Refurbishment of Spare Parts

Purpose and Benefits:

Purpose  

• Faulty repairable spares is maintained to re-use in company, the spare part will have different valuation type to represent different values 

Benefits 

• A high value spare part or critical part will be managed with serial number. It will help to manage each piece of this spare part 
• Refurbishment process will help to reduce the spare parts inventory cost. 

Detailed Process Description:

Refurbishment Management 

In this scenario, a spare part will be procured and installed in the function location as an equipment. Serial nos. can also be assigned to the procured material. These repairable spare parts can be identified with different valuation types like New(C1), Repaired(C2) and Damaged(C3) with corresponding cost assignments. 

When there is a malfunction of the installed equipment, it will be dismantled from the functional location and a spare part / equipment can be withdrawn and installed at the functional location. The defective equipment will be returned as damaged item to the warehouse(Valuation type C3). The stock in the warehouse will be automatically updated(with valuation types) and with corresponding cost. 

The maintenance planner will create a refurbishment order. These defective repairable spare(Valuation class C3) will be withdrawn from the warehouse and will be repaired. When the refurbishment is finished, the equipment will be returned to warehouse as repaired material (Valuation type C2)  and the cost will be updated accordingly in the material master. After the settlement of the refurbishment order, the maintenance expense will be settled to the specific material, then the moving average price of this spare will be updated in the material master. So the moving average price of this spare will vary during the different phases of refurbishment.

Key process flows covered

• Equipment faulty and work order creation
• GR of bad part of store
• Initiate Refurbishment
• Order Creation
• Post operations 
• Post Materials & Order Release 
• Debit Note (If required) 
• Goods movement posting
• Refurbishment operation
• Good receipt serial numbers for refurbishment orders 
• Order Confirmation 
• Order Completion marks the completion of task.

Equipment Faulty and Work Oder Creation

• Detection of a faulty equipment
• Creation of work order for that faulty equipment
• Defining operations and Material required in Work order(2nd step)
• GR of bad part of store (3rd Step)

Initiate Refurbishment & Order Creation

• Initiate refurbishment: Manual step, Initiate refurbishment and plan the tasks
• Refurbishment order to be created on SAP, Required details include material, company/organization and business area

Post Operations

• Post operations to be performed in order. There will be a material assigned on which the order was created to the first operation.

Post Material and Release Order

• In case of additional material required for refurbishment. Post material in the components tab. 
• Note that you are already creating this order on one material which was assigned in the beginning
• Release and save order for further processing.

Debit Note

• If required this step follows the creation of order
• Make sure that the order created was released and saved prior to this step
• It is basically one print out which contains information about the material being issued by store. 
• This printout has to be submitted at store before issuing any material or in this case giving or receiving any material for refurbishment.
• This step is performed through T-code “zmm_res1”
• Goods movement posting
• This will be done on reservation number and once a copy of debit note is received by the Material Management user.
• Goods movement posting is done on T-code “MIGO”. 
• Important thing here is the reference number present in the refurbishment order components tab.
• Refurbishment operation
• Manual step
• Perform refurbishment operation using the material issued by store

Order Confirmation

• Here actual work hours and employee numbers can be assigned to the task performed
• There are two types of order confirmations.
• Individual confirmation
• Collective confirmation

Goods Receipt Serial Numbers for Refurbishment Orders

• This transaction is run by T-code IW8W
• Here user has to enter the Refurbishment
• After this, user has to follow steps in the below given order for completion of the Refurbishment Order.  
• Technically Completion 
• Settlement rule.

Settlement rule and Order Completion

• Once we click the order completion button, it automatically directs us to the settlement rule
• Cost center number is required in Settlement rule
• After the settlement rule order is to be completed
• This marks the end of process and the order cannot be changed again.

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Material Purchasing & Replenishment SOP

1.0  PURPOSE:

The purpose of this procedure is to provide guidelines for managing material master data, purchasing & replenishment of material for better results in any organization. This SOP guide the concerned in a respectable way for the favor of companies..

2.0 SCOPE:

This procedure covers steps involved in material creation, extension, deletion or any other action related to Material Master Data and PR (purchase requisition) creation requests .

3.0 RESPONSIBILITIES:

Stores Incharge / HOD will be responsible for ensuring compliance of this procedure and has the responsibility for managing all the operations related to Material Master Data.

