The material Management window is the central point for transactions involving materials. In this window, materials can be requested, transfer, receive, sold, and corrected.
The objective of this lesson is for the participant to understand the process of how materials can be received in the system. At the end of this lesson, the user should be able to perform a "Receive this Material" successfully in the system. |
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Receive this Material
This command is found by right-clicking a classification code in the Class Codes pane.
In this example, we buy material inventory (i.e., Brake Pads) by performing the following steps:
1.Open the Material Management window: Resources > Materials > Material Management.
2. In the Material Class Codes pane, locate the classification code of interest for the type of material you are receiving.
3. Right-click on the class code and select Receive This Material. If more than one master code exists for this class code, then a dialog box is displayed to select the actual master code that you are receiving. Otherwise, either the master code is automatically selected or, when no master codes exist, the system terminates the transaction and displays a message.
4. In the dialog box, click the down arrow to display the list of master codes. Locate the desired master code (by scrolling, if necessary) and select the master code. Click OK to close the dialog box. A new transaction appears in the Transactions pane.
5. In the Transactions pane, a new record/row is added. Click in the Amount column and enter the quantity to be received.
6. Enter the cost for in the Unit Cost column.
7. If necessary, tab to the Measurement Unit column, click the down arrow and select the desired unit.
8.Click the Save button to save the record. The transaction is now pending, and will be completed when the stock item arrives. The current amount value for the stock item does not change.
9. When the stock item arrives, locate the transaction for the stock item.
10. In the Accepted column, select the check-box. The Fulfilled column check-box is also automatically checked.
11. Click the Save button to save the record. The transaction is now complete.
12. Click the Reload button. The system refreshes and updates the current amount in the Stock List pane for the stock item.
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Receive Into This Stock
This command is found by right-clicking a classification code in the Stock List pane.
In this example, we receive material inventory by performing the following steps:
1.Open the Material Management window: Resources > Materials > Material Management.
2 .In the Stock List pane, locate the stock item to be received. Right-click this stock item and select Receive Into This Stock. A purchase transaction is created in the Transaction pane.
3. In the Transactions pane, click in the Quantity column and enter the amount to be receive.
4. Enter the cost for in the Unit Cost column.
5. If necessary, tab to the Measurement Unit column, click the down arrow, and select the desired unit. Note that the system automatically converts between units.
6 .Click the Save button to save the record. The transaction is now pending, and will be completed when the stock item arrives.
Note:
Receive Into This Stock transaction is done between your organization and an outside vendor.
7 .When the stock item arrives, locate the transaction for the stock item.
8.In the Accepted column, select the check-box. The Fulfilled column check-box is also automatically checked.
9.Click the Save button to save the record. The transaction is now complete.
10.Click the Reload button. The system refreshes and updates the current amount in the Stock List pane for the stock item.
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Sell From This Stock
This command is found by right-clicking a classification code in the Stock List pane.
In this example, we sell material inventory by performing the following steps:
1.Open the Material Management window: Resources > Materials > Material Management.
2 .In the Stock List pane, locate the stock item to be sold. Right-click this stock item and select Sell From This Stock. A purchase transaction is created in the Transaction pane.
3. In the Transactions pane, click in the Quantity column and enter the amount to be sold.
4. Click the Save button to save the record. The transaction is now pending.
Note:
Sell This Stock transaction is done between your organization and an outside vendor.
6. When the stock item is sold, locate the transaction for the stock item.
7. In the Accepted column, select the check-box. The Fulfilled column check-box is also automatically checked.
8. Click the Save button to save the record. The transaction is now complete.
9. Click the Reload button. The system refreshes and updates the current amount in the Stock List pane for the stock item.
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Create New Stockpile
A stockpile is where materials belonging to your administrative unit are stored outside of a warehouse, for example along a route or on a truck. You can only transfer materials from your warehouse to a stockpile that belongs to your administrative unit, and you cannot create a stockpile for a material unless a stock bin for the material already exists.
In this example, we create a new stock pile by performing the following steps:
1.Open the Material Management window: Resources > Materials > Material Management.
2 .In the Stock List pane, locate the stock item that a stockpile is to be created for and then right-click on the stock item and select Create New Stockpile. An Edit Location pop-up box appears.
3. Click the Magnifying Glass icon adjacent to the Route Name field to bring up the List of Routes window. Click on the route of interest and then click the OK button.
