CHAPTER 2: ADVANCED MATERIALS MANAGEMENT

Transcription

1 CHAPTER 2: ADVANCED MATERIALS MANAGEMENT Advanced Materials Management involves the purchasing, receipt and distribution of in-stock and non-stock items. It assumes that your initial inventory has already been defined in the System. For detailed information regarding warehouse management, see FacilityFocus User Guide, volume 1, chapter 5. The Purchasing, Receiving and Invoicing activities involved in advanced materials management employ a process called Three Way Matching to ensure agreement among the following documents: Purchase Orders Receiving docs Purchase Order Invoices. Excluded from this process are: Credit Cards and Petty Cash purchases, as they are already paid. Utility, Lease, and Service Contract Invoices, as they are for services that do not reflect purchase of materials/equipment. Detailed information regarding this process appears later in this chapter under the heading Three Way Matching. FACILITYFOCUS ExtendMAP USER GUIDE 2-1

2 Purchasing Purchase/Material Request Material Request Processor Bank Summary Information Purchase Order Blanket Purchase Order Petty Cash Credit Card Purchase Receive Purchase Disbursement Reverse Disbursement Purchase Order Invoice Purchase Receive Return to Vendor 2-2 FACILITYFOCUS ExtendMAP USER GUIDE

3 PURCHASING AND MATERIALS MANAGEMENT Definition of warehouses is an important prerequisite for tracking, purchasing and distributing inventory parts and equipment. WAREHOUSE AND PARTS DEFINITION WAREHOUSE ENTRY BINS MAINTENANCE INVENTORY PARTS CONTRACTOR CATALOGS Once you have set up Warehouse and inventory parts information (according to the instructions in FacilityFocus User Guide Volume 1 Chapter 5), you can use the Contractor Catalog screen to associate your inventory parts to specific vendors. FACILITYFOCUS ExtendMAP USER GUIDE 2-3

4 CONTRACTOR CATALOG Use the Supplier (Contractor) Catalogs screen to identify the parts you purchase from vendors. The screen allows you to associate the vendor-supplied part with an item in your inventory so that when you need a replacement, you can select a vendor who supplies the part you need at the best price and quantity. To access the Supplier Catalogs screen, select these menu items: Inventory & Equipment Module / Inventory & Equipment / Entry / Contractor Catalogs Detail lines scrolled to right To use this screen: 1. Find the applicable contractor and address code. 2. Use Update/ Edit to add line items. 2-4 FACILITYFOCUS ExtendMAP USER GUIDE

5 Commodity Code Supplier Catalogs Screen s User-defined value that further identifies the part for inventory records or reports. Supplier Part Displays a description of the part as it is known to the Supplier. The System may automatically display a value once the inventory part is selected. Allows you to enter additional description information. Description Describes the supplier part UOM Displays the part s unit of measure. Unit Cost Unit cost charged by the supplier for the part. Issue Factor Number of items considered to be one unit of the Supplier Part (e.g. Issue factor for a carton of eggs is 12). Sub Ledger Identifies the selected FacilityFocus system sub ledger account (material, labor, equipment or contract) for monitoring expenses. FACILITYFOCUS ExtendMAP USER GUIDE 2-5

6 Lead Time Supplier Catalogs Screen s Reflects the average number of whole days required for the Vendor to deliver the part. Calculation of vendor part lead time conforms to the following process and formula: 1. Order time: - Determine the number of days elapsed between the day the PO went into a Finalized status to the day the Receive went into a Finalized status. 2. Previous lead time - Get the previous vendor part lead time 3. Previous lead time count - Count the number of PO line items for that vendor part that have received at least the number items ordered 4. Calculation - The previous lead time average is multiplied by the number of PO line items filled (those that received at least the number of items ordered). The order time is added to this product. The sum is divided by the number of PO line items filled plus 1. Inventory Part Inventory part you wish to associate with a supplier part. The Part / Material description will fill automatically when the Inventory part is selected if information is available. Allows you to view a graphic display of the part, if available. Values defined on this screen appear on the read-only Contractor Vendor Parts window. Contracts and Contractors Module / Contracts and Contractors / Entry / Contractors / Vend. Parts button 2-6 FACILITYFOCUS ExtendMAP USER GUIDE