End User shall be responsible to provide the material / PR (purchase requisition) creation request completed in all aspects

Planning and FBA (Finance, Business & Accounting) will be responsible to release / transfer the Budget in SAP as per authorizations

4.0 PROCEDURE

4.1 Material Master (Creation/Extension/Description Change & Deletion)

Following procedure shall be followed in maintenance of material master data:

• For any creation/change/deletion/bulk upload in the material master data, only Store Incharge and SAP administrator are authorized.
• For any material to be purchase the end-user checks availability of material code in SAP, If material already exists in other stations, it shall be requested to extend. If the requisition is for a new item of material i.e. material code not assigned yet, new item code creation request shall be processed by store Incharge upon receiving of approved material introduction form. 
• The Store Incharge / SAP administrator will also verify material codes existence in SAP prior to creating new material.

4.2 PR CREATION REQUESTS:

• Store Incharge / Site procurement Representative shall prepare PR (purchase requisition), upon receipt of PR (purchase requisition) Indent from end-user. The PR Indent should be complete in all respect with required approvals & justification. 
• After creation of the PR, Store Incharge / Site procurement Rep will intimate the PR No. to end-user for review. End-user will follow-up for further approvals within Plant.
• Site procurement Rep will follow & expedite the PR (purchase requisition) approvals, TE (technical evaluation), PAS. PO (purchase orders), Payment and provides updates to end-user. End-user should respond, received TE from SC within (desired time period) working days.

4.3 Replenishment of material (Generating Stores Purchase Requisition): On Re-order level intimation:

Following procedure shall be followed in preparation / generation of purchase Requisition (PR):

• Requisitions will be generated by Store / site procurement rep, based on material requirement Planning (MRP) for material with defined reorder point only.
• The reorder point shall be defined in the material master record of Spares and stock by Store Incharge in consultation with end-user.
• If a material hits re-order level on posting of debit note, intimation (e-mail) will be received to Store and PR (purchase requisition) shall be raised as per plant requirement as well or comment from respective users if required.

I will share my experience for material creation soon furthermore material master data introduction with the snaps will also published soon. For get useful information you must daily visit my blog.

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How to Dispose-Off the Scrap Material

1.0    PURPOSE:

The purpose of this procedure is to provide guidelines for removal of scrap material from company.

2.0    SCOPE:

This procedure covers the responsibility and the actions required for removal of material declared as scrap in store from Generating Stations

3.0 DEFINITION:

Scrap can be considered as any store item or substance, which is useless material or a broken, worn out, contaminated or spoiled item or unwanted material.

Surplus – Unnecessary Material 

4.0 RESPONSIBILITIES:

Section Head / HOD shall be responsible to declare the scrap material to be disposed off and initiate ‘Scrap Request Form ' duly signed and approved by the Station Head. 

Store will maintain the record of items declared as Scrap on the ‘Scrap Inventory Record.

Store Incharge will ensure that declared scrap material is disposed off at appropriate intervals. Store will initiate the ‘Form – A FOR SDF and raise the Scrap disposal request on portal as well for further processing and approvals. 

HSEQ Section shall provide necessary support during material storage at scrap yard and also responsible to ensure that the scrap is disposed off in accordance with the HSEQ Policy.  

HSEQ Section shall look after all Safety related issues and monitor the activities during Scrap Disposal Process. HSEQ also conduct the Safety Orientation to the contractor manpower.

Concerned Section shall provide necessary support during material storage at scrap yard where expert advice required particularly for Lubes and Chemicals etc and also responsible to ensure that scrap is disposed off in Safe manner.

Disposal Committee (nominated by Head Office Disposal Department) shall be available and ensure Smooth, Safe and Legal execution of Scrap Disposal. Disposal Committee is also responsible for approval of all the Gate Passes, completion reports and maintains the record of same. The Committee shall also resolve all the disputes arising during the process.

5.0 PROCEDURE:

• If any item / material deemed to be declared as Scrap, respective section (end user) shall initiate and submit the approved form Scrap Request Form - Attachment No. 2 to Store. Attachment 2A will be used for items other than Capex while Attachment 2B for Capex Items. The material is then transferred / dumped to the scrap yard at designated Areas.
• Store will maintain and update the Scrap Inventory Record and FORM A and raise the Scrap disposal request on portal as well for further processing and approvals.
• Scrap yard will remain barricaded to control removal or addition of scrap material. Any material removal / addition in the scrap yard shall be done through approvals on the relevant forms. 
• Risk Assessment of the Scrap yard shall be carried out on  Monthly basis by a team comprises of Representatives from Store, HSEQ and concerned sections
• Disposal Section shall inform station / security for bidder visit at least 02 days earlier.
• Site Instructions ‘Instructions for Contractor’ shall be issued to contractor at the time of tendering / contract award process by Disposal section. 
• Disposal Committee (nominated by Head Office Disposal Department) shall be available and ensure Smooth, Safe and Legal execution of Scrap Disposal. Disposal Committee is also responsible for approval of all the Gate Passes, completion reports and maintains the record of same. The Committee shall also resolve all the disputes arising during the process.
• HSE Team shall audit and monitor the Contractor for HSE compliance team is authorized to stop the work if observe any non compliance and communicate to Disposal / Audit Committee.

