RMS - Transfer Order Warehouse Mgmt. Procedures (12-5-08).pdf

Department of Transportation U.S. Maritime Administration

RMS – Transfer Order and Warehouse Management Procedures

December 5, 2008

RMS – TO & Warehouse Mgmt Procedures 5 December 2008

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SUMMARY OF CHANGES

There are three key changes in this new version of the Transfer Order & Warehouse Management Procedures Manual. These changes are:

1) New, Dedicated Fleet Transfer Order Project

2) New Policy for Requisitioning SBS Material

3) Revised Transfer Order Creation Process

4) New Transfer Order Issue Procedures

The ROP and RMS Program Manager have agreed to establish a single Transfer Order Project for all ships. This new Fleet-wide Project:

*TRANSFER ORDER

will be used for both Requisitions for SBS Material, Transfer Orders sent to Ships from an SBS Warehouse and between Ship Transfer Orders. Because its first character is an asterisk, it should appear at the top of each ship’s Approved Projects list. The MARAD Warehouses will continue to use their own Transfer Order Project.

The reason that a separate Project was approved was because using the current year’s Ship Support Project was causing Ship Budgets to be artificially reduced or augmented according to the value of the material transferred.

Ship Managers are reminded that they still need to account for any actual shipping costs in their Ship Support budget. Ship Managers and COTRs are also reminded that they must exclude Transfer Orders when running any financial reports in NS5.

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New Policy for Requisitioning SBS Material: Create a separate requisition for SBS Material; also create separate requisitions when ordering from multiple SBS sites.

This also applies when requisitioning material that is going to be transferred from another ship. The reason for this policy is that, even though the Transfer Order processes properly, the requisition remains stuck in the “Requisitions for Material Transfer” list.

NS5 currently copies both the item To Be Priced (RFQ) as well as the item For Transfer (TO); the only way to clear the requisition is to cancel it after the fact.

Revised Transfer Order Creation Procedures: To ensure the material being transferred is assigned the correct Project, assigning the Project will be done as the last step before issuing the Transfer Order. In this way, in case the Port Engineer accidentally assigns an M&R Project to a requisition for transfer, the process of assigning the “*TRANSFER ORDER” Project after the item(s) have been copied to the Transfer Order will over-write the M&R Project with the *TRANSFER ORDER Project.

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New Transfer Order Issue Procedures: There is a bug in NS5. Do not issue any Transfer Order from the “Transfer Orders to be Issued” screen!

If you issue it from the “Transfer Orders to be Issued” menu, it will decrement the on-hand quantity for the issuing activity, but when the receiving activity takes delivery, it will not increase their on-hand quantity. To issue the Transfer Order safely, double-click on the Transfer Order, open it up and issue it from within the Transfer Order itself.

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TABLE OF CONTENTS

Introduction

Non-Requisition Material Transfers

• Section 1 - Ship-to-Warehouse Transfers

Material Transfers via Requisitions

• Section 2 - Material Transfers from a Requisition

RMS and Warehouse Management Procedures

• Section 3 - Moving a Part

• Reconciliations/Inventory Adjustments

• Item Category Changes

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Introduction to Transfer Orders and Warehouse Management

What is an RMS Transfer Order and what are its functions? The Transfer Order is the way RMS transfers material between activities, from ship to ship, from ship to warehouse and from a warehouse to a ship. The RMS Transfer Order is both an electronic transfer and an actual shipping document (see below).

The RMS Transfer Order form replaces the DD-1149 when shipping material between RMS activities, such as other RRF Ships and the MARAD Warehouses.

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The DD-1149 will still continue to be used to document transfers to non-RMS activities.

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The Transfer Order is new to MARAD, but Transfer Orders have been an integral part of Government Property Management procedures for over thirty (30) years. The General Services Administration (GSA) oversees all Federal Property Management outside of the Department of Defense (DOD). The current GSA Transfer Order form is over 30 years old (see below) and is still in use today.

