IFS APPLICATIONS

Training Material

Material Planning Integrated Materials Management Department Accessories Division Hindustan Aeronautics Limited, Lucknow

Training Material -Lucknow Division

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CONTENTS
1. Introduction to ERP.............................................................................................................3 2. Introduction to IFS...............................................................................................................4 3. IFS Navigation .....................................................................................................................6 4. Creation of Inventory Purchase Part.................................................................................7 5. Creation of Non-Inventory Purchase Part.........................................................................8 6.Supplier for Purchase Part..................................................................................................9 6. Creation of Basic Data for Material Purchase Request (MPR).....................................10 7a.Creation of Material Purchase Request (MPR)............................................................10 7. Creation of MPR by DSPG (Demand Supply Planning Group)....................................12 8. Material Co-ordination against Shop Order...................................................................13 9. Material Co-ordination against Customer Order...........................................................13

Training Material -Lucknow Division

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1.

Introduction to ERP

ERP (Enterprise Resource Planning Systems) comprises of a commercial software package that promises the seamless integration of all the information flowing through the company Financial, Manufacturing, Human Resources, Supply chain and Customer information Building a single software program that serves the needs of people from top to bottom who are involved in the Business process, each of those departments typically has its own computer system optimized for the particular ways that the department does its work. But ERP combines them all together into a single, integrated software program that runs off a single database so that the various departments can more easily share information and communicate with each other. Factors that is critical for the success of the ERP implementation Commitment from all level of management Participation and dedication of the systems future users ERP brings in a big Cultural Change Adoption to the changes by all the users including gross root level Backing support and cooperation of the IT personnel Development of interfaces with current operational systems and with those under development Spirit and collaboration on the part of all

Benefits of ERP system

Integration of Business Process On-line/real time information throughout all the functional areas of an organization Data standardization and accuracy across the enterprise Best-practices" included in the applications The efficiency they force an organization to undertake Reduces the Paper work Reduction of Lead-Time Improved Resource utilization. Homogenizes the organization process Total Transparency and information leads to better external and internal communication Optimum Inventory management.

Training Material -Lucknow Division

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2.

Introduction to IFS
IFS basically originated in Sweden and have presence in the Market since 1983 BAe System, UK and IFS Global formed a company called IFS Defence focused on Commercial Aviation, Aerospace & Defence IFS India International Competency Centre Started Operations in India in Year 2000 License, Implementation & Support of IFS Application in INDIA More than 30 Projects executed in 14 countries like South Africa, Netherlands, Middle East & Asia Pacific More than 20 customers with in 38 Months of operation in INDIA 7000 plus Users License already sold in INDIA IFS INDIA independent operational (100% Subsidiary of IFS - Sweden) since January 2003 IFS Focus in Industrial Verticals Commercial Aviation Aerospace & Defence Automotive Industrial Manufacturing Process Industry Rail & Transport Maritime Industries Energy & Utility Telecommunication Life Sciences Infrastructure Retail & Distribution Service & Facility Management IFS India office locations: Noida, Mumbai & Bangalore Some of the Major Customers HAL, India Aerospace & Defence APTransco, Hyderabad Power Distribution Rajasthan Electricity, Rajasthan Power Generation & Distribution YKK, Delhi ZIP Manufacturing SC Johnson, Delhi Mosquito repellent Manufacturing GNA Enterprises, Punjab Automotive spares Escorts, Delhi Automotive Escorts Heart Institute and Research Center, Delhi Life Science Gateway Terminals India, Bombay Service & Facility Management IREDA, Delhi Service (Insurance) BRIGHTPOINT, Delhi - Retail & Distribution of Nokia phones Jupiter Internal Limited, Calcutta Retail & Distribution of Accessories BAe Systems, UK Aerospace & Defence US Airforce, US Aerospace & Defence AlanDick, UK Infrastructure PEPSI, China - FMCG MTN, Nigeria - Telecommunication
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 Kobian Singapore Retail & Distribution of Accessories

Training Material -Lucknow Division

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3.

IFS Navigation

Enter your user name in the User Name field Enter password in the

Enter your login credentials

Password field In the Database field, select the correct database to connect to Select the Remember Password check box Click OK to log on to the application.

(a)
S. No.
1. 2. 3. 4. 5.

Summary of Buttons and Hot Keys

Button
New Duplicate Remove Clear Save

Hot Key
F5 F6 F7 F4 F12 To create a new record

Description

Data Manipulation

To create a duplicate record To remove a record To clear previous query and data from the screen Save the entry

Data Retrieval 6. Populate 7. Context Help 8. 9. Query Dialog List of Values Zoom

F2 F3

Retrieve all records from the database for the selected window Retrieve only a selected part of the available data

F8 Shift+F9

Displays the list of Values attached to that field. Goes to the master table where this record is created.

