Enter Sales Part

Explanation

This activity is used to enter, revise, view, and remove sales part records. Parts must be entered in the sales part record before you can work with customer orders. To be able to sell an inventory registered part, it must have been entered as a sales part. The information you enter for the part is set as default that will be used for customer orders. Multiple sales part IDs can be linked to a single inventory part. The three types of sales parts are: inventory registered sales parts, services (i.e., non-stored parts), and package parts. See the appropriate window description.

This activity is also used to define a part available for renting out. Inventory sales parts as well as services can be rented out.

If a corresponding inventory part does not already exist, it will automatically and simultaneously be created together with the sales part. Any inventory part record created this way should be manually updated since the record will contain only very basic information.

In the event of an corresponding existing inventory part for which the catch unit feature is made available, the price unit of measure will be automatically set to the same as the catch unit of measure. Thus, if the catch unit is made available for the inventory part, it will automatically be enabled for the corresponding sales part. You should note that modification of the price unit of measure would not be possible for catch unit enabled parts.

The price conversion factor between the sales unit of measure and the price unit of measure is based on the catch unit if the part is catch unit enabled. If not, it is based on the price conversion factor entered in the sales part. The value for the price conversion factor on the sales part is used as a preliminary value for the initial price calculations. However, as soon as the customer order line has been delivered, the real calculated conversion factor would be used.

The company tax regime determines whether a tax code must be entered for a sales part. If the company tax regime is VAT or Mixed, then a tax code or tax class is mandatory. If the company tax regime is Sales Tax, then a tax code is not mandatory. The rules are as follows:

If the company tax regime is VAT and the sales part is taxable, then a tax code or tax class is mandatory and any tax code or tax class can be used.
If the company tax regime is VAT and the sales part is not taxable, then a tax code or tax class is mandatory and the tax code must be 0%.
If the company tax regime is Mixed and the sales part is taxable, then a tax code or tax class is mandatory and any tax code can be used.
If the company tax regime is Mixed and the sales part is not taxable, then a tax code or tax class is mandatory and the tax code must be 0%.
If the company tax regime is Sales Tax and the sales part is taxable, then a tax code or tax class is not allowed.
If the company tax regime is Sales Tax and the sales part is not taxable, then a tax code or tax class is not allowed.

You can select the basis for tax calculation for the company with tax regime VAT. The tax calculation basis can be price or price including tax. This can be defined by selecting the Use Price Incl Tax check box. The value defined is defaulted from the site. If the Use Price Incl Tax check box is selected, then only the Price Incl Tax or Rental Price incl Tax fields are editable and the Price or Rental Price fields are not editable. The price is calculated based on the value entered for the price including tax and the tax code. If the Use Price Incl Tax check box is cleared, then only the Price or Rental Price fields are editable and the Price Incl Tax or Rental Price incl Tax fields are not editable. The price including tax is calculated based on the value entered for the price and the tax code.

In this window, you also define the default setup for sourcing. The default sourcing option for a sales part is Inventory Order. When a customer order line is entered for a sales part with the default sourcing option, the value Invent Order is displayed in the Supply Code field. If you want the sales part to be sourced automatically, set the sourcing option to Use Sourcing Rule and enter an appropriate sourcing rule. If you do not know how the sales part should be supplied, set the sourcing option to Not Decided. When a customer order line is entered for a sales part with the Not Decided sourcing option, the value Not Decided is displayed in the Supply Code field.

To source a sales part using a Production Schedule, the inventory part must exist as a production line part on at least one production line, at a site with a positive schedule percentage. Configured parts, DOP parts or CTP planned parts cannot be sourced through this option. When a customer order line is entered for a sales part with the Production Schedule sourcing option, the value Production Schedule is displayed in the Supply Code field.

If the sales part is sourced from another site within your system, i.e., supply code is Internal Purchase Transit or Internal Purchase Direct, then the purchase part connected to this sales part must have the supply site set as a possible supplier. A corresponding sales part (and perhaps also an inventory part) with the same part number as the purchase part must exist at the supply site. It is important that the sales parts are the same type in both the demand site and the supply site when the sites belong to the same legal unit. In other words, the sales parts should either be inventory parts in both sites or non-inventory parts in both sites. This is necessary for correct inventory values.