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The first key to understanding how Transfer Orders work in RMS is knowing the rights and roles associated with each function. The first critical right is the right to Create Transfer Orders. To create a Transfer Order, you must be able to view both the Source and Destination for the material to be transferred.

Who can create Transfer Orders?

Logistics Management Officers: (1) Between Ships and the Regional Warehouse

(2) Between Ships

(3) Between Warehouses

Port Engineers: (1) Between Ships that the Ship Manager operates

Logistics Contractor: (1) Excess Log. Overhaul Material to Warehouse

Since each ship can only see its own database, Chief Engineers cannot create Transfer Orders, however they are key players in the Transfer Order process.

Chief Engineers are responsible for:

1) Reviewing requisitions for Shore Based Spares (SBS) availability; the new SBS screening tool also allows Chief Engineers to view spare parts availability on all ships of that Ship Manager

2) Creating separate requisitions for SBS or ship-to-ship transfer; this is a new policy designed to properly complete requisitions for material transfer.

3) Initiating Requests for Material Transfer/Disposition

4) Issuing Transfer Orders created by the LMO, PE or Logistic Contractor.

5) Shipping the material that’s being transferred

6) Taking Delivery of Transfer Orders issued by the PE, LMO, or Logistics Contractor

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Port Engineers are responsible for:

1) Reviewing/Approving Requests for Material Transfer/Disposition

2) Creating Transfer Orders for Requisition Ship-to-Ship transfers.

3) Changing Requisition Status of SBS candidates to “TO”

Note: The MARAD Ship Manager contract requires the contractor to screen SBS for parts availability prior to procurement. That function may be performed at the CHENG, PE or Corporate level.

LMOs are responsible for:

1) Approving Requests for Material Transfer/Disposition

2) Creating Transfer Orders for approved Disposition requests.

3) Creating and Issuing SBS Transfer Orders from Ship Requisitions

4) Taking Delivery of Transfer Orders issued by Ships, other Warehouses or the Logistics Contractor.

The Logistics Contractor (ProLog, Inc.) is responsible for:

1) Creating Transfer Orders for Logistics Overhaul Excess material

For Chief Engineers and Port Engineers, there are three (3) basic cases where Transfer Orders will be used:

1) Ship to Warehouse Transfers – Page 13.

2) Converting Requisitions to Transfer Orders for SBS Warehouse issues – Page 31.

3) Converting Requisitions to Transfer Orders for issue by another Ship Manager controlled vessel.

Cases (2) and (3) are very similar but Case (3) does not require any MARAD involvement.

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Warehouse Management

In the area of Warehouse Management, the first priority was given to maintaining the integrity of each warehouse’s inventory. To that end, only MARAD and Logistics Support contractor personnel will be able to view and change warehouse inventory data. Also, the Warehouse hierarchy was designed to minimize disruption from outside shipments by receiving them through the “Transfer Orders From” system and applicable Ships, MARAD warehouses and Logistics Contractor site instead of receiving them directly into inventory

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The remainder of the Warehouse Hierarchy was designed to segregate material according to type, Accountable Property, Equipment and Parts. This hierarchy was also designed to match MARAD financial accounting requirements.

The Item Category on each Part Record is critical to not only proper financial accounting, but also in determining its custody status. When initializing the Warehouse inventories, the on-hand balances will be reflected using the following Item Categories:

Item Category Item Category Abbreviation

Accountable Property AP

Accountable Prop – F Condition APF

Drawings D

Equipment EQ

Equipment – F Condition EQF

Lashing Gear LG

Spare Part SP

Spare Part – F Condition SPF

Technical Manuals TM

Title XI Material XI

It is critical to proper warehouse management that every Part in inventory have an Item Category and that it be the correct one for its assigned System. For example, all parts in the Accountable Property System should have an Item Category whose abbreviation starts with “AP”. Similarly, all parts in the Equipment System should only have Item Categories that start with “EQ” and all parts in the Parts System should only have Item Categories that start with “SP”.