Refer to ‘ Site Instructions for Contractor’ for detailed process and HSEQ requirements.

All Gate Passes shall be signed by the authorized or designated Authority

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Emergency or Off Days Warehouse Opening Closing SOP

1.0 PURPOSE:

The purpose is to define the Opening and Closing of Store and to control entry into Store in emergency & off-days..

2.0 SCOPE:

This procedure covers all the activities for Store opening and closing during normal working days, off days / holidays and emergency situation during off working hours at all Generating Stations.

3.0 DEFINITION:

• HOD – Head of Department
• CCR – Central Control Room

4.0 RESPONSIBILITIES:

Store Incharge / Head shall be responsible for the compliance of this procedure and has the responsibility for managing all the Store Operations / Functions. 

Shift Incharge / HOD shall be responsible for compliance of their part in the SOP.

5.0 PROCEDURE

5.1 STORE KEYS

The store keys shall be available with the personnel as authorized by Company Director. These keys are held by:

• Store Incharge 
• Store Reps 
• Main Control Room

5.2 PROCESS (STORE FUNCTIONS)

Following process shall be followed as per situation mentioned

5.2.1 NORMAL WORKING DAYS / DUTY HOURS

Store staff shall be opening the store during normal working days by breaking the seal(s). At the time of closing, the door shall be re-sealed by signing of Store Reps. All other store doors remained sealed, until and unless required to open and seal again.

5.2.2 OFF WORKING DAYS / DUTY HOURS

Any requirement of store opening during off working hrs /off days shall be communicated to Store Inchage / HOD well in time.

In case of any unplanned requirement or odd time requirement, pick and Drop shall be arranged by the user dept / shift Incharge through pool vehicle. 

5.2.3 STORES OPENING IN EMERGENCY 

Following steps shall be followed for material issuance from Store in case of Emergency and the Store Staff is not available:

• The end-user shall contact Duty Shift Incharge in Main Control Room for material issuance.
• Duty Shift Incharge asses the emergency and proceed for issuance as per below mentioned process.
• Shift Incharge shall send an email to Store keeping Company Head in loop about opening of store.
• Duty Shift Incharge shall call end-user and security supervisor. The store keys shall be drawn from the break glass box & sealed envelope of “Store Keys” available in Main CCR room.
• Store shall be opened in the presence of Shift Incharge, Security Representative and end-user by breaking the seal of the store door. Through-out this activity Security Representative, Shift Incharge and End User will be available in store, till Store is re-locked and sealed again. Seal will be signed (sign/date/time) by all three officials.
• Once the issuance process completed, the keys will be sealed in the envelop (available in CCR, signed and stamped by Store Incharge).This envelop and the teared envelop will be kept in the Box 
• The issuance of material shall be recorded in Store opening / closing form (Attachment No. 1). Approved original Store opening / closing Form will be kept in store. One copy will be retained by Operation department and one copy by concerned department. 
• The end-user shall submit the Material Debit Note to Store within 24hrs of the issuance.
• Same procedure will be adopted if store is re-opened again and every time store opening / closing form shall be filled
• In case of fire alarm, same process will be followed.

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Standard Store Operations

1.0 PURPOSE:

The purpose is to define the functions relating to all activities within the main Stores and to define a method of Stores Control.

2.0 SCOPE:

This procedure covers all the activities for Stores Operations at stations. 

3.0 DEFINITION:

• Material Receipt Intimation (MRI) via email
• Goods Receiving Note (GRN)
• Debit Note  (DN)
• Debit Transfer Note (DTN)
• Credit Note (CN)
• Delivery Challan (DC)
• Dispatch Note / Gate Pass (DhN / GP)
• Purchase Order (PO)
• Supply Chain (SC)
• HOD – Head of Department

4.0 RESPONSIBILITIES:

(4.1) Store In-charge shall be responsible for the compliance of this procedure and has the responsibility for managing all the Stores Operations / Functions under supervision of his immediate officer. 

