EXCHANGE ORDERS - OUTBOUND

Exchange Orders are used when parts are being exchanged with a third party. An Outbound Exchange Order is used when selling or loaning a part to a customer or third party who will return an equivalent part.

When using Outbound Exchange Orders to sell or loan parts, your company is the vendor and the owner.

Creating an Exchange Order (Outbound)

1. Click Purchasing and select Orders.

2. Select your company as the Vendor and click Refresh.

3. Click the Add Order button.

4. Select Exchange Order (Outbound) from the Order Type dropdown and click Next.

5. Enter the details in the order header, such as Ship To Customer, Buyer, Contact, Payment Terms, Carrier, and Owner. An important selection is the Owner, as for Outbound Exchange Orders, your company would typically be the owner.
   Note: RAAS will automatically assign an Order Number, but you can deselect the checkbox beside the Order Number to manually assign a number.

6. Click Save.

   

   
   

Adding Non-Consumable Items to an Exchange Order (Outbound)

1. On the Items Applied tab, click the Add Item button to open the Exchange (Outbound) Order Item screen.

2. Search for the Part Number of the item to be added and ensure the correct Ser. Number is selected from the pull-down menu. Note that a part can be added to an Exchange Order (Outbound) while it is still installed on an aircraft, but before it can be sent, the part must be removed from the aircraft. Parts are most commonly in “Return To Inventory” or “Inventory” when sent on an Outbound Exchange Order.

3. Enter the Exchange Fee.

4. The Source EC will be populated with the Expense Center of the Inventory location from which the part is being sent. The Charge Fee to EC must be an Expense Center for the Ship To Customer selected in the order header.
   See the information panel below the screenshot for details on Expense Center Transactions.

5. Enter the remaining details of the order (see Notes).

6. Click the Save button.

Notes:

• The # of Units on Order must always be 1 for Outbound Exchange Orders, even when the part being sent is a Consumable.

• The Current Value is populated from the Unit Value on the Trace. If the Trace has been previously expensed, the Current Value will be $0.

• An Account Code will be required if the Account code required at item receipt option is selected in the Purchasing / Shipping / Receiving Information section on the Company Settings page in Options.

• The Source EC is the Expense Center of the location from where the part originated.

• The Charge Fee to EC is the Expense Center to which the exchange fee should be charged, and must be an Expense Center set up for the selected Ship To Customer. If there are no Expense Centers set up for that customer, one will need to be created.

• The Is An Asset flag will be automatically selected/deselected based on the settings in the SN Pricing window.

• The Exchange/Core Return Required flag will be selected for tracked parts on Exchange Orders and cannot be turned off. This flag allows the item to appear on the Outstanding Core Returns report and on the Stores - Consignment and Loans screen.

• The Freight section should be populated with the freight charges associated with sending the part to the customer.

Adding Consumable Items to an Exchange Order (Outbound)

1. On the Items Applied tab, click the Add Item button to open the Exchange (Outbound) Order Item screen.

2. Select the Consumable checkbox. If the Consumable is currently in Inventory, also select the Send from Stock checkbox.

3. Search for the Part Number of the item to be added and ensure the correct Ser. Number is selected from the pull-down menu.

4. If Send from Stock is selected, ensure that the correct Trace is also selected.

5. Enter the Exchange Fee.

6. The Source EC will be populated with the Expense Center of the Inventory location from which the part is being sent. The Charge Fee to EC must be an Expense Center for the Ship To Customer selected in the order header.
   See the information panel below the screenshot for details on Expense Center Transactions.

7. Enter the remaining details of the order (see Notes).

8. Click the Save button.

Adding Non-Tracked Items to an Exchange Order (Outbound)

Non-Tracked items on Exchange Orders (Outbound) behave like items on Sales Orders, where no receipt is expected.

1. On the Items Applied tab, click the Add Item button to open the Exchange (Outbound) Order Item screen.

2. Deselect the Tracked Part checkbox.

3. Enter the description of the Non-Tracked item.

4. Enter the Exchange Fee.

5. Enter the # of Units on Order and Units.

6. Select a Charge Fee to EC, which must be an Expense Center for the Ship To Customer selected in the order header. Note that the Source EC is not applicable for non-tracked items.
   See the information panel below the screenshot for details on Expense Center Transactions.

7. Enter the remaining details of the order (see Notes).

8. Click Save.

Sending an Exchange Order (Outbound)

Once all required items have been added to the Exchange Order (Outbound), take a moment to verify that the order details are correct for all items.

1. Click the Send button.

2. Click OK to continue.

3. Enter a Send Date or click the checkbox to enter the current date, and click Next.

When the Exchange Order (Outbound) is sent, the screen refreshes and the order status changes from Open to Sent. The Order Number Listing will also be refreshed, and the Exchange Order number will appear under the Sent tab. Non-Consumable parts will be moved from their current location to Dead. Consumable Parts sent from Stock will be expended. All tracked items will appear on the Outstanding Core Returns Report and on the Consignment & Loans Listing.

