO Detail 1 |
Any detail pertaining to the loan order (Alphanumeric, 30) |
Ref. Document |
The reference document against which the loan order is created |
LO Option 1 |
Use the drop-down list box to select the loan order option. The system lists all the ‘active’ option values entered for the loan order transaction in the “Logistics Common Master” business component. |
Comments |
Any remark or comment pertaining to the loan order (Alphanumeric, 255) |
Enter the following field in the “Document Attachment Details” group box:
File Name |
The file name of the document that you wish to attach to the loan order (Alphanumeric, 18) Help facility available |
Select the “View File” link provided along side to view the details of the reference document file.
Click the “Create Loan Order” pushbutton to create the loan order.
The system performs the following on updation:
4 Creates a loan order with the information entered in the respective fields.
4 Administrative charges calculation: If you have specified a flat amount as administrative charges, the system considers the same. Otherwise, the administrative charges are calculated using the administrative charges percentage entered, using the following formula:
Administrative Charges = Administrative Charges Percent * Part Base Cost /100
Calendar-based lease charges calculation: The calendar-based lease charges are calculated by considering either a flat rate or a percentage of part base cost for each line item in the multiline. For each line item, the difference between the (“To Calendar Period” and ”From Calendar Period” - 1) is multiplied with the flat rate or the percentage of part base cost/100 to arrive at the loan charges. If the calendar-based lease charges basis is “Period”, the system adds all the lease charges calculated for each line item and displays the basic loan charges. If the calendar-based lease charges basis is “Cumulative”, the ”To Period” of each line item is multiplied with the flat rate or the percentage of part base cost/100 to arrive at the loan charges. In this case, the basic loan charges will be the charges mentioned for the last line item.
Parameter-based lease charges calculation: The parameter-based lease charges are calculated by considering either a flat rate or a percentage of part base cost for each line item in the multiline. For each line item, the difference between the (“To Parameter Value” and ”From Parameter Value” - 1) is multiplied with the flat rate or the percentage of part base cost to arrive at the loan charges. If the parameter -based lease charges basis is “Period”, the system adds all the lease charges calculated for each line item and displays the basic loan charges. If the parameter-based lease charges is “Cumulative”, the ”To Value” of each line item is multiplied with the flat rate or the percentage of part base cost/100 to arrive at the loan charges. In this case, the basic loan charges will be the lease charges mentioned for the last line item.
Calendar-based and Parameter-based charges calculation: The system adds the parameter charges and calendar charges specified in the multiline and displays the basic loan charges.
Updates terms and conditions entered for the loan order in the “Edit Terms and Conditions” page.
Ensures that the Operational Status of the supplier is not set as “Hold Loan Order” in the “Add Location Details” activity of “Supplier” business component
Assigns the “Draft” status to the loan order if mandatory information is not entered.
Assigns the “Fresh” status, when all mandatory information for the loan order is entered.
Note: This action is workflow-enabled. Notification messages can be sent and you can configure further processing of this document in the "Workflow Management" business component.
The system displays the following fields in the “Record Statistics” group box:
Created By |
The login ID of the user who created the loan order |
Created Date |
The date on which the loan order is created |
To proceed carry out the following:
Select the “Edit Terms and Conditions” link at the bottom of the page to specify terms and conditions for the loan order.
Select the “Edit Penalty Charges” link at the bottom of the page to specify penalty charges details for loan order. Ensure that “Penalty Applicable” field is selected as “Yes”, before selecting this link.
Select the “Edit TCD” link at the bottom of the page to enter tax, charge and discount details for the loan order. Ensure that the “TCD Applicable” field is selected as “Yes”, before selecting this link.
Select the “Edit Loan Order” page to edit the loan order details.
Select the “Authorize Loan Order” link at the bottom of the page to authorize the loan order.
Select the “Attach Clause” link to attach clause to the loan order.
Select the “Upload Documents” link at the bottom of the page to facilitate upload of documents against the loan Order.
Select the “View Associated Doc. Attachments” link at the bottom of the page to view the uploaded documents against the loan Order.
Creating a loan order - An overview
This page enables you to create a loan order. A loan order is created to loan a part into the inventory to overcome a short-term requirement of the component. A part is usually loaned when the operator’s procurement cycle cannot procure the part when it is needed.