(4.2) GM / DGM / HOD of respective section is responsible to ensure Inspection of the received material within 7 working days of Intimation received from Stores excluding exceptional cases. Material Receipt Intimation will be circulated through email within 2 working days to concerned user department, with the exception of large deliveries whose initial inspection could not be done by stores within 2 days.  Respective user department shall also sign the GRNs as mentioned in Specimen Signature Mandate attached.

5.0 PROCEDURE:

(5.1) MATERIAL RECEIPTS

All the material will be received in Store receiving area along with Delivery Challan. Store team will reconcile the quantities against PO and note any discrepancy (shortages, evident damages etc.) and intimate Supplier keeping in loop SC and relevant department for necessary action.

The received material shall be placed in designated ‘Inspection Area’ in store, tagged as “material under inspection”. A copy of the Delivery Challan shall be acknowledged and returned to the vendor stamped as ‘Received Subject to Inspection’. Following steps shall be followed for further action.

• Goods Received Document (GRN-103 Inspection Document) shall be generated subject to Purchase Order release and user dept. shall be intimated within 2 days. User dept should inspect the material within seven days for acceptance / rejection and sign the GRN 103 accordingly in stores to avoid any delays.
• In case above time line is not met and inspection delayed due to any reason, comments shall be recorded in SAP while releasing GRN 105. Email of correspondence shall be attached with hard copy of GRN 105 if available.
• User shall log the inspection remarks in GRN 103 (Hard copy).
• If the goods are according to their specifications, GRN-105 shall be generated within 2 Days to reflect new stock. All conforming / accepted materials shall be properly placed to their designated location.  
• If the goods are rejected GRN-124 (Rejection Document) shall be generated.  Rejected materials shall be appropriately placed to their designated ‘Rejected Material Area’. SC / suppliers shall be intimated for necessary action within 5 days of inspection.
• HOD will nominate the team member(s) who will be responsible for coordination and signing of all GRN’s within the section as per this SOP.
• Any shortage / excess receipt of materials shall be dealt as briefed under:
• If the material received is less than the PO Quantity, GRN-103 shall be generated for the quantity received and the balance / short quantity shall appear in the system as material receivable until remaining quantity received. 
• If the material received is in excess than the PO Quantity, GRN-103 shall be generated for the quantity ordered and the excess quantity shall be returned to supplier.

(5.2) MATERIAL ISSUANCE

The relevant stores staff shall issue stock material (in SAP inventory) through a valid SAP generated DN against following:

• Debit Note – Cost Center (201) – Revex Items
• Debit Note – WBS / Network (281) – Capex / Asset Item, raised against reservation no. 
• Debit Note through Material Reservation against Work Order – (261 and 261Q – for Revex and Capex items respectively.
• User will send the email request if items required from other plant inventory, Requesting Store will then generate the DTN accordingly and handover to users for necessary approval and submission. Approved DTN will be sent to Issuing Station for Stock transfer to requesting station. 
• User shall review / delete the old and unnecessary reservations on quarterly basis.
• The following information shall be checked from SAP before any item is handed over to the bearer:
• Cost Center / WBS 
• Approve DN as per signature mandate (attachment 1)
• Material code and description
• Work order / permit number (where applicable).
• On receipt of approved Debit Note, stores authorized personnel shall issue material to user considering following:
• FIFO rule for covering warranty issue, shelf life, deterioration or obsolescence of material. 

(5.3) MATERIAL RETURNS (UNUSED ISSUED MATERIAL) 

User will send the email request to return the issued items to store. Store will generate return note (202 / 282 / 262) accordingly and handover the hard copy to user for necessary approvals and submission to store.

(5.4) MATERIAL TRANSFER 

Material shall be transferred from plant to plant by using movement type 301 and from one material code to other by using 309. Movement type 302 and 310 will be used for reversal for these transfer postings.

For issuance of Capex items (Project Stock) not already transferred to WBS, first it should be transferred to Project WBS using desired movement type 412Q/415Q, and then issued through 261Q / 281.

(5.5) POSTING & RECORD

Authorized personnel shall maintain the record and also update / post in SAP accordingly.   

(5.6) SAP UNAVAILABILITY:

In case SAP is unavailable due to any reason, manual DN shall be used as an alternate during the period. As soon SAP is restored posting shall be done accordingly.

(5.7) PAYMENTS/CHEQUES HANDLING

Payment Voucher (Form 7) shall be initiated by FBA rep as soon the PO received, signed by end user HOD and plant head. 

All Advance and other payments (cheques) of Services & Materials POs shall be handled and released to supplier by FBA rep at plant.

