TRAX MANUALS > Orders > Orders Module > Orders, Update Menu > Exchange Order > Exchange Order Detail > Exchange Order Detail, General Tab

The Exchange Order Detail, General tab will automatically appear for the entry of a new record. Therefore, it is not necessary to select the New button upon the creation of the first Exchange Order Line item.

The following information/options are available in this window:
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Order Number

The type of order and the order number for the transaction.

Line

The specific Line item of the Order. Each Line item could represent a different part included in the same order.

Status

Line item will default to Open status. Order statuses are as follows:

Cancel - Order is not to be processed, received, or invoiced.

Closed - All Order line items have been received. The status will automatically change to Closed status.

Open - All Order items have not yet been received. Open defaults for all newly created order line items.

Send P/N

The part(s) that will be sent out per this transaction. The send and receive part numbers can be different. These will be updated by the exact numbers once the part(s) are received later.

P/N Description

The description of the part that the user is sending to the customer.

Repair

The required repair action to be taken on the part the user will send.

Request Status button

Select this button to request the current status of the order from TRX. For more information refer to the TRX Status Button, via E/X Detail, General Tab in the Orders Training Manual.

This button is part of the TRX Interface functionality and is only available for customers using this interface. For more information refer to the TRX Interface (TCS) manual.

Memo button

Select this button to view memos related to TRX interfaced orders. For more information refer to the TRX Memo Button, via E/X Detail, General Tab in the Orders Training Manual.

This button is part of the TRX interface functionality and is only available for customers using this interface. For more information refer to the TRX Interface (TCS) manual.

Interchangeable Documents button

Select this button to retrieve TRX related interchangeable documents regarding the Exchange Order.

This button is part of the TRX interface functionality and is only available for customers using this interface. For more information refer to the TRX Interface (TCS) manual.

Order Status Query button

Select this button to view additional information regarding the order detail.

This button is intended for Trax operators who operate in the capacity of a Vendor for Third Party P/N Pool Customers. This webpage is customizable and acts as a portal where information can be shared between the Vendor and the Customer regarding the order. The URL for this webpage is set up through the Order Status Query button via the Company Profile of the Settings Module.

Receive P/N

The part(s) that will be received per this transaction. The send and receive part numbers can be different. These will be updated by the exact numbers once the parts are received later.

P/N Description

The description of the part that the user is receiving from the customer.

Condition

The condition of the part.

Override Receive P/N checkbox

Appears when Switch SAMEINERC is set to Yes. When that switch is set to Yes, the Send and Receive P/N must be the same or interchangeable. This checkbox bypasses the restriction. When set to No, the system does not require the Send and Receive P/N to be the same nor interchangeable; therefore the Override checkbox is not available in this window.

Note: The Override Receive P/N checkbox is security-controlled via the Security Explorer/ Orders/ Update/ Exchange Orders/ EX Override Receive P/N. For more information refer to the Security Explorer via the System Administration manual.

DEL Date

Date of expected delivery. For expedite information refer to the Optional Tab.

Note: May be pre-defined on the Shipping Information tab of the Vendor Master. For additional information, please refer to the Setting Training Manual.

QTY

The number of parts for the transaction.

Note: When an EOS vendor is selected in the Exchange Order, General tab, the QTY field defaults to 1. When a non-EOS vendor is selected, the QTY defaults to 101.

This only applies to those customers who have an interface. For additional information, please contact your TRAX Interface Administrator.

UOM

The unit of measure. This will default if associated with a Part Number as defined in the P/N Master. Transactions for parts can be conducted in a different UOM than defined in the P/N Master. However, upon receiving the UOM, conversion will automatically adjust the quantities, providing that the conversion rate is defined in the UOM System Transaction Code (via Setting/Explorer/System Transaction Code).

Exchange Fee

The fee agreed to be paid for the exchange.

FOC checkbox

Select this checkbox if the item is Free of Charge.
When the FOC checkbox is selected the Unit Cost field will be grayed out. The system will create fixed assets when the order line is received, but journal entries will not be created.
When the FOC checkbox is not selected, and the Unit Cost remains null (0.00), the system will create fixed assets when the order line is received, and If Switch GLJEZERO is set to Yes journal entries will be created. For more information, refer to Switch GLJEZERO, via the G/L Interface Switches Training Manual.

