Adding Ad Hoc (MTL) Items to Purchase Orders

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

In PartsManager, formerly known as PartsLedger, an Ad Hoc Item is an item you purchase, but you don't want to track in your inventory. They are items that you haven't added to your Item List, yet you still need to purchase them to complete a Job in ServiceTrade.

Every PartsManager customer should have an Item in their Items List called "MTL." This MTL item should be used when you need to add an Ad Hoc item. These MTL items should be set up as Direct Item Type.

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This article will walk you through using Ad Hoc items in PartsManager.

Adding an Ad Hoc Item to a Purchase Order

Important Note: Ad Hoc (MTL) items should only be added to Purchase Orders that have Direct Purchase for Sales Order toggled on, and the MTL item should have a Sales Order associated with the Item. See Linking Purchase Order Items to ServiceTrade Job Items for more information on Direct Purchase for Sales Order.

Receiving an MTL item to your inventory will affect your MTL item's cost basis and cause your item's price on purchase orders and your item's cost on sales orders to auto-populate the incorrect value. If you have accidentally received an MTL item in your inventory, please contact Customer Support.

  1. Follow the normal steps for Creating Purchase Orders in PartsManager.
  2. Follow the normal steps for Linking Purchase Order Items to ServiceTrade Job Items.
  3. To add an Ad Hoc Item, click + New button.
  4. Select the Item drop-down and select the item the MTL item.
  5. Enter an Item Description that describes your ad hoc item.
  6. Select the relevant Sales Order from the Sales Order drop-down menu.
  7. Enter the item Quantity.
  8. Enter the desired amount in the Amount (cost) box. This amount must be greater than 0.
  9. If applicable, Click the Tax Code drop-down and select the tax code that you would like to have the item attached to on the Purchase Order.
  10. If applicable, enter the tax amount in the Tax Amount box if there is no tax code but a tax amount.
  11. Repeat steps 2-9 if you need to add more ad hoc items to this Purchase Order.

What if I received an ad hoc (MTL) item in my inventory?

You should never have any amount of MTL items in your Inventory Stock.

Example: In the below image you see MTL is in a Warehouse's Stock.

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This was likely caused by receiving an MTL item on a Purchase Order that wasn't linked to a ServiceTrade Job (Sales Order) using Direct Purchase for Sale Order. This will affect your MTL item's cost basis and cause your item's price on purchase orders and your item's cost on sales orders to auto-populate the incorrect value. If you have accidentally received an MTL item in your inventory, follow the instructions below:

 

Solution

  1. On the Navigation Bar, click Purchasing.
  2. Then click Shipment Receipts.
  3. Click the Shipment Receipts Details Tab.
  4. Click the Edit Display icon.
  5. Make sure the SO Number field is selected, and click Apply.
    Part1.gif
  6. Click the Quick Filter Icon and enter the following:
    • Field - "Item"
    • Value - "MTL"
  7. Click the arrow next to SO Number, to organize your SO Number column from highest to lowest.
    If you see an MTL shipment receipt item that has been received without a SO Number, this is the offending shipment receipt id.
    Part_2.gif
  8. Click the checkbox next to the offending shipment receipt id.
  9. Click the Void button and Confirm.
    Part_3.gif

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