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There are several circumstances when the custody of a Part will change. These changes include when items are sent out for repair, testing or loaned to other activities. These actions will require warehouse personnel to change the Item Category to reflect the proper status. An important additional Item Category includes Accountable Property whose value is determined to be greater than or equal to $25,000; this kind of Accountable Property is called a Capitalized Asset. Below are the Item Categories to be used to reflect changes in Warehouse inventory status:

Item Category Item Category Abbreviation

Acc. Prop. Offsite – Loan APL

Acc. Prop Offsite – M Condition APM

Acc. Prop Offsite – Testing APT

Acc. Prop. Capital Asset APCA

Equip Offsite – Loan EQL

Equip Offsite – M Condition EQM

Equip Offsite – Testing EQT

Spare Part Offsite – M Condition SPM

Transient Cargo XCGO

For any material changing custody and being sent to a non-RMS activity such as a repair contractor, the standard practice should be to document the transfer in RMS by creating an Adobe PDF file of the signed DD-1149 and attaching it to the File Attachments tab of the Part Record.

For any material changing custody and being sent to another RMS activity, the RMS Transfer Order should be used and a hard copy of the signed shipping document retained.

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Section 1 - Ship to Warehouse Transfer

1-1. The Chief Engineer will initiate this process by sending an NS5 message with an attached part record to the Port Engineer.

1-1.1. Locate the part that needs to be transferred using Equipment Explorer and then open the part record.

1-1.2 Click on the part record ‘Messages’ Tab to open the NS5 Messaging system.

1-1.3 Select “New Message”. The part record will be automatically attached to the message.

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1-2 The Port Engineer will review the material transfer request message and the part record, then forward his approval to the LMO via NS5 e-mail.

1-3 The LMO receives the material transfer request message with the part record attached. The LMO reviews the record by clicking on the email attachment.

1-4 After reviewing and approving the material transfer request, the LMO creates a part record for the material in the Warehouse Hierarchy. To preserve the integrity of the Warehouse inventory, the “Transfer Orders From” system hierarchy was created.

This hierarchy was created to be a “holding area” for ship transfers to the warehouse.

Each warehouse hierarchy contains the RRF ships in that region; the LMO can add additional ships, if required.

1-4.1 From the material transfer request part record that is attached, print out the part information. This will aid you when creating a part in the Warehouse Hierarchy for the transferred material.

1-4.2 Find the Ship in the “Transfer Orders From” hierarchy and create a “new” equipment “TO XXXXXXX”.

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1-4.3 Enter the part information and the applicable Item Category in the part record.

This is done by clicking on the radio button next to the Item Category field.

1-5 The LMO creates a transfer order (TO) for the material shipment to the warehouse.

1-5.1 Select the ship that will be the source of the material.

Warehouse Hierarchy.

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1-5.2 Select the TO icon.

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The Source Location (Ship or Warehouse) will be automatically filled in. Next select the Destination Location where the Item will be sent. You must select the Destination Location prior to adding any items.

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Next we recommend you complete the ADMIN Tab to add the Shipping Address and other desired shipping information.

To select the “Ship To” address, RMS uses the “Companies” database. MAR-614 has established and is maintaining official MARAD Shipping Addresses; these addresses were assigned by the LMOs. To select only “official” shipping addresses, select the Advanced Search icon, select the Company Type as “User Defined”, select “MARAD” as the Company Type and hit the Search button. Also, you can access all Warehouse Shipping Addresses simply by typing in “DOT” in the Available Companies search menu, then select the appropriate one.

Don’t type any information into the “Attention” block as it will be overwritten from the Company address. If a Ship Manager needs to add a Company to cover a specific shipping destination, they may do so, but it should be filtered to that Ship Manager.

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1-5.6 Add Items from the Equipment Hierarchy.

1. Click on the “TO Items” tab, then click on the New Item button on the Transfer

Order window toolbar to select a new item from the hierarchy.

The Equipment Explorer window opens. The hierarchy for the source location is listed on the left side of the window.