7 Contractor Screen Vendor Parts Window FACILITYFOCUS ExtendMAP USER GUIDE 2-7

8 PURCHASE/MATERIAL REQUESTS Use this screen to request materials through the FacilityFocus system. Material requests must be entered against a work request. Material requests may be submitted for individual work requests or grouped as part of a larger job. The Material Request screen can also serve as a preliminary search of the inventory to determine whether the requested items are available or must be purchased. If items are non-stock, you must key in the lower portion of the screen. If items are in stock, you can select items. To access the Purchase/Material Request screen, select these menu items: Purchasing Module / Entry / Materials Request 2-8 FACILITYFOCUS ExtendMAP USER GUIDE

9 PURCHASE / MATERIAL REQUEST SCREEN Purchase/Material Request Screen s Material Req Material Request number generated sequentially by the FacilityFocus System for each record created. Req Code Request Code, a user-defined field. Status Status Codes are user defined but must be associated with four basic FacilityFocus statuses: OPEN, permits future edit. FINALIZE, indicates to the System that it is time for the next step in the acquisition process. CLOSED, indicates that all materials are received. CANCELED, stops the request. If you have listed all the items you need on this material request change the Status to FINALIZE. The status of all line items must be closed before the status on the Purchase Material Request header can be set to "Closed". Description Description information may describe the reason for needing the material. Work Request Phase Work request and phase for which the materials are being ordered. Material request costs charges are distributed to the designated phase. Date Needed Date you need the material items. FACILITYFOCUS ExtendMAP USER GUIDE 2-9

10 Inv Flag Purchase/Material Request Screen s Inventory Flag options include: I for In Stock N for Nonstock C for Catalog Inventory Part Pre-defined inventory part you are requesting. If you enter a line item classed as inventory, and the inventory part number matches the Material Request part number, the inventory part extra description for that line item appears in the material request extra description window. If you enter a line item classed as catalog and the vendor part number matches the Material Request vendor part number, the material request extra description window displays the vendor catalog extra description. Description UOM Describes the inventory part. The part / material description will fill automatically when the inventory part is selected if information is available. Displays the inventory part s unit of measure. Unit Cost Unit cost for the part. Quantity Number of items you are ordering. Sub-Total Product of the quantity multiplied by the unit cost. The System calculates and displays the sub-total when a quantity is entered FACILITYFOCUS ExtendMAP USER GUIDE

11 Purchase/Material Request Screen s Commodity Code User-defined value that further identifies the part for inventory records or reports. If a value displays, it has been pulled from the Enterprise Inventory Master screen. Selecting a commodity code displays default values for the preferred vendor in the Vendor Part, Contractor and Contractor Address Code fields. A zoomed drop-down list displays a selection of alternate vendor parts with part numbers that have matching commodity codes. Supplier Part Displays a description of the part as it is known to the supplier. The System may automatically display a value once the inventory part is selected. Contractor, Address Code, and Warehouse fields may fill in after a part is selected. If this field appears in a blue font, this part has been set up on the Contractor screen Vendor Parts window with a 1 in the Pref # field. Unit Cost Displays the supplier part unit cost. Unit cost may automatically fill once the supplier part is selected. Quantity Amount you are requesting from the supplier. The System calculates and displays sub total and total amounts after a quantity is entered. Issue Factor Number of items considered to be one unit of the supplier part (e.g. If you issue eggs by the carton the issue factor is 1, if you issue eggs individually, the issue factor for a carton of eggs is 12). FACILITYFOCUS ExtendMAP USER GUIDE 2-11

