Multi-Level Tracking

The Multi-Level Tracking function determines whether tracked structures are mandated during the production of tracked material (lot/batch tracked and/or serial tracked items). When the Multi-Level Tracking check box is:

• When the Multi-Level Tracking check box is selected, strict enforcement is enabled to ensure that tracked structures are built prior to or during the receipt process. Serial numbers or lot/batch numbers for the part being produced must be reserved prior to receipt. There is strict enforcement of the quantities that can be received with a given lot/batch -- they may not exceed the quantity associated with the reservation for that given lot/batch. The receipt of a serial tracked part always has a one to one match with a serial number.
• When the Multi-Level Tracking check box is cleared, the restrictions described above are no longer enforced. Tracked structures are not required; therefore, there is no need to reserve serial or lot/batch numbers prior to receipt for the part being produced. In fact, for an order-based lot-tracked part, the system will automatically generate the lot/batch numbers during the receipt process (provided you have not manually created any lot/batch reservations for the order). The check box being unselected also releases the strict enforcement of the quantities that can be received, providing the ability to over-receive when yield is better than expected, without the need to increase the order and/or lot quantities.

Effects of altering the multi-level tracking setting

For maximum flexibility, you are allowed to change the Multi-Level Tracking check box setting for a given part under the following conditions:

• Clearing the check box: You can clear this check box at any time except when a multilevel repair shop order exists in Reserved or Started status. If this this check box is cleared, it will trigger the removal of any existing reserved structures for the open shop orders of the specific part provided that the shop order is a non multi level repair shop order. This will have no affect on the existing as-built structures of any material received previous to the change. Note: If you want the completed as-built structures removed, you will have to reverse the shop order receipts which placed them into inventory.
• Selecting the check box: You can select this check box only when there are no open shop orders exist for the given part which has processed and received into inventory.

For all cases in which a change is allowed, the user will receive a message providing a short explanation of the ramifications of the change and then will be given the choice of whether or not to proceed with the change.

Caution: When a setting like this, which impacts functionality, is used in IFS Applications, there must be safeguards and restrictions put into place to prevent users from creating data corruption or other unwanted problems within the system.  We have implemented those safeguards and restrictions in this case but have done so in such a way that is not extremely rigid or restrictive. This setting is not meant to be changed back and forth from on (selected) to off (unselected) frequently.

Example: Avoid this type of scenario

The functionality is designed to handle the normal business scenarios we could envision. Therefore the advise is to avoid the following scenario and variations thereof.

1. Process a shop order for a lot tracked part with the Multi-Level Tracking setting off (unselected) through to a Closed status. Update the Multi-Level Tracking setting to on (selected). Re-open the order. Un-receive a partial quantity, then re-receive that same quantity. The following error will prevent you from closing the order either at the time of the receipt or when you attempt to close the order (depending upon whether you have the shop orders' close code set to Auto Close or Manual Close): Reservation for lot               may not be deleted because a reserved structure exists.
2. If the close code is set to Auto Close, the simplest way to process the order would be to change the close code to Manual Close and process the receipt. From this point both cases can be handled as follows:
   1. Open the Shop Order Graphical As Built window.
   2. Search for the order.
   3. In the tree structure pane, click Expand Descendents. Then, select each component line and click Remove Tracked Component until all component lines have been removed. Now the order may be closed manually.

This scenario was included because it is the only one we are aware of which may cause a user confusion. The best way to avoid this situation would be to reverse all of the receipts and re-receive everything on the order.

More information

For more information about tracked structures and the different types of part tracking, follow the appropriate link:

About Part Serial Handling, About Lot/Batch Tracking, About Component Lot Rule  About Tracking Parts and About Multi Level Repair.