For releasing Payments, FBA at plant shall check Invoices and other required documents and coordinate with Store regarding materials acceptance/completion of delivery.

FBA rep will also maintain the record of released and available cheques will circulate on Fortnightly basis.

(5.8) BIN LOCATION IN SAP

Material Bin location will be sent for update / uploading in SAP as and when required.

(5.9) DISPATCH OF GRNS

After complete approvals as per signature mandate, All GRNs with other necessary documents shall be dispatched to C&A/FBA (HO) for further processing of payments or settlement of payments

(5.10) FIXED ASSET TAGS

Fixed Asset Tags shall be issued against Asset Items (AUC / WBS Items) where necessary as per FBA SOP “SOP for TAGGING OF FIXED ASSETS”. User shall get the tag issued from Store with the material and consult with FBA site Rep in case of any doubt.

(5.11) SIGNATURE MANDATE:

01) Signature Mandate – DN / DTN / CN

For Debit Note, Credit Note and Depot Transfer Note, Approval shall be required from Head of Department. 

02) Signature Mandate – GRN 103

Below signature mandate shall be used for GRN. Inspection remarks should also be logged in either case accepted or rejected.

03) Signature Mandate – GRN

Below signature mandate shall be used for GRN.

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SOP For Capex Material/Items Returning Proedure

With the help of this SOP I will highlight the following points.

1) PURPOSE

2) SCOPE

3) DEFINITION

4) RESPONSIBILITIES

5) PROCEDURE

6) RELATED DOCUMENTS

1. PURPOSE:

The purpose of this procedure is to provide guideline for handing over returnable Capex Spares to Store/Warehouse and issuance for refurbishment /repair, re-use, etc. 

2. SCOPE:

This procedure is applicable to all the material including: 

1) Capex Spares (organization/company related) – Removed from workplace.

2) Issuance for refurbishment / repair, re-use, other. 

3. DEFINITION:

(3.1) Revex Spares: 

Spares parts will fall under Revex category if: 

Value = Any (> PKR 100,000/-) and Life <= 1 Year Or 

Or Value <=PKR 100,000/- and Life = Any

All consumables such as filters, gaskets, packing, lubricant, chemical, spark plugs etc fall under Revex category. Such material doesn’t fall under returnable material category.  

(3.2) Capex Spares

All Spares parts of worth Rs.100,000/- or more and life greater than 1 

year. 

(3.3)   Repairable Spares (Capex): 

Material which can be re-used after necessary repair / refurbishment works. 

(3.4) Cannibalized Parts:

Material is faulty / damaged / not usable and can’t be uses as complete equipment but few healthy parts can be used in future. These parts should also be returned to store/warehouse.

(3.5) Un-Usable Material / Scrap: 

Any faulty / damaged part which cannot be re-used will be considered as scrap.

4. RESPONSIBILITIES:

(4.1) Concerned Section Head / Dept Head are responsible to ensure that returnable material be handed over to store/warehouse with proper tagging / packing. 

(4.2) Concerned Section Head / Dept Head of respective sections are responsible for initiating the process for repair for repairable item within one month.   

(4.3) Store/warehouse is responsible for keeping the proper record of all the items received against this procedure. 

(4.4) Store/warehouse is responsible to circulate following reports on monthly basis.

• Capex Spares Issuance Report – Mentioning status of items returned or not returned.
• Capex Items Retuned to Store/warehouse including status for items sent for repair.

(4.5) For scrap / irreparable item, respective dept shall initiate the process through Scrap disposal procedure (controlled document number).

5. PROCEDURE:

(5.1) All used capex spares removed from plant should be returned to store/warehouse within 7 days of its removal from plant.

(5.2) Material will be returned to the store/warehouse through duly approved form (design a return material format) with all necessary information.  User shall handover the material with proper packing, tagging & mention necessary information on material as Material code, Material description, Material physical condition (usable, repairable, repaired, Cannibalized etc).

 (5.3) For repairable items, processing for repairing should be initiated within 30 days of the item returned to store/warehouse. Such items will be issued from store/warehouse through (design an issuance document), and should be returned to store/warehouse through Attachment 01 after refurbishment / repair.

 (5.4) Monthly status of Capex spares issued from Stores (design an issuance report) and Capex Items returned to stores (design a returning report format) will be circulated by store in consultation with FBA Representative. Respective department shall review the list and take necessary action as advised in this procedure.

(5.5)  Non-repairable Capex items handed over to store will be scraped through scrap disposal procedure (controlled document number).  

