Create Loan / Exchange Purchase Order

This document describes how loan / exchange purchase orders are created.

Before you start

The process can be started after:

The basic data for loan / exchange POs have been defined.
A record for the component to be loaned / exchanged has been created in 'Equipment/Serialized Item. Open' (MMS240).
Purchase order types should be defined in 'PO Type. Open' (PPS095). The PO types should be defined with PO category 80 for loan orders and 85 for exchange orders.

Follow these steps

The following section describes the basic steps and activities for creating loan and exchange purchase orders.

Create Purchase Order

The first step in creating a loan / exchange purchase order is to create a purchase order header in 'Purchase Order. Open' (PPS200/A).

In the purchase order header, a PO type is defined. The PO type determines if the PO is a loan or an exchange. It also determines which of the additional panels (loan or exchange) will be displayed after a PO line has been created.
Enter PO Line

After the PO header information has been created in 'Purchase Order. Open' (PPS200), the component to be loaned in entered in 'Purchase Order. Open Lines' (PPS201).

The PO line defines a number of settings that control how the PO will be processed. After the a PO line has been entered, either the loan or exchange panel will be displayed to enable additional information to be entered.
Enter PO details
- Enter Loan Purchase Order Details
  In 'Purchase Order. Update Loan' (PPS216) you may enter additional information about the component being loaned, for example, the date the component is to be returned, the airline from which the item is loaned, an external loan ID, etc.
- Enter Exchange Purchase Order Details
  In 'Purchase Order Line. Open Exchange' (PPS218) the following information can be specified:
  - Exchange item no. – the item number of the component being sent to the supplier in exchange for another.
  - Exchange serial no. - the serial number of the component being sent to the supplier in exchange for another.
  - Transaction reason – user-defined reason for the exchange transaction.
  - Bill of lading – can be used to enter the delivery’s bill of lading number.
  The two fields described below are used only if an exchange is being made internally with another facility in which components are owned by another party. In the case of an internal exchange, the distribution order type specified for the PO type is used to create a distribution order in 'Req/Distr Order. Open' (MMS100).
  - To warehouse – used to specify the warehouse to which the exchanged part is to be transferred.
  - To location - used to specify the location to which the exchanged part is to be transferred.
Print and Send Purchase Order

Purchase order documents can be printed either directly from the 'Purchase Order. Open' (PPS200) or from 'Purchase Order. Print Document' (PPS600).

Only one original of purchase order documents may be printed, though additional copies can be printed. A special counter in the order header keeps track of the number of printouts made. The order can be distributed manually, electronically via EDI, as a network file in AS/400, or as a fax. This is determined by the order's communications code.