You can only loan those parts for which the Usage attribute is set to “For Loan” in the Maintain Planning Information activity.
Loan Order Details
You can select the numbering type based on which the loan order will be created. You can enter details such as loan order date, supplier code, order currency, user status, loan order category, priority, aircraft registration number in case of “AOG” priority and reason for loaning the part.
Copying details from existing Loan Orders
You can create a loan order by copying details from loan orders that are already defined in the system. You can copy all or specific details from the existing loan order.
Supplier Information
You can furnish details of the supplier from whom the part is to be loaned. You can specify the contact person of the supplier.
Loaned Part Information
You can specify the number of parts that need to be loaned. If the part is serial-controlled or lot-controlled, you must specify the quantity as “1”.
Reference Document Details
A loan agreement can serve as the reference document for a loan order. Both parties that wish to establish a loaning relationship sign a loan agreement. Loan charges are agreed upon in this loan agreement, along with commercial and shipping terms. The loan agreement also identifies whether the loan order can be extended at the end of the loan period or a new loan order must be raised. You can enter the agreement number, supplier offer number and reference document details in this page.
Loan Information
You can specify the details regarding the loan charges applicable to the loan order. You can specify whether the lease or loan charges will be based on usage of the component (by tracking the parameter values) or based on the calendar period of the lease, or both. You can also indicate whether penalty is applicable, if the part is used beyond the loan period.
Calendar-based lease charges information
You can specify the period (days/weeks/months) for which the loan is effective. You can specify the policy by which the lease or loan charges will be calculated: Flat rate or Percentage of Part Base Cost. In addition to this, you can divide the lease period into small units so as to calculate lease charges on period or cumulative basis.
You can specify the period range and the corresponding flat rate or the percentage of part base cost per day/week/month. The lease charges will be calculated for every period defined and summed if the basis is specified as “Period”. The lease charge for the applicable range alone will be summed if the basis is “Cumulative”.
Parameter-based lease charges information
You can specify the period and range of parameter values for which the lease or loan is effective. You can identify the policy by which the lease or loan charges will be calculated: Flat rate or Percentage of Part Base Cost. You can define different ranges of parameter values to calculate lease charges on period or cumulative basis. The lease charges will be calculated for every parameter range defined and summed if the basis is specified as “Period”. The lease charge for the applicable range alone will be summed if the basis is “Cumulative”.
Refer to the section Lease Charges Calculation to know how lease charges are calculated.
Order Value details
You are allowed to specify the basic loan charge if basic loan charges entry is allowed in “Set Options” activity. Other details such as administrative charges amount and administrative charges percent can be entered. Based on the values entered, the system calculates the total loan charges and order value.
Other details
You can enter user-defined details for the loan order. You can also specify the document attachment information.
The system assigns the “Draft” status to the loan order if the mandatory data entry is not complete. Otherwise, the system assigns the “Fresh” status to the loan order.
“Maintain Planning Information” activity under “Part Administration” business component
“Create Numbering Class” activity under “Document Numbering Class” business component
“Register Supplier” activity under “Supplier” business component
“Create Currency and Country”” activity under “Organization Setup” business component
Indicate whether penalty is applicable
Indicate whether TCD is applicable
Specify administrative charges
Specify calendar-based lease charges
Specify parameter-based lease charges
You can identify the currency in which the transactions pertaining to the loan order would take place.
Select the appropriate currency from the “Order Currency” drop-down list box.
You can assign priority to a loan order. If the priority is “AOG” you can enter the registration number of the aircraft.
Select the appropriate “Priority” for a loan order.
Enter the “Aircraft Reg. #” field, if the priority of a loan order is marked “AOG”.
Indicate whether penalty is applicable
You can identify whether penalty charges are applicable to the loan order, if the part is utilized beyond the loan period. You can enter the penalty charges details in the “Edit Penalty Charges” page.
Set the “Penalty Applicable” field as “Yes” or “No”.
Indicate whether TCD is applicable
You can indicate whether taxes, charges and discounts are applicable to the loan order. You can enter the TCD details in the “Edit TCD” page.
Set the “TCD Applicable” field as “Yes” or “No”.