(5.6)  In case if materials to be issued for first time for installation at plant, it will not fall under the returnable category but attachment No. 5 shall be provided with DN for declaring new items. 

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Detail Explanation of VLookup Usage (Advance Excel)

Let start sharing with the detail explanation of VLookup command in Advance Excel, there are many advance formulas in MS-Excel 2007, by proper using of these formulas anyone can compile many types of reports.

VLookup command is very useful command, by using this command you can easily sought out your required data in specific field. I will share conditionally use of VLookup command in next post. 

I will try to share my details in a easy way step-by-step.

Let’s start:

First of all everyone must have the idea the what is the main operation of VLookup command, so listen, VLookup is a command that can easily find out the value as you want against a specific value from a table rows. VLookup only sought out the value in a defined not column, not the whole table.

For example: If we want that when we type “Entertainment” in any cell of MS-Excel then the next cell show the “Plateform”, so we can do the following practice.

Syntax of VLookup command is.

Vlookup (.lookup_value, .table_array, .col_index_num, .[range_lookup]

Briefing of syntax

Vlookup = is the name of command

lookup_value = that is the focusing value, suppose you typed “Entertainment”, as I show in above example.

table_array = this is the array of table from which you want to find the value of “Entertainment” (Note: It is compulsory that the start column of your table array is that column which has “Entertainment”).

col_index_num = this is the number of your column, from where your field is acquired (suppose your table has 8 columns and there is the 6th column have your required field then you type in 6)

[range_lookup] = this is drop-down list, it has two options. 1. True, 2 False.

True is use for approximate match

False is use for exact match

Please view the below snap, how a vlookup command work.

Above example I have using only two columns table, but there can be more columns table on that time you do the same using of this formula just change the table array (your table cells range) and also change the col_index_num, this is a very simple but very useful formula of MS-Excel. You can design a small sheet where you just simply type a word and then result is come from your backup table array. This formula can all the excel user for make them more expert. I will share more ideas of using vlookup with other formulas in next posts. For get more ideas revisit my blog and also don't forget to share with your friends or if anyone has any query so contact with me. Thanks.

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Tools Management in Inventory Management

There are many most important operations in inventory management, to manage inventory in a proper way for all organization it is necessary. All companies/organizations designs SOP's (standard operating plans) for their multiple operation in different areas/sector/departments.

Basically SOP's are just like tutorials, working methods or operational process and companies/organizations can bound their concerned department to work as per their SOP's. 

I want to share with my friends a short introduction of Tools handling SOP.

Tools management in inventory management is a main operation for maintain proper inventory and records. There are many types of tools, depends on organizations/companies needs. Some tools having low value and some have high value. These are also your company asset. 

I want to ask you a question? 

What method is using in your company for tools issuance/handling/using.

Some companies used just simple way to tools management, if a user required a tools he ask to their purchase department, then purchase department call the supplier and place an order against their user need, when the tool received in store, store handed over this tool to user against an system document or manual document. They think that their job is completed.

If user, who ask that tool, resign his job, so how could you ask him for your asset, because you have not maintain any proper record of this user's tools.

By maintain a proper tools management you can develop a cycle of tools issuance, in this cycle a user who required a tools, he ask that tool from store/warehouse department, store department should record the issuance date, user name who required that tool and department of that user. At the time of the user resignation or termination from his job, HR ask him a clearance specimen from store/warehouse department. When the user go to store/warehouse department and ask their specimen then store check his tools record and if there is any tool available in his name so store/warehouse department ask these tools from user. When a user submit their all tools to store then store give him their specimen. 

Now these tools are in store custody and if another user or new user required that tools then store can issued these tools to him by follow the all above steps. Until the expiry/damage of tools.

By this method you can save your assets and revenue. 

Some companies use another simple way just like they uses a manual register for tools issuance and transferring, it is not right way too because registers can be burn, lost, or damaged then all the data been lost.

I suggest that every company/organization should use a proper way and proper system for tools handling operations. During my professional career I have design a program in visual basic for tools database, this is very simple and easy application. If someone need this application so I will provide him.

If you like this tools management article so please share with your friends. Thanks.

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Re-Usable Items entry in system using VB

As I have already shared with you about “Re-Usable Items” practice, their purpose and benefits now I want to share my experience about an application for recording all transaction regarding “Re-Usable Items”. With the help of this application I never lose any record from my system and easily sought out any record, it can also help for compiling many types of reports in a second. 

You can use MS-Excel too for this purpose, but there are many chances of mistakes, deletions, additions etc without your knowledge because MS-Excel is manual entry program.

