How to handle a purchased ordered item that is split into two item numbers

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Googling has failed me. What I have is an instance where I order an item from a supplier, when it arrives we split it into two pieces (its a kit of parts), one part stays on the shelf and the other goes off for modifications. When it comes back, the two are usually reunited (not always) and then it goes on its way.

What I would like to do is figure out how handle this situation? Is there some mechanism that I can use to place an order for one item and have it update two items qty when received? Since the two parts are not always used together the qtys of each component is not equal, I need to track each part separately. Does my thinking need adjusted?

Thanks,

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RE: How to handle a purchased ordered item that is split into two item numbers

Yes that looks like it could do the job. I am playing around with it in our sandbox to work out the details.

Thanks everyone.
L Vail 65,271 on at

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RE: How to handle a purchased ordered item that is split into two item numbers

Fabulous! Just Fabulous!

Leslie
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Mariano Gomez 26,225 on at

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RE: How to handle a purchased ordered item that is split into two item numbers

So, I ran a test in Fabrikam.

1) I setup two items (components) in inventory, 1AA, and 2AA. I assigned both of these items to vendor ADVANCED0001 (Advanced Office Systems) and set the vendor item number as V-AA for both - yes, apparently, GP does allow you to have more than one item in your inventory assigned to the same vendor item number. Not bad!

2) I created a PO for items 1AA for 10 units, and 2AA for 10 units (presumably you are ordering a bag where this stuff all comes together in pairs). Here's the beautiful thing: when I printed the PO, and although the it showed two line items, it showed the SAME vendor item number, for each component. It was pretty clear (to me at least) this was referring to 10 units of component 1AA and 10 units of component 2AA and that the vendor would understand that this is referring to their one part number called V-AA and that your are requesting 10 units of item V-AA -- again, just a BIG assumption on my part.

3) I then went ahead and received the PO -- no problem here.

4) I then went ahead and created a decrease transaction for 6 units of component 2AA, assuming they are going to be customized. In the meantime, I setup a BOM called X-AA (because, why not) where I included a product called CUSTOM-2AA and 1AA.

5) I then created an increase transaction for 6 units of CUSTOM-2AA, assuming they were back from the custom vendor/manufacturer. This increase reflected the cost of customization.

7) I proceeded to create an assembly transaction for X-AA, taking 6 units of 1AA and 6 units of CUSTOM-2AA and Dynamics GP beautifully told me that tI had 6 units of X-AA after I was done, showed I still had 4 units left of 1AA and showed I still had 4 units of 2AA.

Again, this may or may not be the process you follow today, but it sure did work for me. I may even create a video blog about this stuff!
L Vail 65,271 on at

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RE: How to handle a purchased ordered item that is split into two item numbers

Hi,

Thinking about Mario's BOM suggestion, I think it may help a little. On the receiving you could actually receive the two part numbers. One would just be received without a PO. When you send the part out for customizations, it could be part of a standard assembly and be turned into the customized part. Your manufacturing would call for the new assembled part number and the part number of the one that wasn't sent out to customize. All in all, it really wouldn't help much because it takes longer to do an assembly transaction that an inventory transaction. The assembly would at least give you a chain of custody.

I think you are right about being a victim of someone else's kitting. I have seen this happen before and we didn't have a better solution back then either. I don't know of any third parties that will let you order a kit and then take it apart. I'm guessing it's not worth investing in custom programming, but perhaps someone will chime in with a good idea.

Kind regards,

Leslie
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RE: How to handle a purchased ordered item that is split into two item numbers

Hi Leslie,

Yes it is a single item number we order but when it arrives it is a bag that contains two different parts. The supplier will not sell me the pieces individually, and the best way I can describe it is that I want to do a reverse kit.

The supplier would be kitting two items under a p/n (A) and selling it to me. I buy the kit and immediately divide the two different parts into separate bins with their own P/Ns (B, C). Now our manufacturing BOM will call out B which will be sent out, and come back as p/n D. Finally, the last step is the top level BOM calls out p/n C and D.

Talking with our operations team, the best we can come up with is to do a receive of part A, then a manual adjustment to the QTY of A into B and C, then qty A = 0.

I am like the victim of someone else's kit :P

Ty
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L Vail 65,271 on at

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RE: How to handle a purchased ordered item that is split into two item numbers

Hi,

It sounds like what you're really wanting to do is disassemble the item into two different part numbers. Or at least a quantity of two from a quantity of one. I wonder if you could use the UofM schedule so that a vendor quantity of one translated into a base quantity of two. The PO would say 1, but it would translate into 2 at the base unit of measure.

What do you think?

Leslie
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Mariano Gomez 26,225 on at

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RE: How to handle a purchased ordered item that is split into two item numbers

This sounds like your typical components order, then you need to setup a small BOM and enter assembly transactions for the parts that go together. This way, you can keep inventory of the component separately from the final bill. The standard inventory BOM should work, because the final (modified) component is really not undergoing any manufacturing process internally.