Note: At the bottom of this window, the FOC checkbox is displayed next to each line item and is either selected or not selected. If selected, the text is displayed in red.

Duty Cost

The customs duty cost (if applicable).

Freight Cost

The associated freight cost/fees, if applicable.

Tax Cost

The tax cost (if applicable).

Note: Taxes can be applied to Orders automatically by entering Goods and Services Tax (GST) information for the specific Customer/Vendor entered into the header window. The tax percentage and applicable G/L Account can be entered via the Settings Master, Optional tab. The Tax Cost is added when a Unit Quantity and Cost are entered. For more information refer to the Goods and Services (GST) Functionality via the Settings Manual.

Total Cost

The total cost of the order, which includes all line items' quantity multiplied by any additional fees or cocts, such as Freight, Duty, Tax, etc.

Requisition

The Requisition linked to the order. When the Requisition and Line are populated, most of the order line's fields are auto-populated based on the information listed in the Requisition (including the P/N).

Note: If the Requisition and Line item linked to the order in the General tab contains a Capital Expenditure, the Capital Expenditure is auto-populated in the order's optional tab. For more information, refer to the Exchange Order Detail, Optional Tab.

Note: The system will check the Authorization Status of the Requisition when being attached to the order. If authorization is required, the Requisition Authorization option must be used by someone with the relevant financial authority. Once the Requisition is authorized, users will be able to attach the document to the order. For additional information, please refer to the Requisition Training Manual.

• When Switch EXREQRQ is set to 'Yes', the system will require a Requisition for each line when creating a Purchase Order. If the requisition is left null upon saving of the PO, the order will not save.

  Line - The attached requisition line number.

RTN W/I Days

The number of days for either the P/N to be received and returned or delivered and returned.

G/L

The General Ledger accounting code for the order. The order G/L will default to the Part Number G/L as defined in the P/N Master, Costing tab. However, this field may be overwritten for any given order. When G/L Interface Switch COMPANYMULTI is set to 'Yes', this field will be populated with the G/L Account that matches the Company entered into the Company field of the E/X header window. When set to 'No', this field will function as described above. For detailed information refer to Switch COMPANYMULTI via the G/L Interface Switches Manual.

Note: This field will default to the Default E/X G/L as entered in the P/N Category transaction code for the exchanged part. For more information refer to the P/N Category via the Settings Transaction Code Manual.

Note: When Orders Switch CAPEXGL is set to Yes, the Capital Expenditure transaction code will contain the Default G/L field (instead of the Cost Center field). When this Capital Expenditure is entered into an order's Optional tab, the transaction code's G/L (if populated) will override the order's G/L field in the General tab.

Repair Cost

The estimated cost of the repair (if applicable).

Note: If the Repair Cost is received after the Exchange Order is closed, Invoice Order-ADD Category may be used to capture and expense this cost. For more information, please refer to the TRAX Link Training Manual.

Repair Cost G/L

The G/L account for the repair cost. The Order Repair Cost G/L will default to the Part Number Default RO G/L as defined in the P/N Master. This may be overridden for any given order.

A/C

The individual aircraft tail number.

Note: If the Exchange Order was converted from a Repair Order containing an Aircraft, the E/X Aircraft will be populated with the same Aircraft of the R/O. For more information refer to the R/O Exchange Button via the Order Training Manual.

Note: This field is mandatory depending on the Priority entered in the E/X header window and on the Priority Tran Code setup. For more information refer to System Tran Code Priority via the Orders Transaction Code Manual.

Remarks

This field is used to enter any additional information regarding the Exchange Order. This is a free text field.

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There are many warning messages which a user may receive while creating an order. For the meaning of any of these warning messages please refer to the Orders Module Warning Messages section of the Orders Training Manual.

Effectivity Prompt:

When an order created for an interchangeable part with a Requisition is saved, if the alternate part is not effective to the main part's A/C Type/Series, a soft warning appears indicating the discrepancy in A/C Effectivity.