2. Expand the Equipment Explorer window until the parts are displayed on the right side of the Equipment Explorer window.

The equipment is highlighted on the left side of the window and the parts contained within that equipment are listed on the right side. .

3. Click in the Quantity column of the selected parts to type the number of this item to be transferred. Also keep the stock / nonstock check in the box next to the part. This keeps the part a stock item. Click on the check mark to copy the item.

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NOTE: Only parts with a quantity greater than zero are included on the transfer order.

The quantity entered on the transfer order CANNOT exceed the number of that item on hand. A message box opens reminding you of this fact.

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4. Repeat steps 2 and 3 until all parts for the transfer order are selected.

NOTE: NS5 “remembers” all parts selected even if they are from different equipment. This feature allows the user to select many parts from different equipment in one procedure.

5. Click the Select button on the Equipment Explorer window to select all parts with a quantity other than zero. The Equipment Explorer window closes and these parts are added to the TO Items tab.

6. Open up the Transfer Order to link the part to be issued to a Part Record in the Destination Location.

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7. Find the Part Record in the Destination Location, highlight it, then click on the check mark.

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Now it’s time to select the Project for each Location. RMS requires an approved Project with a valid Account to process the Transfer Order. It is now MARAD policy that all Ships will use the common “*TRANSFER ORDER” Project. Since this Project is preceded by an asterisk, it will always appear as the first Project in that ship’s Approved Project list. The SBS Warehouses will continue to use their own TO Project.

Below the LMO selects the “*TRANSFER ORDER” Project for the Ship.

RMS will ask the question, “Apply Project to all lines?” Answer “Yes” and the “*TRANSFER ORDER” Project will be copied onto all items being transferred from the Ship.

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Here the LMO selects the SBS Warehouse Transfer Order Project.

“*TRANSFER ORDER” Project will be copied onto all items to be received by the Warehouse.

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This is how the individual Transfer Order Item record looks after both Items are linked and both Projects are assigned.

The Transfer Order Item window displays information regarding the part on both the Source (sending) location and the Destination (receiving) location. The information on the Destination location is read-only. The information on the Source location is copied from the Transfer Order window, from the Part and Equipment windows for the selected part.

NOTE: Information on the Transfer Order Item window can only be changed prior to being issued. No information can be added or changed once the transfer order is issued.

The fields on both the Source and Destination sides of the Transfer Order Item window are the same.

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1-6 The LMO send the original NS5 message back to the CHENG to inform the ship that the Transfer Order is ready to be issued.

1-6 The LMO send the original NS5 message back to the CHENG to inform the ship that the Transfer Order is ready to be issued.

1-7 The Chief Engineer issues the TO.

1-7.1 Select Documents→Transfer Orders→Transfer Orders to be Issued.

*WARNING – DO NOT ISSUE THE TRANSFER ORDER FROM THE “Transfer Orders to be Issued” SCREEN! THERE IS A BUG IN NS5. Double-click on the Transfer Order, open it up and issue it from within the Transfer Order itself.

If you issue it from the “Transfer Orders to be Issued” menu, it will decrement the on-hand quantity for the issuing activity, but when the receiving activity takes delivery, it will not increase their on-hand quantity.

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1-7.3 So, to issue the Transfer Order, open the Transfer Order and select Process→Issue.

RMS will ask you if you want to issue the Transfer Order, click on “Yes” and the Transfer Order will disappear from the “Transfer Orders to be Issued” screen.

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By waiting until after the TO has been issued to print out the Transfer Order, the name of the person issuing the Transfer Order will appear at the bottom.

1-7.4 The Chief Engineer will pack and ship the material on the Transfer Order to the warehouse, with the TO Form.

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1-8 The LMO takes delivery of the transferred material when it arrives.

1-8.1 Select Documents→Transfer Orders→Transfer Orders to be Delivered.

1-8.2 Place a check mark in the box next to the TO to be delivered. Select the “Open” icon to view the TO.