General Functions 10. Back 11. 12. 13. Forward Print Save to File

None None None None

Move Backward Move Forward Prints the selected screen / Display. Save the selected rows to the external file in the following types: Semi-colon separated Comma separated Text File HTML File

Button

can be used to toggle (Hide / Unhide) the navigator.

Training Material -Lucknow Division

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4. Creation of Inventory Purchase Part

Inventory Part creation is the first step to register the part in the IFS system to proceed further for doing all types of activities / transaction All the Parts which are to be Received / Stored / Issued should be created as a master in the Inventory Part Records of all inventory parts are created and maintained in the Inventory Part window Menu path:-

Distribution Inventory/Inventory Part/Inventory Part S. Section / Activity Steps. No. Tab 1 Press New Button 1 Header 2 Enter the Part No 3 Enter the Part Description Select the appropriate Part Type(Purchased) 2 General 1 Or Purchased(RAW) 2 Select the Department in Planner field 3 Select the U/M 4 Select the Asset Class 5 Select the Accounting Group 6 Select the Product Family 7 Enter Mat code in Dim- quality 8 Enter the spec in type designation field Choose the Part Status as 1 for an Active part 9 and 0 for an inactive part Default Press New Button 3 1 Locations 2 Select the Default Picking Location 3 Save 4 Acquisition 1 Enter Lead time in Purchase lead time field in case the Part type is Purchased or in Manufacturing Lead time field in case the part type is Manufactured 5 RMB> > Inventory Part Header >> RMB >> Part PartCatalog. (Part Catalog screen opens.) Catalog Tracking / Alternate Parts

Reference Drop Down LOV LOV LOV LOV LOV LOV -

RMB

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S. No.

Section / Tab 1

Activity Steps.

Reference

2 3 4 5 6 7

In the Parts Catalog General screen Tick Inventory Serial Tracking and After Delivery Serial Tracking Check box if the part need to be serially tracked On the Parts Catalog screen, Go To Tab Alternate Parts. Choose the relevant part no. in the field Alternate Part No. Ensure that the Fully Interchangeable flag is checked. It comes checked by default. Save and close the given screen. Back on Inventory Parts Screen, Go To Tab Alternate Parts. Refresh screen (Press Shift+F5). The alternate inventory part has been linked.

LOV -

5. Creation of Non-Inventory Purchase Part

Menu path:-

Distribution Purchasing/Purchase Part/Purchase Part S. Section / Activity Steps. No. Tab 1 Press New Button 1 Header 2 Enter the Part No 3 Enter the Part Description 1 Select the Default Purchase U/M 2 General 2 Select the Buyer ID 3 Select the Purchase Group 4 Save 5 Punch in the detailed description of the part in the field Long Description 6 Save

Reference LOV LOV LOV -

Menu path:-

Distribution Purchasing/Purchase Part/Purchase Parts (Inventory Non-Manufactured Parts)

Training Material -Lucknow Division

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S. No. 1

Section / Tab 1 2

Activity Steps. As soon as Inventory part is created Purchase part is automatically created. This can be confirmed by checking ticked check box of Inventory part

Reference -

6.Supplier for Purchase Part

Menu path:-

Distribution Purchasing/Purchase Part/Supplier for Purchase Part S. No. 1 Section / Tab Header Activity Steps. 1 2 3 4 1 2 3 4 5 6 7 8 9 10 Press New Button Enter the Part No Enter the Supplier No Save Press New Button Select the Purchase Unit Enter the Conversion Factor Enter the Price Select the Price Unit Enter the Price Conversion Factor Enter the Supplier Part No if any Enter the Supplier Part Description if any Select the primary vendor Save Reference LOV LOV LOV LOV -

General

Note : Conversion factor is calculated as 1 purchase unit is how many units of Inventory unit Eg : Purchase Unit is kg Inventory unit is RDM And 1 KG =10 RDM Then 10 is the conversion factor Then 2 Kg is 20 RDM 10 is the conversion factor

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6. Creation of Basic Data for Material Purchase Request

(MPR)
Menu path:-

Distribution Purchasing/Basic Data for Purchasing S. No. Section / Activity Steps. Tab 1 Requisitioners 1 Press new Button 2 Select the Requisitioner ID 3 Enter the Department 4 Save the data 2 Buyers 1 2 3 Press New Button Select Buyer code(The buyer code Save

Reference LOV LOV

7a.Creation of Material Purchase Request (MPR)

Purchase Requisition is an authorization to the purchasing department to purchase specified materials in specified quantities within a specified time. It represents identified requirements of a part and is a proposal to the buyer when creating the Purchase Order. It is a request to purchase, and not a commitment to buy. Menu Path : Requisition screen.
Distribution Purchasing/Purchase-Requisition/Purchase

