Organizations often have multiple warehouses in which they store parts, and often, a part is stored in multiple locations. In Lucity, each Part record identifies its default Warehouse Location—that is, the one it is most often pulled from.
Agencies might also keep an active store of certain parts in certain vehicles, which, in Lucity's terms, are considered "Mobile Warehouses" or "Rolling Warehouses." Because such vehicles appear as Warehouses in the Parts module and also as Equipment in the Work Order system, users can attach them to Work Orders as Resources. Then, when a user disburses Parts, they have the option to pull the items from any Location--including a mobile one--that stores the Part.
Setup
There are several Work Options that allow administrators to control how the Work/Parts integration disburses Parts:
"Always Use Part's Default Location" - Directs the system to automatically assume Parts should be disbursed from their default Location.
"Force Disbursal from Mobile Warehouses" - Directs the system to automatically assume Parts should disbursed from the Mobile Warehouse attached to the Work Order, if applicable. When enabled, this option overrides the "Always Use Part's Default Location" setting.
"Use Part Warehouse Security" - Allows administrators to control which Warehouses individual users can disburse Parts from. If a user does not have access to a Warehouse, he or she cannot disburse from it. More information about Warehouse security
How It Works
Click on the scenario links below to learn how Lucity responds to parts disbursal settings.
Scenario 1: "Always use Parts Default Location" is disabled and "Force Dispersal from Mobile Warehouses" is disabled.
When a user adds a Material/Fluid Resource to a Work Order Task and enters the Units required:
If the Work OrderTask does not have a Mobile Warehouse attached to it, the Disbursement dialog appears. The user cannot continue until they select a Location to disburse the Part.
If the Work Order Task has one Mobile Warehouse attached to it, the Parts are automatically disbursed from the Mobile Warehouse. If the Mobile Warehouse does not have enough of the Part, the disbursement will result in a negative Quantity at that Warehouse Location.
If the Work Order Task has multiple Mobile Warehouses attached to it, the Disbursement dialog appears. The dialog lists all Warehouse Locations, including Mobile Warehouses that are attached to the Work Order as Equipment. The user cannot continue until they select a Location to disburse the Part.
* If the "Prevent Negative Quantity" option is enabled and the quantity to disburse exceeds the total quantity of the Part available at allWarehouse Locations,the system warns the user and prompts him or her to reduce the quantity. However, if the quantity only exceeds the amount available at the selectedLocation, the system deducts that quantity from the Location,resulting in a negative quantity there. Users can resolve this issue by transferring Parts from another Location.
* If the "Prevent Negative Part Quantities at Locations" option is enabled and the quantity to disburse exceeds the available quantity at the selectedLocation, the system warns the user and automatically adjusts the quantity to match the amount available at that Location.
* If neither of the options listed above are enabled, a Parts disbursement may result in a negative Quantity. Users should add Parts through a purchase order.
Scenario 2: "Always use Parts Default Location" is enabled and "Force Dispersal from Mobile Warehouses" is disabled.
When a user adds a Material/Fluid Resource to a Work Order Task and enters the Units required:
If the Work OrderTask does not have a Mobile Warehouse attached to it, the system disburses the Part from the default Warehouse Location defined for that item. If the default Location does not contain enough of the Part, the disbursement will result in a negative Quantity at that Location.
If the Work Order Task has one Mobile Warehouse attached to it, the Parts are automatically disbursed from the Mobile Warehouse. If the Mobile Warehouse does not have enough of the Part, the disbursement may will result in a negative Quantity at that Location.
If the Work Order Task has multiple Mobile Warehouses attached to it, the system disburses the Part from the default Warehouse Location defined for that item. If the default Location does not contain enough of the Part, the disbursement will result in a negative Quantity at that Location.
* If the "Prevent Negative Quantity" option is enabled and the quantity to disburse exceeds the total quantity of the Part available at allWarehouse Locations,the system warns the user and prompts him or her to reduce the quantity. However, if the quantity only exceeds the amount available at the selectedLocation, the system deducts that quantity from the Location,resulting in a negative quantity there. Users can resolve this issue by transferring Parts from another Location.
* If the "Prevent Negative Part Quantities at Locations" option is enabled and the quantity to disburse exceeds the available quantity at the selectedLocation, the system warns the user and automatically adjusts the quantity to match the amount available at that Location.
* If neither of the options listed above are enabled, a Parts disbursement may result in a negative Quantity. Users should add Parts through a purchase order.
Scenario 3: "Always use Parts Default Location" is disabled and "Force Dispersal from Mobile Warehouses" is enabled.
When a user adds a Material/Fluid Resource to a Work Order Task and enters the Units required:
If the Work OrderTask does not have a Mobile Warehouse attached to it, the Disbursement dialog appears. The user cannot continue until they select a Location to disburse the Part.