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1-8.3 Double-click on the item listed in the TO. This will open the “Transfer Order Item” window. Review the information in the window against the hardcopy TO form and the item received to ensure they all match.

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1-8.4 Close the window and Select Process→Delivery. To maintain the integrity of warehouse locations, MAR-614 recommends that each warehouse create a “*RECEIVING AREA” Location. This location will serve as a temporary storage location for all incoming material. Since the first character is an “*” asterisk, it will appear at the top of the location listing, when you choose the button “Select Location”.

1-8.5 Select “Finish Delivery” and this action will cause a screen to appear to ask you to enter how full is the assigned storage location.

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Choose the appropriate percentage and select Save. The TO will disappear from the Transfer Orders to be Delivered Inbox.

1-8.6 Print the TO Form; and file it in the local warehouse receipts file. This copy will show both the who issued the TO and who took delivery of it.

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1-8.7 Check to make sure the Transfer Order processed properly. Go into the Transfer Orders From System, select the delivering ship and check to make sure the part is now On Hand.

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Section 2 - Material Transfers from a Requisition

2-1 The Chief Engineer creates requisitions at two (2) points during the Work Order process:

1) At the start of the Work Order process, when the Material Required is:

1) Not Carried (N/C)

2) Not In Stock (NIS)

3) Or On-Hand Stock is insufficient to complete the job.

2) After completion of the Work Order, when the responsible engineer will edit the Materials tab of the WO to:

1) Document Parts Used

2) Replenish spares.

At both points, the Ship Manager (normally the Chief Engineer) is required to screen Shore Based Spares (SBS) prior to commercial procurement. Each Ship has a Microsoft Access database that contains repair parts in both the SBS Warehouses as well as the other ships that that Ship Manager operates.

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Detailed procedures for using this database are contained in the MARAD SBS 2.4 Users Guide located in the SMC E-Room. Once material is identified as available in the database, the ship will contact the SBS Warehouse POC to confirm that the material is still available for issue.

In the example in this Section, the Chief Engineer on CAPE KENNEDY has created a Work Order to inspect the NO. 1 Dehumidifier. Material requirements for this job include six (6) Belts (P/N 91626-04) and six (6) Filters (P/N 95007-32). The Chief Engineer checks NS5 and finds that he has four (4) of each part on-hand in stock.

The Chief Engineer then checks his new SBS database and finds that both parts are available from the New Orleans SBS Warehouse.

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The Chief Engineer will create a requisition separate from any commercial procurements related to this Work Order. New Policy for Requisitioning SBS Material:

Create a separate requisition for SBS Material; also create separate requisitions when ordering from multiple SBS sites. This requirement for a separate requisition also applies when requisitioning material to be transferred from another ship.

The reason for this policy is that, even though the Transfer Order processes properly, the requisition remains stick in the “Requisitions for Material Transfer” list; the only way to clear the requisition is to cancel it after the fact.

New Project for Transfer Orders: The ROP and RMS Program Manager have agreed to establish a single Transfer Order Project for all ships. This new Fleet-wide Project:

*TRANSFER ORDER

will be used for both Requisitions for SBS Material, Transfer Orders sent to Ships from an SBS Warehouse, Ship-to-Ship Transfer Orders. Because its first character is an asterisk, it should appear at the top of each ship’s Approved Projects list. The MARAD Warehouses will continue to use their own Transfer Order Project.

The reason that a separate Project was approved was because using the current year’s Ship Support Project was causing Ship Budgets to be artificially reduced or augmented according to the value of the material transferred. Ship Managers are reminded that they still need to account for any actual shipping costs in their Ship Support budget. Ship Managers and COTRs are also reminded that they must exclude Transfer Orders when running any financial reports in NS5.

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2-1.2 Select the Requisitions tab to create a requisition from the WO.