S. No. 1

Section / Tab Header

Activity Steps. 1 2 3 4 Press new Button Select the site Select the Prefix Select the Order Code 0-Tender 1-Normal Code 6-External Service Order Save the PR Click on the Lines of MPR and Press New Select the Part No Enter the Quantity Enter the Wanted receipt date Enter the Supplier
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Reference LOV LOV LOV

Part Requisition Lines

5 1 2 3 4 5

LOV LOV

Training Material -Lucknow Division

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Section / Tab 6 7 8 9

Activity Steps. Check the Conversion factor and the Price Save the Line Highlight Part Req Line >>RMB>>Pre-posting and then select Project Class and Store No. In Order code-6 also enter Owner name,Ownership,External Service type, Serial No, Lot batch No. Save the Line Highlight Part Req Line >>RMB>>Pre-posting and then select Project Class and Store No. Click on MPR Header >> RMB >> Budget(IF APPLICABLE) Press New Button Select the appropriate Budget Code Save & Close the Budget Window Click on MPR Header >> RMB >> Release

Reference RMB LOV

7 8 10 11 12 13 14

RMB RMB LOV RMB LOV LOV RMB RMB LOV RMB RMB RMB RMB RMB

No Part Requisition Lines -NonCoded Parts

1 2 3 4 5 6 7 8 10 11 12 13 14

Click on the Lines of MPR and Press New Insert the Part Description / Service/ AMC Enter the Quantity Enter the Wanted receipt date Enter the Supplier Enter the Purchase Group Save the Line Highlight Part Req Line >>RMB>>Pre-posting and then select Project Class and Store No. Click on MPR Header >> RMB >> Budget Press New Button Select the appropriate Budget Code Save & Close the Budget Window Click on MPR Header >> RMB >> Release Highlight Authorization line >> RMB >> Authorize-If applicable Click on MPR Header >> RMB >> Create new revision. Do necessary amendment and then Click on MPR Header >> RMB >> Release Highlight Authorization line >> RMB >> Authorize

4 MPR Authorization Purchase 5 Requisition Amendment

1 1 2 3

Training Material -Lucknow Division

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S. No. 6

Section / Tab Purchase Requisition Cancellation

Activity Steps. 1 2 If you want to cancel only MPR line then Highlight Req line >> RMB >> Cancel Requisition Line If you want to cancel whole MPR then Click MPR Header >> RMB >> Cancel Requisition

Reference RMB RMB

7. Creation of MPR by DSPG (Demand Supply Planning Group)

Menu Path: Purchase Proposal. Proposal for DSPG Purchase Requisition for
Configure and Make to Order Dynamic Order Processing

Query for the DOP No or Requisition No or Query/ Populate Populate 2 Highlight the Requisition Nos to be combined RMB >>RMB>>Generate Purchase Proposal Requisition to Purchase Proposal Parameters 3 Click on the Proposal Prefix field 4 Click on the List 5 Highlight the line of Prefix 6 Press Ok 7 Lines Highlighted will vanish away Configure and Make to Order Dynamic Order Processing Purchase Proposal for DSPG Purchase Proposal 8 Populate Populate 9 In Proposal Id select the last proposal id from Drop Down the drop down 10 Select the Requisition Prefix LOV 12 Highlight the line 13 Press Ok 14 Select the Order code LOV 15 Select the Requisitioner Code LOV 16 Save 17 Select the Header>>RMB>>Release 18 Select the Header>>RMB>>Approve 19 It will create new revision 20 Requisition No will be displayed in the Requisition no field 21 Copy the requisition no and query for this Query requisition no in the DistributionPurchase
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S. No. 1

Section / Tab Header

Activity Steps. 1

Reference

S. No.

Section / Tab

Activity Steps. requisition Purchase Requisition

Reference

8. Material Co-ordination against Shop Order

Menu path:-

MRO Exe- MRO Manufacturing MRO Manufacturing execution-MRO Shop Order S. No. Section / Tab Material 1 1 2 3 4 5 6 7 Activity Steps. Reference

Select the line RMB Select Manual Reservations Press New on the new screen Select the location, Lot batch against which material is to be reserved Enter the quantity assigned- Save Check for the status of material in the material tab to be in reserved status

LOV -

9. Material Co-ordination against Customer Order

Manufacturing / Distibution :: Customer Orders Customer Orders Customer Order S. No. 1 Section / Tab Order Lines 1 2 3 4 5 6 Activity Steps. Reference

Select the line RMB Select Manual Reservations Go to the line level Enter the required quantity Save

Training Material -Lucknow Division

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