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Feature - Create Material Shortage Tracking with Plus Work Order

Release Date: 6/23/17

Currently, Elliott assumes the materials to be issued in Work Order Plus are the actual materials being used.  If the user does not issue the material, Elliott simply assumes that the user does not need the materials, instead of treating it like a shortage or a back order. This feature introduces the shortage/back order tracking capability in Work Order Plus.

Global Setup

In Global Setup -> Dist -> BOMP Global Control-> Screen 6, the following new flags have been added:

8. Create Shortage Allocation from WO+ Material Issue? - The default is N. Setting this value to Y will enable the user to create shortage allocations.

9. Prompt Create Shortage Allocation Question? - This field is only available if field 8 is set to Y. The default value is Y, which means the system will prompt if users wish to create shortage tracking when reporting that actual materials required are less than expected.  If this flag is set to N, the system will not prompt and will automatically create the shortage tracking when this happens.

10. Shortage Allocation Expiration Days - This field is only available if field 8 is set to Y. The default value is 30. If your production work orders can sometimes take more than 30 days to produce, this field should be set to a higher value. It is used to create shortage tracking through the I/M Hold Transaction record.  Each hold transaction record will have an expiration date, which can be purged when it is expired.

Production Transaction Processing

Material Issue Screen – Report Shortage

In Production Transaction Processing, you can manually report the material usages.   In the Material Usages reporting screen, if flag 8 = “Y” and the actual material usage is less than the plan quantity, the system will attempt to create “Shortage Allocation” using the following criteria:

If flag 8 = “Y,” then the shortage allocation is created.  
However, If flag 9 = “Y,” the system will prompt “Do You Wish to Create Shortage Allocation?”  Default value is “Y.”  If the user accepts the default, then the shortage allocation is created.  If not, then no shortage allocation is created.

When the material shortage is created, we will indicate a flag “*” beside the “Actual_Qty” column to indicate the shortage is to be created. See the following sample screen:


Production Transaction Edit List

The production transaction edit list will be revised to indicate the shortage quantity. The following is a sample of materials printed on the production transaction edit list and how the shortage will be printed.


Post Production Transaction

The production transaction posting will be revised to print the shortage quantity similar to the edit list above.  In addition, the Hold ID will be printed to the right of the shortage column as follows:


When the Hold ID is created, a record is being added to the Inventory Hold Transaction File (IMHLTFIL table).  The quantity allocation is increased and updated to either the Item Master (IMITMFIL) or Inventory Location Control (IMINVLOC) file.  Also, an ATP record will be created for the quantity allocation. The IMHLTFIL table contains the following fields. See below for how we are going to populate them:

  • TRX-ID - Sequentially assign next ID
  • LOCATION - The work order location
  • ITEM-NUMBER - The shortage material item number
  • TYPE - BMP (a new type in the hold trx file that stands for BOMP Plus Work Order)
  • USER-ID - Work order number + oper number
  • QUANTITY - The shortage quantity
  • TRANSACTION-DATE - The posting date
  • TRANSACTION-TIME - The posting time
  • EXPIRATION-DATE - Calculated based on flag 10 above
  • EXPIRATION-TIME - Same as transaction time
  • DESCRIPTION - WO# P123456 Material Shortage (this will show in ATP inquiry)
  • EMAIL-ADDRESS  - Blank

 In addition, the system will update the BMORDMTL table.  The following new columns will be added:


This information is necessary so that when a user fills the material shortage, the system can keep going back and updating the hold transaction file and ATP correctly.

Once the shortage transaction is posted, the production order edit list will indicate that there is a material shortage associated with the item.

The Work Order Inquiry program now displays an asterisk next to any components with a shortage quantity:

Material Issue Screen – Fill Shortage

To fill the shortage, you will go to Production Transaction Processing and enter a production transaction for the kitting step with “Zero” quantity.  Then enter the actual quantity being filled, as shown in the following sample screen:


The previous shortage quantity is now displayed at the top of the Material Issue screen.

When the fill shortage information is printed on the edit list and posting journal, the shortage column will show a “negative” value since it decreases the shortage. The hold ID will continue to be printed. The quantity filled will be deducted from the hold transaction quantity and ATP.  When the shortage is fully filled, the hold transaction & ATP will be deleted.

Work Order Production (Time Clock)

In the Work Order Production screen, the material reporting screen works in the same manner as described above when reporting production manually. 

I/M Hold Transaction Maintenance

Maintenance Screen

The maintenance screen has been changed to support the new BMP type. Users cannot manually add this type of record.  The application does allow users to change or even delete the record.  Generally speaking, we don’t want users to change or delete these types of records since they are self-maintenance.  The user will receive a warning message when attempting to change or delete a “BMP” type of hold transaction record. 

 Also, the “6. Hold User ID” is changed to “6. WorkOrder+Oper#” for a BMP type of hold transaction.

Hold Transaction Edit List

The Hold Transaction Edit List now supports the printing of the “BMP” hold type. Users can use this edit list to see a list of outstanding material shortages.  In addition, the edit list now supports the following parameters:

  •                 Starting Trans ID
  •                 Ending Trans ID
  •                 Starting Hold Type
  •                 Ending Hold Type
  •                 Starting Hold User ID
  •                 Ending Hold User ID
  •                 Starting Item Number
  •                 Ending Item Number

Material Shortage Report

In BOMP -> Processing -> Production Transaction Processing -> Process -> Plus Work Order -> List new sub menus  have been created:

                Production Transaction Edit List – This is the original edit list
                Material Shortage Report - This is a new report showing the BMP hold transactions

When the user chooses Material Shortage Report, the application will prompt for the following:

                Starting Work Order Number
                Ending Work Order Number
                Starting Job Number
                Ending Job Number
                Starting Item Number
                Ending Item Number

This report will print all of the "BMP" type hold transactions using the above criteria.

Hold Transaction Purge

The Hold Transaction Purge has been changed to remove the hold ID and shortage quantity from the BOMP Order Material records when the hold transaction is purged..

Various ATP Reports

There are various ATP reports that can show the hold transactions. Since the outstanding material shortage = hold transaction, we can see the material shortage on various ATP reports. Here's an example of the Available to Promise By Item Report showing the shortage hold transaction generated from the Plus Work Order.


ATP Inquiry

For the same reason noted above, the ATP Inquiry can now see the material shortage information.


Programs Added: BM18S3M

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