Manage an item replaced with its newer version

When an item has been ordered and has an H quantity recorded against it and is subsequently replaced with its newer version in the BOM, this makes its older version an orphan. It is important to consider what to do with the orphans because often it’s not a simple case of canceling the order, returning it, and/or ordering it again. There are many things to consider, including:

• Where is the item in the procurement cycle?
• Has it already been ordered?
• Do we have time to send out the changes to be made to the manufacturer before they start making it?
• Has it already been made?
• Has it already been shipped?
• Can we make the changes in house?
• Have the changes already been made and the item was updated to match?
• Does the change mean the part has to be scrapped and started again?
• Was the change only to the drawing or supporting documents and attributes, and not the physical item at all?

These questions can help you determine what your process is now when dealing with orphaned items. Do you want to return them and order them again, or can H quantities be redistributed to the new item versions?

Requirements

Items that you want to redistribute must:

• Exist or have historically existed within the same End item as the item version that now exists in the BOM.
• Have had an H quantity recorded against it (ie. the CN workflow contains the System primitive with Type configured as Create mbom and clear locks and it successfully completed).

To manage an item replaced with its newer version:

1. Send the End Item containing the revised item to a new change notice.

   A new CN is created. Note that the H Qty column is completely empty beside the revised items.

2. Click Show Orphaned.

   The Orphaned Items window opens.

3. Click Full list to see a list of all orphaned items currently within the End Item in the CN.

   Each item is shown with a warning symbol beside it indicating that the anomaly has not yet been resolved.

   Take note of which orphaned items are the previous versions of the items currently in the BOM. The Orphaned Items window does not indicate what changes were made to the items. It is up to you to investigate this and decide whether to return these orphans and order new items, or redistribute the H quantities shown in this window to the new item versions. This is why it is useful to submit CNs immediately after you have made design changes so the changes are fresh in your mind.

4. Close the Orphaned Items window.

5. In the Items tab, select the box beside each item that has been revised.

   This populates the R Qty column with the default value of P quantity - H quantity.

   If you choose to order the new item versions, then you should now re-open the Orphaned Items window and return the orphans following the steps outlined here instead.

   Note: You must manage all required returns before the redistribution step.
   Note: Rows are highlighted with a red warning symbol () to indicate that (P Qty - H Qty) does not match (R Qty + Move Qty) for the selected items.

6. Choose a workflow from the Workflow drop-down list and click Save.

7. Click Redistribute Items.

   A pop-up window opens that details the H quantities that were previously recorded against the items you viewed in the orphaned items window and have now been redistributed to their new item versions currently in the BOM.

8. Close this window.

   The Move Qty column is populated and the R Qty column is empty. A lock now appears beside each item that indicates you can no longer deselect the item because it has a populated Move quantity.

   Note: You cannot make any changes to the items that have been redistributed at this point. If you made any errors, you must discard the CN and create a new one.
   Tip: Hover your cursor over the Move Qty value to see a tooltip that explains what type of move was performed.

9. (Optional) Insert a note beside each item you are redistributing.

10. (Optional) Select any other items that need to be ordered (or returned) at this time.

11. Ensure the CN Type is set to Regular Requisition.

12. Start the workflow.

Once the workflow has been completed, the Requisitioned column on the Project Management dashboard updates to show the items have been 100% Requisitioned.