If the order contained only Non-Tracked items, a prompt to close the order will be presented.

Receiving Items on an Exchange Order (Outbound) - Wizard Page 1 - Items

Once an item on an Exchange Order (Outbound) has been received back from the customer, the transaction must be recorded in RAAS. The Items Received tab, within the Orders sub-module, allows the receiver to track the receipt of items.

To receive an item on an order, the order must have been sent, and the status of the item you are receiving must not be cancelled or closed on the Items Applied tab of the order. Note that only tracked items can be received on Outbound Exchange Orders.

1. Locate the Exchange Order (Outbound) and click on the Items Received tab.

2. Click the Receive Item button to begin receiving the items listed on the order.

3. Select the item being received.

4. Click Next.

Receiving Items on an Exchange Order (Outbound) - Wizard Page 2 - Receipt Destination

1. Select the applicable exchange option:

   • The Part was exchanged - This option moves the SN sent to Dead, and the user must enter the SN received in exchange in the next window. This is the default option for Outbound Exchange Orders.

   • The original Part was returned - Part Number options disabled

   • The original Part was returned under a different P/N - allows the user to select a different Part Number – the SN is moved to the PN selected just as it would be if the SN Change PN function were used.

   • The original Part was returned under a different S/N - Part Number options disabled – the new SN is entered in the next window.

   • The original Part was returned under a different P/N and S/N - allows the user to select a different Part Number, and the new SN is entered in the next window.

   • The Part was not returned (scrapped) - Destination Inventory and Location will be set to Dead – the SN sent will remain Dead. For Consumables, the original Trace will remain expensed. The user still must fill in the details in the next window.

2. Select the applicable Receive under Part Number option, if applicable. If selecting Alternate or Other, click the Choose button beside the selection to choose a different part number.

   • Alternate - choose an alternate part number located under the same part description.

   • Other - choose a part number under a different part description.

     Note: If the Part Number does not exist in RAAS yet, you must add it first and then come back to receive the part.

3. Verify that the item is being received to the correct Destination Inventory and Location. In most cases, the receiver can use the default settings.  All five Inventory sub-locations appear in the Location dropdown; however, only the Awaiting Repair and Quarantine locations would be selected based on the status of the part being received. Tool Crib would be the default if the item being received is of Item Type Tool.

4. Click Next.

Receiving Items on an Exchange Order (Outbound) - Wizard Page 3 - Receive Item

1. Enter the Serial Num of the item being received. If the original part was received, the Serial Num will be automatically populated.

2. Enter the remaining receipt data provided on the packing slip. The mandatory fields include Pack Slip, Rec Date and Status.

   • The Inventory Value will become the new Inventory and Trace Value of the part. If the original part was received, the Inventory Value will be populated based on the previous Inventory Value of the part. If the part was exchanged, the user must enter the Inventory Value.

   • The Rotable/Asset Value will be saved in the Serial Number Pricing window as the Rotable/Asset Value or Purchase Price for non-consumable items.

   • An important data item is the Trace number, which is used to track a particular part item back to its supplier. Complete trace information for an item can be viewed from the serial number detail screen – see TRACE INFORMATION. RAAS will automatically assign a Trace number if the checkbox is selected, or the checkbox can be removed to enter a Trace number manually.

   • The Owner will be populated based on the Owner selection in the order header.

3. Ensure the Destination EC is correct. This is the Expense Center that the Exchange transaction will be written to. For all selections on the Receipt Destination window other than The Part was not returned (scrapped), the Destination EC must be an Inventory EC. If The Part was not returned (scrapped) was selected, then the Destination EC must be a non-Inventory EC.

   See the information panel below the screenshot for details on Expense Center Transactions.

4. Once all details are entered on the Receive Item page, the user can choose to Set Up Part, or Receive Item.

   Set Up Part – this action will receive the item and then allow the item to be set up through inventory by opening the Serial Number screen.
   Receive Item – this action will receive the item.

   The item received will now appear on the Items Received tab of the Exchange Order, and the item status will be changed to Closed on the Items Applied tab. If the final tracked item of the order is being received, you will be asked if you want to close the order.

Outstanding loans can be tracked in the following ways:

• Stores – Consignment and Loans screen (filtered for Exchange Out; can be used to reconcile as well)

• Outstanding Order Items Report (filtered for Exchange In and/or Exchange Out)

Reconciling Loans

• When receiving parts on an Exchange Order (Outbound), the Satisfy Exchange flag will be automatically selected and once an item is received, the exchange will be satisfied and the item will no longer appear on the Outstanding Core Returns Report or show as unreconciled on the Stores - Consignments and Loans screen.

• To reconcile an item on an Exchange Order (Outbound) without receiving a part, see Reconciling a loan sent on an Exchange - Outbound Order.