Specifying terms and conditions in a repair order

This page allows you to enter the terms and conditions of the repair order. Tell me more

Select the “Edit Terms & Conditions” link at the bottom of the “Edit Repair Order” page.

The “Edit Terms & Conditions” page appears.

Note: Ensure that the document is in either “ Draft”, “Fresh”, “Quoted”, “Amended”, “Shipped”, “Acknowledged”, “Released” or Returned status.

The system displays the following field:

Date Format

The format in which the date fields appears in this page. 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 in the “Repair Order Details” group box:

Repair Order #	The number identifying the repair order.
Amendment #	A unique code identifying the amendment number.
Currency	The currency of the repair order. The system displays the currency as set in the Quotation.
Status	The status of the repair order, which could be one of the following:
	Draft – when some more information is pending to be entered for the repair order. A repair order cannot be released for shipping in the “Draft” status.
	Fresh – when all the information pertaining to the repair order has been entered. The repair order can be released for shipping the component.
	Released – when the repair order has been released.
	Shipped – when the repair order has been shipped.
	Acknowledged – when the repair order has been acknowledged.
	Quoted – when the repair order has been quoted.
	Amended – when the repair order has been amended. Closed - when the repair order has been closed. On clicking the “Edit Terms and Conditions” pushbutton, the system ensures the following: If the status of the repair order is “Draft” or “Fresh”, the repair shop number document is not in “Inactive” status in the “Supplier” business component. If the status of the repair order is other than “Draft” or “Fresh”, the details in the “Spares Shipped” tab page cannot be modified, If the status of the repair order is “Released”, “Shipped” or “Acknowledged”, only “Ship To Address ID”, “Pay To Supplier”, “Pay To Supplier Address ID”, “Pay Term” and “Payment Mode” can be modified. On clicking the “Release for Shipping” pushbutton, the system ensures that the status of the repair order is either “Draft” or “Fresh”,
Repair Shop #	The number identifying the outside vendor, where the repair of the component is carried out.

Enter the following in the “Repair Order Details” group box::

Shipping Contact

The person to be contacted while shipping the components to the repair shop (Alphanumeric, 80). Ensure that the person exists for the Repair Shop # entered as already defined in the “Add Location Details” activity of the “Supplier” business component.

If this field is left blank, the system retrieves the Shipping Contact from the “Edit Contact Information” page of “Supplier” business component.

Help facility available.

The system displays the following in the “Repair Order Details” group box:

Ship To Address	The address of the repair shop.
Email	The electronic mail identity of the repair shop.
Fax #	The fax number of the repair shop.

Enter the following in the “Repair Order Details” group box:

Ship To Address ID	Use the drop-down list box to specify the address ID for shipping to the repair shop. The system lists all the address ID’s of the repair shop with address category as defined in the “Supplier” business component. However, if the repair order is being created for a group company, the ship to address that you select here must be valid in the group company.
Ship Core By	Use the drop-down list box to specify the shipping method . The system lists all the codes as defined in the “Maintain Shipping Method Codes” activity of the “Logistics Common Master” business component that are in “Active” status.
Packaging Code	Use the drop-down list box to specify the packaging method. The system lists all the codes as defined in the “Maintain Packaging Codes” activity of the “Logistics Common Master” business component that are in “Active” status.
Spares Shipped	Use the drop-down list box to specify whether the tool or spare is shipped along with the component, after the repair order is raised. The system lists the options “Yes” and “No”, if the repair order status is “Draft” or “Fresh”. For other statuses of the repair order, the system displays the last saved value by default. Note: You can select ‘Yes’ from the drop-down list box for repair orders created for the login organization only. However, for a repair order created on behalf of a group company, you must select ‘No’ (as spare parts owned by a supplier cannot be sent out to a repair agency).

Enter the following in the “Repair Order Details” group box

Ship Spares By

Use the drop-down list box to specify the shipping method in which spares are shipped. The system lists all the codes as defined in the “Maintain Shipping Method Codes” activity of the “Logistics Common Master” business component that are in “Active” status. Leave this field is blank, if “Spares” field is set to “Not Shipped”.

RMA #

The Return Material Authorization number.

On clicking the “Edit Terms and Conditions” pushbutton, the system ensures that a value exists in this field if a value is entered in the “RMA Date” field.

Note: This field is mandatory if the parameter “Specification of RMA mandatory for Repairs?" under Category ‘Others’ is set as ‘1' in the “Manage Additional Options” screen of the “Supplier” business component for the Repair Shop identified in the Repair Order.

RMA Date

The Return Material Authorization date.

On clicking the “Edit Terms and Conditions” pushbutton, the system ensures that this date is not later than the system date.