If the Work Order Task has one Mobile Warehouse attached to it, the Parts are automatically disbursed from the Mobile Warehouse. If the Mobile Warehouse does not have enough of the Part, the disbursement will result in a negative Quantity at that Location.
If the Work Order Task has multiple Mobile Warehouses attached to it, the Disbursement dialog appears. The dialog lists only Mobile Warehouses that are attached to the Work Order as Equipment. The user cannot continue until they select a Mobile Warehouse to disburse the Part.
* If the "Prevent Negative Quantity" option is enabled and the quantity to disburse exceeds the total quantity of the Part available at allWarehouse Locations,the system warns the user and prompts him or her to reduce the quantity. However, if the quantity only exceeds the amount available at the selectedLocation, the system deducts that quantity from the Location,resulting in a negative quantity there. Users can resolve this issue by transferring Parts from another Location.
* If the "Prevent Negative Part Quantities at Locations" option is enabled and the quantity to disburse exceeds the available quantity at the selectedLocation, the system warns the user and automatically adjusts the quantity to match the amount available at that Location.
* If neither of the options listed above are enabled, a Parts disbursement may result in a negative Quantity. Users should add Parts through a purchase order.
Scenario 4: "Always use Parts Default Location" is enabled and "Force Dispersal from Mobile Warehouses" is enabled.
When a user adds a Material/Fluid Resource to a Work Order Task and enters the Units required:
If the Work OrderTask does not have a Mobile Warehouse attached to it, the system disburses the Part from the default Warehouse Location defined for that item. If the default Location does not contain enough of the Part, the disbursement will result in a negative Quantity at that Location.
If the Work Order Task has one Mobile Warehouse attached to it, the Parts are automatically disbursed from the Mobile Warehouse. If the Mobile Warehouse does not have enough of the Part, the disbursement will result in a negative Quantity at that Location.
If the Work Order Task has multiple Mobile Warehouses attached to it, the Disbursement dialog appears. The dialog lists only Mobile Warehouses that are attached to the Work Order as Equipment. The user cannot continue until they select a Mobile Warehouse to disburse the Part.
* If the "Prevent Negative Quantity" option is enabled and the quantity to disburse exceeds the total quantity of the Part available at allWarehouse Locations,the system warns the user and prompts him or her to reduce the quantity. However, if the quantity only exceeds the amount available at the selectedLocation, the system deducts that quantity from the Location,resulting in a negative quantity there. Users can resolve this issue by transferring Parts from another Location.
* If the "Prevent Negative Part Quantities at Locations" option is enabled and the quantity to disburse exceeds the available quantity at the selectedLocation, the system warns the user and automatically adjusts the quantity to match the amount available at that Location.
* If neither of the options listed above are enabled, a Parts disbursement may result in a negative Quantity. Users should add Parts through a purchase order.
Using Mobile Warehousing With Finance Enterprise (FE) Stores Orders/Work Orders Integration
Agencies who are integrated with FE can associate an FE Warehouse with a Lucity Work Order using the CS Warehouse ID field. You can then achieve mobile warehousing during the FE Stores Orders/Work Orders integration by designating a CS Warehouse ID on an Equipment Setup record that you select as an Equipment Resource on a Work Order.
When Lucity users add Parts from an Inventory to a Work Order, they may enter a quantity that is greater than what is available in the Parts Inventory. While it's possible to disburse more items than are present in a single location, or even within the entire inventory, some agencies may prefer to avoid actions that result in negative Part quantities.
Setup
Lucity administrators can prevent negative Part quantities by enabling one of two related Work Options, which may be found at: Admin Portal > Settings > Work Options > Work tab > Parts section.
Prevent Negative Quantity - Keeps users from entering a Units value on the Work Order Resource form that would reduce the related Part record's total Quantity on Hand to a number below zero.
Prevent Negative Part Quantities at Locations - Keeps users from entering a quantity on the Disbursement dialog that would reduce the related Part record's Quantity on Hand at a specific Warehouse Locationbelow zero.
How It Works
If the "Prevent Negative Quantity" option is enabled and the number of Units required exceeds the total quantity of the Part available at all Locations, the system warns the user and prompts him/her to reduce the quantity required. However, if the quantity required only exceeds the amount available at the selectedWarehouse Location, the system proceeds to deduct the designated quantity from that Location, resulting in a negative quantity there. Users can resolve this issue by transferring Parts from another Location.
If the "Prevent Negative Part Quantities at Locations" option is enabled and the number of Units required exceeds the quantity available at the selected Warehouse Location, the system warns the user and automatically adjusts the quantity to match the number available at that Location.
If neither of the options above are enabled and the number of Units required exceeds the available quantity, the result may be a negative inventory quantity. If the Part quantity changes to a negative number, the system creates a new record in the Part's History grid labeled "Inventory Understock."
Scenario 1: "Always use Parts Default Location" is disabled and "Force Dispersal from Mobile Warehouses" is disabled.