Let see about my application for “Re-Usable Items”

First of all I need a database for storing “Re-Usable Items” data in system, so I designed with the following fields.

1. Item Code / Material Code / Material Number / etc

2. Description / Nomenclature / Summary / etc

3. Document Number / receiving number  / etc 

4. Unit / UOM / etc

5. Item User / Item Department / etc

6. Date of first time issuance

7. Date of submission

8. Any work order / maintenance number (if available)

9. Reason / remarks / fault detail / etc

10. Item condition

11. Received Quantity 

12. Item removed from which machine / equipment / etc

You can use more field as per your requirements.

When a “Re-Usable Item” received in store then we must check all necessary fields in receiving document and few proper marking / tagging on item/spare/part. After complete verification of documents and item, an entry will pass in system with the help of VB application. 

With the help of this application user can easily:

• Gathered or compile all your inventory in database for acquiring field as you want

• Pass new entry in database

• Edit/delete any entry

• Easily sought out any item

• Easily sought out any types of items such as (re-usable, repairable, scrap, ir-repairable etc)

• Extract many types of reports on your management requirements

• Easily calculate the numbers of items by their types, conditions, departments, etc

• Monthly reporting

• Overview reporting

• Compile reports condition-wise

• Compile reports department-wise

• Compile reports item-wise

• Compile reports date-wise

• Compile reports returning status-wise

And many more functions of this application can help the store and user for their "Re-Usable Items" and saving a big amount and time of your respective company.

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Re-Usable Items in Inventory Management

Today I am sharing a profitable idea in inventory management by which you can save lots of money of your companies. During my professional career I learn a practice of “Re-Usable Items” in an energy sector. I was the part of inventory management in energy sector and this “Re-Usable Item” practice save a huge amount of my company. By using this practice you can save your purchasing, searching, and space.

What is “Re-Usable Items” practice?

Basically this is practice is focusing on your efficiency. 

For example: 

“I am quoting here an example of energy sector where I learn and gain this practice.”

If any item/part/spare is alarming of fault, so user want to replace it on urgent basis for saving production losses. In any organization/company actually you must be need to resolve the problem without losing a minute, so at this time you can not verify the fault of that item/spare/part. Simply you need to replace this part. It OK! But when you finished your job and remove the fault of machine or after completion your job and resolve the problem from machine you can check and verify the fault of that faulty part/item/spare.

In easy words I suggest you that every item/part/spare never loses its complete functions, if there is something went wrong in any item/part/spare so that mean there is a problem in this part, not complete part is faulted. But for time and production loses saving you need to replace this item but after replacement you must be check and verify the fault of that faulty spare/item/part. If you have not enough time to do this practice so you can return this item to your store/warehouse in repairable condition. Store/warehouse can store this item/part/spare in a separate store. In our energy sector we have design an area for storage of “Re-Usable Items”.

For a standard and good practice you need documentation or record keeping in every step. Just like when you want to issue an item from store so you must be submit an issue note, debit note, etc in store. So for returning the faulty item/part/spare in store you need this practice too. After submitting your faulty part/item/spare in store you set a timeline after peak season of your production for proper check and repairing activities of that faulty item/spare/part. If your part/item/spare can be repaired by user so re-issue it from store against a document and after repairing you can re-submit this item in store in usable condition or if this item/spare/part cannot be repaired so user can submit this item/part/spare in store in scrap condition then store scrapped these items according to their timelines and practices.

Store can be record these all transactions in their respective systems SAP, Oracle ERP, QuickBook, PeachTree etc, I have also design a program in database with the help of VB. If anyone want any help in this respect so you can mail me with your opinion and requirements. 

A simple introduction of my VB application related to “Re-Usable Items” is here.

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SAP Material Requirement Planning (MRP) MM01

Material requirements planning (MRP) is to monitor stocks and in particular to automatically generate order proposals for purchasing or production. For this purpose you can define re-ordering levels to your stocks/material, by this SAP automatic intimate the defined user when the stock level go down from the re-ordering level.

Field Name	R/O/C	Description
MRP Type	R	Key that determines whether and how the material is planned. Select as follows:  - VB for stores and spares  - PD for production related materials  - ND for material with no planning requirement
Reorder Point	C	Applicable if VB is selected. The system compares available warehouse stock with the reorder level. If available stock falls below the reorder level, an order proposal is generated. Example: 10

Field Name	R/O/C	Description
MRP Controller	R	The MRP controller or group of MRP controllers responsible for material planning for the material.
Lot Size	R	Is used to calculate the purchase order quantities. LTC specific lot sizes are: for VB - EX (lot for lot order qty), HB (replenish to max.) for PD - PW weekly lot sizing key is to be selected. for PD - MB monthly lot sizing key is to be selected.