The system displays the following in the “Part Details” group box:

Part #	The number identifying the part.
Part Description	The textual description of the part.
Mfr. Part #	The number provided by the manufacturer of the part.
Serial #	The serial number identifying the part.
Component #	The number identifying the component for which the repair order is raised.
Condition	The condition of the component.

Select the "Terms and Conditions" tab to record details of terms and conditions.
Select the "Inbound Shipment and GTA Details” tab to record shipment and GTA details of parts in the repair order.
Select the "Select the “Spares Shipped” tab to record details of spares already shipped.
Click the “Edit Terms And Conditions” pushbutton, to update the terms and conditions.

The system carries out the following:

Maintains the same status of the repair order after update, if the status is other than “Draft”.
Ensures that the non-stockable attribute of the part (spares) in RO is "No" as defined in the interacting Part Admin business component.
Ensures that a value is entered in the Total Cost field, if the “Quote Generation Basis” field is set as “Automatic” in the “Edit RO” page.
If the Repair Order status is closed, then only the information modified in the “Terms and Conditions” tab are saved.

Click the “Release For Shipping” pushbutton, to release the components for repair, thereby changing the status to “Released”.

Note: Ensure that the document is in either “Draft”,” Fresh”, “Quoted”, “Amended”, “Shipped”, “ Acknowledged”, “Released”,” Confirmed”, “Authorized”, “Under Authorized” or “Returned Status”.

Note: This action is workflow-enabled. Notification messages can be sent as per the settings you have defined in the "Work flow Management" business component.

The system ensures the following:

If the shop job type of the RO is “Component”, the part ype of the part in RO is “Component” as defined in the interacting Part Admin business component.
The part control type of the part (main core) as saved in RO is the same as defined in the interacting Part Admin business component.
If the expense type of the RO is “Capital”, the expense type of the parts in RO (main core) is “Capital” as defined in the interacting Part Admin business component.
The non-stockable attribute of the part (main core) in RO is "No" as defined in the interacting Part Admin business component.
The non-stockable attribute of the part (spares) in RO is "No" as defined in the interacting Part Admin business component.

The system automatically generates stock issue repair orders in,

“Fresh” status for main core parts.
“Fresh” status for spare parts, if the default stock status has been defined for the Repair Order Issue transaction in the interacting User Defined Stock Status business component.

The system also performs the following tasks for repair orders when the Quote Generation Basis is “Automatic”,

Generates quotation.
Sets the RO Status in conjunction with the Quote Generation Basis specified in the Set Options activity.

If the option is set to “Automatic for only Contracted Parts” or “Automatic for all parts” in the Set Options activity, the system performs the following and sets the status to,

“Authorized”, if the repair cost for all parts comprising the repair order is available in the Repair Order document
“Confirmed”, if the repair cost for all parts comprising the repair order is available in the Repair Order document, but the repair order has a reference to a customer order in Processed status with “Approval of Additional Work Scope” set as either “As Required” or “Required”. However, the RO Status becomes “Confirmed”, if the repair cost for the contracted part is specified / modified in the Create / Edit Repair Order page.

If the Quote Generation Basis in the Set Options activity is “Automatic for all parts” in the Set Options activity, and one or more parts included in the repair order are not under contract with any repair shop, the system sets the RO Status to,

“Quoted”, if the RO Status for Non-contracted Parts in the Set Options is specified as “Quoted”.
“Confirmed”, if the RO Status for Non-contracted Parts in the Set Options is specified as “Confirmed”.
“Authorized” if the RO Status for Non-contracted Parts in the Set Options is specified as “Authorized”. However, if the repair order has a reference to a customer order in Processed status with “Approval of Additional Work Scope” set as either “As Required” or “Required”, the RO Status is set to “Confirmed”.

If the Quote Generation Basis in the Set Options activity is “Automatic for all parts” in the Set Options activity, and all parts included in the repair order are under contract with any repair shop, the system sets the RO Status to,

“Quoted”, if the RO Status for Contracted Parts in the Purchase Option Setting in Logistics Common Master Business Component is specified as “Quoted”.
“Confirmed”, if the RO Status for Contracted Parts in the Purchase Option Setting in Logistics Common Master Business Component is specified as “Confirmed”.
“Authorized” if the RO Status for Contracted Parts in the Purchase Option Setting in Logistics Common Master Business Component is specified as “Authorized”. However, if the Option 'Approval of Additional Work Scope' is set as 'Not Required' and if the options 'Sale Quote approval” is set as 'Not Required' in the Customer Order, then update the RO Status as 'Authorized'. If the Option "Approval of Additional Work Scope" is set as 'required' and if the option "Approval sale quotation” is set as 'required', then update RO status as 'Confirmed' even though the option "RO status for Contracted Parts" is set as 'Authorized'.

