SWO Workflow: Special Case Scenarios
There are many situations in processing a SWO, where system behaves in a specific way, based on whether the equipment added is an Item or Kit, or whether it is Serial or Non-serial. All such scenarios are explained below.
Converting a Scheduled SWO to Estimate
When a SWO's status is converted from Scheduled to Estimate, the Availability Status of attached Asset, would already be TRUE. However, the system still seeks a confirmation whether the asset should be in a usable condition when putting it back to Estimate status. Shown below is the prompt that seeks confirmation about marking the Available flag accordingly.
No prompt shall be displayed, if a Non-Serial item was attached to the converted SWO.
Here when you click on Yes or No, the system behaves differently
Table 1:0: System behavior when an SWO is converted from Scheduled to Estimate
Inventory Status | Inventory Type | Option Selected On Prompt | Resultant Action |
IN | Item Asset | No | Locked quantity should not show and available check box should be True for the asset. |
IN | Item Asset | Yes | Locked quantity up and available check box should be False for the asset. |
Repair | Item Asset | Yes | Locked quantity up and available check box should be False for the asset. |
IN | Kit Asset | No | Locked quantity should not show and available check box should be True for the asset. |
IN | Kit Asset | Yes | Locked quantity up and available check box should be False for the asset. |
Repair | Kit Asset | Yes | Locked quantity up and available check box should be False for the asset. |
IN | Kit Child Asset | No | Locked quantity should not show and available check box should be True for the asset. |
IN | Kit Child Asset | Yes | Locked quantity up and available check box should be False for the asset. |
Repair | Kit Child Asset | Yes | Locked quantity up and available check box should be False for the asset. |
Recreate Item Stock Script
This script updates details such as - Total Stock, Owned Stock, Locked Quantity of all the serial products/by product based on the status of the assets.
This script helps to rectify and correct the above values if gone wrong due to any problem similar to how recreate product usage script corrects the availability based on orders.
Equipment is marked as Missing/ Lost/ Damaged
In case where the equipment is added to an SWO (Scheduled or Open Status), while the Asset is marked as Missing/ Lost/ Damaged; system will immediately cancel the SWO and the Asset' / item' availability status will be updated accordingly.
In case where the Asset is 'already' marked as Missing/ Lost/ Damaged; and the user attempts to add it to a SWO, the system will throw an error and report's the asset's status.
Displaying SWO in Warehouse Overdue window
All SWOs matching the following criteria will get displayed in Warehouse > Overdue window
The SWO's 'Due date' is in Past.
The SWO 'Status' is either Scheduled or Open.
The above behavior remains same irrespective of whether a Non-Serial Item, Serial Item, Serial Kit, or a Kit child is added to the SWO.
Also,the Suspended Status of the SWO is not a deciding factor. It works the same way for both — Suspended = True and Suspended = False.
Equipment is an External Asset
In case of an External Asset being under a Service Operation, it will not be affected by SWO dates and status.
This scenario pertains to both type of External Assets.
An asset created as an External Asset in R2.
An Internal Asset will become an External Asset when it is sold.
Consider the following scenario:
Order# | Type | Item Type | Qty |
Order's Timeline
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Day# For The Month >> | 0 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | 29 | 30 | 31 | |||
Remaining Qty >>> | 5 | 5 | 5 | 5 | 2 | 2 | 2 | 2 | 2 | 5 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 3 | |||
SWO-06/22-011 | Service | NS | 3 |
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| SWO-06/22-011 |
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Sales06/22-01 | Sale | NS | 2 |
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| Sales06/22-01 |
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SWO-06/22-011 | Service | NS | 1 |
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| SWO-06/22-011 (Re-open) |
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Three units were serviced under Service Work Order (SWO-06/22-011) between 4th June and 8th June.
Two units of the same items were sold under Sale Order (Sales-06/22-01) between 10th June and 12th June.
On 19th June, one unit of the items that was already sold came back for repair and remained under servicing until 23rd June.
However, after the remaining quantity of equipment dropped to 3 units on 10th june, even with one unit returning for repair, it doesn't affect the resultant 'Remaining Quantity'
This happens since after 10th June, the sold quantity is regarded as 'External Asset'.