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SAP (MM) Material Creation (MM01) Ch-1

All the information your company needs to manage a material is stored in a data record in the material master.

For every material that ABC used must create a material master record in the material master, This record is uniquely identified by a system generated material number.

The creation / change / deletion of material master in SAP system has to be carried out with reference to the material master form. This form will contain the data which is to be entered or changed. The form will provided by the requester to the master data controller.

Field Names	R/O/C	Description
Material	R	Internally generated number so needs to enter anything
Industry Sector	R	Select industry sector. Example: Power Utility
Material Type	R	Select suitable material type Example: 01 Stock & Spares
Change Number	O	Change number is the reference # of material master changes.
Copy From Material	C	Enter existing material No. Material whose data you want the system to copy as default values

Material Type Used	Mapping to Material in LTC
Stock & Spares	Cigarette Paper, Tripping Paper, Cutting Disc etc.	ZSPR
Chemical & Lubes	CWC, HL, Outer Wrapper, etc	ZCHM
Medical Supplies	Filter Rods, etc	ZMED
Tools & Equipment	Wrench, Hammer, Pliers etc	ZEQP
Stationary	Poster, Stickers, TV, Give-away etc	ZSTN

Select an option "Select ü Views"

Select the views in which information is to be updated. Refer to the "Material Master Form". Provided by the requester for the views selection.

Click ü after selecting the views.

Please enter/select relevant data in Organization level as mentioned in the material master data form.

Click ü then next screen will appear, in which further information will be updated. These screens will depend upon the views which were selected in section "Select Views".

The symbol ü of current screen are mandatory fields.

In basic data 1 views please enter the following data.

Field Name	R/O/C	Description
Material	R	You can enter material description
Base Unit of Measure	R	Select base unit of measure. Press F4 to select from the list. Example: EA (Each), KG (Kilo Gram) etc
Material Group	R	Select Material Group. In addition to material type, each material record can further be grouped using material group for LTC, a 5-digit code will be sufficient to meet the sorting and reporting requirement. Press F4 to select from the list. Example: E0MK8
Old Material No.	R	Enter material code mentioned in Legacy system. Example: Y30012593

Please enter the following data.

Field Name	R/O/C	Description
Sales Unit	O	A Unit of measure in which a material is sold.

Please enter the description/specification about the material.

Field Name	R/O/C	Description
Purchasing Group	O	Buyer or a group of buyers, who is/are responsible for certain purchasing activities. Example: P02, etc
Mfr part number	O	Specifies the number used by the manufacturer, or also by the vendor to manage a material.
Mfr	O	Specifies the manufacturer of the MPN material or the manufacturer's plant for which a manufacturer master record has been created.

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Age Calculation in MS Excel

I have to tell you about a hidden function of Microsoft Excel, by using this function you can easily calculate the age in days, months & years.

You can calculate a persons age based on their birthday and date of today.

The calculation uses the DATEDIF() function.

The function of DATEDIF() is not documented/covered in Excel versions i.e. (5, 7, 97), but it is available in version 2000.

It is a wonder that what Microsoft forgot to tell their users!

Birth date : 29-Apr-73

Years lived :       41 = DATEDIF(C8,TODAY(),"y")

and the months : 9 = DATEDIF(C8,TODAY(),"ym")

and the days :      18 = DATEDIF(C8,TODAY(),"md")

These all calculation can be calculated in a line, which makes a text version.

Age is 41 Years, 9 Months and 18 Days

 ="Age is "&DATEDIF(C8,TODAY(),"y")&" Years, "&DATEDIF(C8,TODAY(),"ym")&" Months and "&DATEDIF(C8,TODAY(),"md")&" Days"

Another way to calculate age

This method gives you an age which may potentially have decimal places personify the months.

If the age is 20.5, the .5 personify 6 months.

Birth date : 1-Jan-60

More examples:

If you want to calculate a age between two dates like:

Assume cell (columns) names

         A1                    B1

05-Feb-1983 to 20-Feb-2015

You need to type a formula like this:

= DATEDIF(A1,B1,"y")

The result is = 32

Syntax of this calculation is

= Formula(cell ref of date from, cell ref of date to, type of calculation age)

You can calculate age in three types

"y"    = for calculating years

"ym" = for calculating months

"md" = for calculating days

More material in this blog which can help you

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