Note: This action is workflow-enabled. Notification messages can be sent as per the settings you have defined in the "Workflow Management" business component.

The system sets the repair order status based on the value set in the “Under Warranty Repair” field in the “Set Options “activity, if the repair order is under warranty repair.

If the “Under Warranty Repair” is set as “Manual Quote”, the system expects the user to generate the quotation manually and the repair order status is set as “Released”.
If the “Under Warranty Repair” is set as “Auto Quote and Authorize”, the system automatically generates the quotation with cost as zero and automatically authorizes the repair order.

The system ensures that the Operational Status of the repair shop is not set as “Hold Repair” in the “Add Location Details” activity of “Supplier” business component.

The system inherits tax into the Repair Order based on the parameters defined in the “Purchase Option Settings” activity of the “Logistics Common Master” business component, as explained below:

Parameter	Values	Tax inheritance Logic
Tax Inheritance Basis	Supplier -TCD Mapping	System inherits tax from “Supplier” business component
Tax Inheritance Basis	Tax Rules	System inherits tax from “Manage Purchase Tax Rules” activity of the “Tax Charges & Discounts” business component
Allow ‘On Invoicing’ and/or ‘On Payment’ Tax Incidences in Repair Order?	Yes	System inherits all TCD codes irrespective of the 'Tax Incidence (i.e.) even Taxes with Incidence as “On Invoicing” and “On Payment” are inherited in the Repair Order
	No	System does not inherit TCD codes of 'Tax Incidence’ “On Invoicing” and “On Payment”. Only TCD Codes with 'Tax Incidence' set as 'On Delivery' are allowed.

CME balance write off

The system on successful release for shipping of the repair order, writes off the CME balance for the to-be-repaired part under the following conditions:

The repair order is ‘Authorized’
The part is a component
The expense type of the part is ‘Capital’
The work unit to be executed on the part through the repair order is an overhaul task

To proceed carry out the following:

Select the “Maintain Additional Shipment Information” link to record the additional shipment details of the Carrier / Agency # to Repair Order.

The system displays the following in the “Record Statistics” group box:

Created by	The name of the user, who created the repair order.
Created Date	The date on which the repair order was created.
Last Modified By	The name of the user, who last modified the repair order.
Last Modified Date	The date on which the repair order was last modified.

Specifying terms and conditions in a repair order – An Overview

This page allows you to enter the terms and conditions of the repair order. The payment terms like the mode in which the payment has to be made, the supplier to whom the payment has to be made are entered in this page. You can also specify the insurance details such as the insurance amount and the person who has to bear the insurance amount, for the parts to be repaired.

You can specify the shipping information such as contact person, address, email and fax details of a repair shop.

You can specify the spares and cores that are expected to be returned after the repair is performed. The spare details such as shipped or not-shipped, location, warehouse and remarks are displayed.

On creating the repair order, the status of the repair order will be set to “Draft”. Once the details are entered in this page, the status changes to “Fresh”.

You can release a repair order to the repair shop, where the status changes to “Released”.

What you can do in this page

Modify the shipping information

Specify the mode of payment for the transaction

Specify the shipping method of the core component and spares

Modify the shipping information

You can modify the shipping details of the components that are to be shipped to the repair shop. The address, email, fax number of the repair shop are displayed when the “Shipping Contact” is entered.

Enter the name of the person to be contacted in the “Shipping Contact” field.

Set the shipping method in the “Ship Core By” field.

Set the packaging method in the “Packaging Code” field.

Specify the mode of payment for the transaction

You can specify the mode in which the payment has to be made for the cores procurement.

Set the “Payment Mode” field to “Cheque”, if the mode of payment for the transaction is cheque.

Set the “Payment Mode” field to “Demand Draft”, if the mode of payment for the transaction is demand draft.

Set the “Payment Mode” field to “Cash”, if the mode of payment for the transaction is cash.

Set the “Payment Mode” field to “Pay Order”, if the mode of payment for the transaction is pay order.

You can specify the person who is liable for the insurance amount.

Set the “Insurance Liability” field to “Ours”, if the buyer is liable for the insurance amount.

Set the “Insurance Liability” field to “Supplier”, if the supplier is liable for the insurance amount.

Set the “Insurance Liability” field to “Others”, if a person other than the supplier and buyer is liable for the insurance amount.

Specify the shipping method of the core component and spares

You can specify the shipping method of the returned component, which could be air, rail, ship or road.

Use the “Return Core By” field to specify the shipping method while returning the core component.

Use the “Return Spares By” field to specify the shipping method while returning the spares.