Furthermore, where such multi-site transactions will take place among various IFS companies, it is very important that a price is entered. This is the multi-site transfer price (cost). If this is left as zero, then there might be posting ambiguities between the different sites and companies. Consider the price to be the agreed company transfer cost. Where the sales part price in the supply site is different to the purchase part price in the order taking site, then IFS will use the sales part price and change the purchase order price if the internal customer order is confirmed. If the conversion factor between the inventory and the sales UoM is manually entered for a sales part, the freight information (Weight and volume) might not be accurate.

For rental parts, sourcing is only available from own inventory and supplier transit.

Prerequisites

This activity has the following prerequisites:

The person entering the sales part must be connected to at least one site.
The units of measure that will be used must be activated in the system. Do this in the Units of Measure window, IFS/Application Services.
A sales price group and a sales group must be entered and saved. Do this in the Sales Price Groups tab in the Sales Basic Data window, and in the Sales Groups tab in the Sales Basic Data window.
A tax code or a tax class for VAT must have been entered and saved if the company is set to handle VAT. Tax codes are defined in the Tax Codes window, IFS/Accounting Rules. Tax Classes are defined n the Tax Classes window, IFS/Accounting Rules.
If the company will use Sales Tax instead of VAT, you must set this up in the Invoice/Tax Information tab in the Company window.
It is not possible to select the Use Price Incl Tax check box if the company's tax regime is set to Sales Tax or Mixed.
An inventory part must exist from which the sales part can be derived. If not, it will automatically be created and linked to the sales part. This inventory part record will only contain minimal information.
For the sales part to inherit customer warranty data, the warranty data must first exist for the inventory part.
The part must exist as configurable in IFS/Part Catalog if you want to configure it.
If you set the value in the Sourcing Option field to Use Sourcing Rule, then a sourcing rule must be defined.
To set the value in the Sourcing Option field to Production Schedule, the inventory sales part must have been associated with at least one production line, at a site with a positive schedule percentage. The production line can be defined in the Production Line window in IFS/Manufacturing.

System Effects

As a result of this activity:

The sales part can be used when entering customer orders. The data saved in the Sales Part window is used as default values when you enter a customer order line.
You can enter a VAT code even if the company status is Apply Sales Tax. This is done in the Invoice/Tax Information tab in the Company window.
If the sales part is defined as taxable, this will be the default value when the part is entered on customer order lines.
When the sales part is created, it inherits any default customer warranty defined for the inventory part.
If a corresponding inventory part does not already exist, it will automatically and simultaneously be created with the sales part.
Additional information about the sales part can now be added to the other tabs in the window.
Sales part records can be used to set up customer part number cross references, and complementary and substitute sales part records.

Window

Sales Part

Related Window Descriptions

Sales Part
Sales Part/General

Procedure

Open the Sales Part window, and create a new record.
Using no more than 25 alphanumeric characters, enter the desired sales part number.
Enter a description of the new part.
If you need to change the site, use the List of Values to select from available sites.

In the General tab:

Information in the Inventory Part section is retrieved from the inventory part entry if the same part number is used in both tables. Otherwise, the corresponding inventory part can be selected by entering its part number or by using the List of Values. If no corresponding inventory part exists, the values you entered in the Sales Part Number and Description fields will be set as default, but can be changed.
Enter the price unit of measure and sales unit of measure in the Units of Measure group box manually or by using the List of Values. Inventory unit of measure is copied from inventory part entry as default. If the three different units of measure are not the same, you must change the conversion factors to obtain correct prices and quantities. The units of measure are required.
Use the Sourcing Option field to specify how this part should be supplied; the default value is Inventory Order.
Enter Sales Price Group and Sales Group in the Grouping group box manually or by using the List of Values. This is mandatory information. You can also enter a discount group and/or a rebate group, if applicable.
If no sales tax applies to the company, enter the appropriate tax code or tax class manually or by using the List of Values.
If the company normally applies VAT but some parts never are subject to VAT, you must enter a VAT rate of zero (0).
If the company normally applies sales tax but this sales part is never subject to sales tax, clear the Taxable check box.
Enter the price and expected average price for the sales part in the Price (mandatory) and Exp Avg Price fields or, if your company is using a VAT tax regime, you have the possibility to enter a price including VAT in the Price incl Tax field. In that case, the Use Price Incl Tax check box must be selected. Entering the including tax price will calculate the net price, and vice versa.
If the part is to be rented, enter the rental for the sales part in the Rental Price field or, if your company is using a VAT tax regime, you have the possibility to enter a rental price including VAT in the Rental Price incl Tax field. In that case, the Use Price Incl Tax check box must be selected. Entering the including tax price will calculate the net price, and vice versa.
Enter information in the other fields appropriate to the sales part.
Save your entry.