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2-1.3 While requisitions can also be created directly from the “New Requisition” icon, this practice is highly discouraged. Material requirements should always be related to the applicable maintenance action to ensure material is not being fraudulently ordered. Click on the “New Requisition” icon . This will open the “Requisition Creation Wizard” screen.

2-1.4 Select the appropriate method on how the quantities of the requisition will be determined. Click “Next”.

2-1.5 To view the requisition, place a check in the “Open Requisition” box and then click “Finish”’.

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2-2 The Port Engineer receives and reviews the requisition. The Port Engineer will select the “TRANSFER ORDER” Project for the requisition, along with a date the material is needed. A critical step is to identify in the Remarks Block which SBS Warehouse or Ship will be filling the requisition. Remember – the LMOs can see all Requisitions for Material Transfer, not just those for their warehouse; inserting these Remarks will speed processing of the Transfer Order. The PE will then modify the Admin Tab of the requisition to reflect the source (“Suggested Vendor”) of the parts – MARAD and the appropriate SBS Warehouse or Ship.

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He then reviews the item(s) as “For Transfer” and informs the LMO that he has initiated a Requisition for Material Transfer.

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When the SBS POC or LMO goes into the menu – Requisitions for Material Transfer – this is how he or she will view the requisition. The LMO or SBS POC can clearly see from the Remarks which Warehouse has this requisition for action.

2-3 The SBS POC or LMO creates the Transfer Order from the Warehouse.

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2-3.1 Click on the new TO icon.

Select the Destination Ship, then proceed to complete the ADMIN Tab.

Also, go to the “Admin Info” tab and select the “Ship To” location from the list of MARAD Type Companies in the Companies List.

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2-3.2 Add Items (Note: This section is from the ABS NS5 Manual.)

By Requisition

Items can only be selected from a requisition when the destination ship has created a requisition and a material transfer (TO) was applied to the item when it was reviewed.

1. Select New Item from Requisition on the Items pull down menu.

The “TO From Requisition” window opens.

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2. Click the radio button to select a requisition from those with material transfer items or by number. The Requisitions for Material Transfer radio button is selected by default. All requisitions with at least one item with a “For Transfer” (TO) status are considered requisitions for transfer. The requisitions meeting the criteria of the radio button selected are listed.

NOTE: Only the requisitions with material transfer items from the Destination location designated in the transfer order header are listed.

3. Click the check box to select a requisition in the upper portion of the TO from Requisition window. All items listed on the requisition are listed on the lower portion of the TO from Requisition window. A requisition MUST be selected/checked before items are copied to the TO Items tab of the Transfer Order window.

4. Click the check box in the Items to Copy section of the TO from Requisition window to select which items from the requisition are to be copied to the transfer order.

5. Click the Select button on the TO from Requisition window to close this window and add the selected items to the transfer order. The requisition is also added to the Requisitions tab of the Transfer Order window.

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6. Double click on an item on the Transfer Order Items tab to open the Transfer Order Item window to see details regarding the item.

7. Click on the Part button on the Transfer Order Item window to open the Warehouse Hierarchy and select part in the warehouse the matches the part on the requisition. This will populate the Source Equipment and Part fields on the Transfer Order Item window. Until there is a tabular view of the warehouse parts for issuing for requisitions, the SBS POC/LMO will need to select the item by nomenclature and part number. When confirming the on-hand quantity to the Ship Manager, note if there are any differences between the Ship Nomenclature and the Warehouse Nomenclature.

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8. Verify that the Source and Destination transfer is stock to stock. This can be modified on the Transfer Order Item window.

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9. The LMO then selects the second item.

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Now it’s time to select the Project for each Location. RMS requires an approved Project with a valid Account to process the Transfer Order. It is now MARAD policy that all Ships will use the common “*TRANSFER ORDER” Project. Since this Project is preceded by an asterisk, it will always appear as the first Project in that ship’s Approved Project list. The SBS Warehouses will continue to use their own TO Project.

Below the LMO selects the Warehouse Transfer Order Project.

Warehouse Transfer Order Project will be copied onto all items being transferred from the Warehouse.