4. Click the Direction dropdown and choose the appropriate value.
5. Click the Lane dropdown and select the route of interest.
6. Enter the BMP and EMP into their respective fields.
7. Click the OK button when finish. A Stockpile transaction is created in the Transaction pane
8. In the Transactions pane, click in the Quantity column and enter the amount to be transfer to the stockpile.
9. In the Accepted column, select the check-box. The Fulfilled column check-box is also automatically checked.
8. Click the Save button to save the record. The transaction is now complete.
9. Click the Reload button. The system refreshes and adds a new record/row for the stockpile in the Stock List pane.
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Transfer to Stockpile
In this example, we transfer material to an existing stock pile by performing the following steps:
1.Open the Material Management window: Resources > Materials > Material Management.
2 .In the Stock List pane, locate the stock item to transfer to the stockpile and then right-click on the stock item and select Transfer to Stockpile. A transfer transaction is created in the Transaction pane.
3. In the Transactions pane, click in the Quantity column and enter the amount to be transferred.
4. Click the Save button to save the record. The transaction is now pending.
6. When the stock item is transferred, locate the transaction for the stock item.
7. In the Accepted column, select the check-box. The Fulfilled column check-box is also automatically checked.
8. Click the Save button to save the record. The transaction is now complete.
9. Click the Reload button. The system refreshes and updates the current stockpile amount in the Stock List pane for the stock item.
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Make Correction
The "Make Correction" command is only available for stock items that belong to your administrative unit. You use it to adjust the displayed inventory amount and/or unit cost for the selected stock item.
In this example, we correct a stock item quantity and cost by performing the following steps:
1.Open the Material Management window: Resources > Materials > Material Management.
2. In the Material Class Codes pane, locate the classification code of interest that needs to be corrected.
3. Right-click on the class code and select Make Correction. A Material Correction popup box appears.
Note:
DO NOT change both fields at one time. If you need to correct both the Cost and Quantity, first correct one, close the dialog box, and then repeat for the other one.
4. Update the quantity (i.e. from 41 to 50) in the Amount field and then click the OK button to close the popup box. A correction transaction is created in the Transaction pane.
5. In the Accepted column, select the check-box. The Fulfilled column check-box is also automatically checked.
6. Click the Save button to save the record. The transaction is now complete.
7. Click the Reload button. The system refreshes and updates the Current QTY in the Stock List pane for the stock item and displays the adjusted amount in the Quantity field in the Transaction pane.
8. Right-click on the class code again and select Make Correction. A Material Correction popup box appears.
9. Update the cost (i.e. from $41.05 to $42.25) in the Unit Cost field and then click the OK button to close the popup box. A correction transaction is created in the Transaction pane.
10. In the Accepted column, select the check-box. The Fulfilled column check-box is also automatically checked.
11. Click the Save button to save the record. The transaction is now complete.
12. Click the Reload button. The system refreshes and updates the Unit Cost in the Stock List pane and the Transactions pane.
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Ask For Transfer From This Stock
Material is transferred between administrative units in the same agency (that is, between units that use this system). The system supports two material transfer processes:
- The first type is between warehouses in different administrative units. This requires two approvals (one to fulfill and one to accept).
- The second type is between your warehouse and a stockpile that belongs to your administrative unit, which only requires one approval (fulfillment).
In this example, we perform a "Ask for Transfer" between 2 different admin units (District 1 & District 2) by performing the following steps:
1.Login to District 2 and open the Material Management window: Resources > Materials > Material Management.
2 . In the Admin Units Pane (upper left), select the Admin Unit (i.e. District 1) that owns the material stock to be transferred by clicking the checkbox adjacent to the Admin Unit name.
3. Click the Reload button to refresh/update the page.
4. In the Stock List pane, locate the material to be requested then right-click on the material and select Ask For Transfer From This Stock. A transfer transaction is created in the Transaction pane.
5 .In the Transactions pane, click in the Quantity column and enter the amount (i.e. 13) that is being requested.
6. Click the Save button to save the record. The transaction is now pending.
Next step: Fulfill the transfer request
7. Login to District 1 admin unit where the request for transfer was made.
8. Display Material Inventory window and you should see that a new transfer request record displayed in the Transactions.
9. If you wish to transfer the requested stock item, select the check box in the Fulfilled column for the request.
10. Click the Save button to save the record. The transaction is still pending until accepted by the requesting admin unit.
Final step: Accept the transfer request
11. Login to the Admin Unit (District 2) where the request was first initiated.
12. Display the Material Management window.
13. Click the check box in the Accepted column for the row showing the requested materials in the Transaction pane.
14. Click the Save button to save the record. The transaction is now complete.
15. Click the Reload button. The system refreshes and updates the Unit Cost in the Stock List pane and the Transactions pane.
16. The current amount value for both the requesting admin unit and source admin unit are updated in the Stock List pane.