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Here the LMO selects the *TRANSFER ORDER Project for the Destination Ship.

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Warehouse Transfer Order Project will be copied onto all items being transferred from the Warehouse.

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This is how the individual Transfer Order Item record looks after both Items are linked and both Projects are assigned.

The Transfer Order Item window displays information regarding the part on both the Source (sending) location and the Destination (receiving) location. The information on the Destination location is read-only. The information on the Source location is copied from the Transfer Order window, from the Part and Equipment windows for the selected part.

NOTE: Information on the Transfer Order Item window can only be changed prior to being issued. No information can be added or changed once the transfer order is issued.

The fields on both the Source and Destination sides of the Transfer Order Item window are the same.

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2-4 Now that the Transfer Order is ready to be issued, the LMO may opt to save the

Transfer Order and issue it later or issue it now using either the TO Issue icon or the pull dowm menu Process→Issue.

*WARNING – If you choose to come back later and issue the Transfer Order from the “Transfer Orders to be Issued” screen, DO NOT ISSUE IT FROM THIS SCREEN!

There is a bug in NS5. Open or double-click on the Transfer Order, open it up and issue it from within the Transfer Order itself.

If you issue it from the “Transfer Orders to be Issued” menu, it will decrement the on-hand quantity for the issuing activity, but when the receiving activity takes delivery, it will not increase their on-hand quantity.

So, to issue the Transfer Order, open the Transfer Order and select Process→Issue.

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The system will ask you if you want to issue the Transfer Order, click on “Yes”.

A Seal Type Locations box similar to the one below will appear; save it and the TO will be issued and the Transfer Order will disappear from the “Transfer Orders to be Issued” screen.

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By waiting until after the TO has been issued to print out the Transfer Order, the name of the person issuing the Transfer Order will appear at the bottom.

2-5 The SBS warehouse (or Ship) will pack and ship the requested material to the appropriate destination.

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2-6 After receiving the requested parts on the Transfer Order, the Chief Engineer will take delivery of the parts.

2-6.1 Select Documents→Transfer Orders→Transfer Orders to be Delivered.

2-6.2 Place a check mark in the box next to the TO to be delivered. Select the “Open”’ icon to view the TO.

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2-6.3 On the TO, click on the “Delivery” icon to open the “Delivery”

2-6.4 Click in the “Number” field. This can be used to enter the tracking number of any delivery document that may have accompanied the items.

2-6.5 Click the “Calendar” icon next to the “Date” field to select the date the delivery is being accepted.

Click in the “Remarks” field to enter any comments regarding the material delivery.

2-6.7 Click “Take Delivery” to complete the transaction. This will stow the part to the predetermined location and record the gain to inventory.

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2-6.8 RMS will ask the CHENG to update how full (By Percentage) is the designated storage Location.

Once this action is saved the Transfer Order disappears from the Transfer Orders to be Delivered screen and the on hand quantity is updated.

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Due to known bugs with the Transfer Order process, MAR-614 recommends that you look up each new delivery by Part Number to confirm that the Delivery posted properly and the correct quantity (6) is now On-Hand for both parts.

By taking delivery of the Transfer Order, you have “broken” the Seal on that location in NS5 and need to ensure the accuracy of that location and the Seal Log is updated.

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Section 3 - Moving a Part to a Different System

3-1 For new material coming into the warehouse, the LMO reviews the material in the “Transfer Orders From” System to see if they should be brought into stock. If the item is not already carried in stock, then the LMO can simply move that part record within the warehouse hierarchy. In this example, the LMO moves the part from the ‘Transfer Orders From Ship’ section in the hierarchy to the Warehouse ‘Parts’.

3-1.1 On the main toolbar, select “Tools”’→”Hide/Reclassify Equipment/Parts, Merge Parts”.

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3-1.2 Locate the part received from the TO in the “Transfer Orders From Ship” section of the hierarchy. Place a check in the box next to this item.

3-1.3 Locate the “Parts” system in the hierarchy. Expand this system so that the “Parts”’ equipment icon appears. Highlight the “Parts”’ equipment.

3-1.4 Click on the “Move” icon to relocate the part received from the TO from the “Transfer Orders From Ship” system to the “Parts→Parts equipment” section.

3-1.4 The program will open a prompt screen to confirm the moving of the parts. Select “Yes” to move the part(s).

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Section 3 - Reconciliations/Inventory Adjustments

3-2 For new material coming into the warehouse, the LMO reviews the material in the “Transfer Orders From” System to see if they should be brought into stock. If the item is already carried in stock, then the LMO needs to perform a Reconciliation to increase the quantity on the stock record and “zero out” the quantity of the non-stock record in the Transfer Orders from System. The LMO needs to first physically move the material to collocate it with current stock. This action confirms that all the material will fit in the current stock location.

3-2.1 When performing Reconciliations or Inventory Adjustments, the easy way is to simply go to the part record and change the On-Hand Quantity. In this example, we are increasing the On-Hand Quantity of Part Number BV75220 from 11 to 16.

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3-2.2 Simply going to the Part Record and changing the On-Hand Quantity does not document why the reconciliation occurred and should NEVER be used.

The proper way to perform Reconciliations/Inventory Adjustments is by using the Document Type “Reconciliations” method.

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3-2.3 On the main toolbar, select “Documents”’→”Reconciliations” →”New Reconciliations”. Type in “Remarks” all the circumstances surrounding the reconciliation, including how the items were received or discovered, the quantity on the records and the new On-Hand Quantity.

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3-2.4 Select “Item” →”New Item” and the question will pop up “All Inventory Transactions will be dated (today’s date). Proceed?” Answer “Yes” and the Warehouse Hierarchy will appear. Change the Qty from 11 to 16 on this screen and select the Check Mark.

A box will appear asking you to update the percentage full for that Location; input the correct percentage and hit the Save icon.

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Now that you have correctly documented and performed the Reconciliation, go back to the Part Record in the Hierarchy to ensure that the correct quantity is on-hand.

Lastly, go back to the Part Record in the “Transfer Orders From” System and perform a Reconciliation to zero out that Part Record.

If you were performing a Reconciliation simply to correct the On-Hand Quantity as discovered during an inventory or audit, the last step above may be omitted. However, recommend checking the “Transfer Orders From" System to see if the error was the result of an undocumented stowage action.

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Section 3 - Item Category Changes

3-3 For items already in the warehouse, the LMO needs to record Condition Code changes by updating the Item Category and documenting the reason for the Condition Code change. A common example is that an equipment that is in “F” Condition (Awaiting Repair) is sent out of the warehouse to a repair facility on a Service Order.

3-3.1 Since the transfer is to a non-RMS activity, the warehouse would not perform a Transfer Order, but would document the transaction on a DD-1149 and retain the signed shipping copy in a “Condition M – Undergoing Repairs” file.

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3-3.2 In RMS, Warehouse personnel would document the shipment via NS5 E-mail at the equipment part record to the appropriate Surveyor, Warehouse Manager and LMO.

Additionally, the LMO may attach a scanned copy of the DD-1149 to the part record.

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3-3.3 Lastly, but MOST IMPORTANTLY, change the Item Category on the Part Record from “F” Condition to “M” Condition and hit the Save icon. This action ensures the correct Financial Accounting of the item.

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3-3.4 Similarly, when the equipment returns from repair, send an NS5 E-Mail to the Surveyor, Warehouse Manager and LMO to inform them that the equipment has returned from repair. Then go into RMS and update the Item Category.

3-3.5 Next update the Item Category to reflect that the item is on-hand and in “A” Condition.

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3-3.6 Lastly, pull the shipping DD-1149 from the “M Condition – Undergoing Repairs” file and file it with the returned shipping documents and certifications in the “Completed Repairs” file. The LMO also has the option of scanning the receipt documentation and attaching it to the part record.