12 Contractor Purchase/Material Request Screen s This field may fill automatically when the supplier part is selected. If not, enter the Contractor. Some companies only allow one contractor per material request; however, the system allows you to enter multiple contractors if you wish. Address Code This field fills up automatically when the supplier part is selected. Warehouse Warehouse storing the inventory part or receiving the non-stock part. A warehouse may already appear. Status Line item status. A drop-down list allows you to set the line item status "Closed". Once the line item status is "Closed" the line item is no longer editable. All line items must be closed before the status on the Purchase Material Request header can be set to "Closed". QTY OH Read-only field that displays the quantity released (for inventory) or received (on a purchase order). If the line item is an inventory item, it displays the warehouse quantity on hand in all bins. If non-stock or catalog, the line item displays the ordered quantity FACILITYFOCUS ExtendMAP USER GUIDE

13 Purchase/Material Request Screen s Allows you to add more line items to your material request. Provide information for the type through warehouse fields described above. Repeat for each additional material you wish to request. Acquired Displays a window that lists releases and disbursements. Status Displays status changes made to the record. Ship To Opens a window that allows entry and maintenance of Region, Facility, Property and Location fields in the Material Request Header Table. The system uses these fields to populate ship to information fields on a Pick Ticket when the user clicks the Load Requests button. The values appearing here were pulled from Phase and Shop information defined for the Work Request. Values can be changed if necessary. Ship To values entered on this screen will automatically fill the Ship To information on the Pick Ticket once the Work Request and Phase are selected. FACILITYFOCUS ExtendMAP USER GUIDE 2-13

14 Purchase/Material Request Screen s Child View Provides a filtered list of the inventory parts that are kit components to the inventory item referenced on the Material Request line item. The display includes Child Part, Description and Kit Quantity. If a Material Request is associated with a Work Request/Phase that references an equipment part, the first line item automatically displays that part number FACILITYFOCUS ExtendMAP USER GUIDE

15 TRACKING BIDS FOR INVENTORY ITEMS Two screens in the Purchasing Module allow you to define and track contractor bids for inventory items. The Bid Definition Screen defines and maintains information regarding the contract. The Bid Maintenance screen handles information relating to the approval of bid. BID DEFINITION SCREEN The Bid Definition screen allows you to define a bid that offers a composite view of the Contractor and Bid/ Vendor Part Information. To access the Bid Definition screen, select these menu items: Purchasing Module / Entry / Bid Status / Bid Definition New Bid Definition Screen (Scrolled Left Above; Scrolled Right Below) FACILITYFOCUS ExtendMAP USER GUIDE 2-15

16 Selection of an Inventory part number displays the part description and the Commodity Code field. The Bid Status field allows you to set the status of the bid to one of the following: Open Let Awarded Canceled. A Bid Status History table tracks changes in Bid Status. Once the User sets the Bid Status to the equivalent of Let, the system examines the bid records to determine the lowest bid for the specified part or parts. Depending upon the value the user assigns to the Bid by Line flag on this screen, the system will either select the Contractor with the lowest line item price or the lowest aggregate price. Note that the Supplier Catalog screen plays an important role in tracking bids. Since determination of bid prices is made by Unit of Measure and Issue Factor as entered on the Supplier Catalog screen, these fields must be properly defined for the bid process to work. See Supplier (Contractor) Catalog earlier in this chapter FACILITYFOCUS ExtendMAP USER GUIDE

17 BID MAINTENANCE SCREEN Use the Bid Maintenance Screen to approve bids entered via the Bid Definition Screen. To access the Bid Maintenance screen, select these menu items: Purchasing Module / Entry / Bid Status / Bid Maintenance Bid Maintenance Screen (Scrolled Left Above; Scrolled Right Below) FACILITYFOCUS ExtendMAP USER GUIDE 2-17

18 BANK SUMMARY INFORMATION SCREEN Before you can enter Credit Card or Petty Cash Transactions, you must set up Bank Summary information. Use this screen to set up bank accounts and define credit information including credit limit issue date for credit cards interest current balance. To access the Bank Summary Information screen, select these menu items: Purchasing Module / Purchasing / Entry / Orders / Bank Summary Information Bank Summary Information Screen s Creates a new record. Bank Name Name of the bank with which you established the account FACILITYFOCUS ExtendMAP USER GUIDE

19 Description Bank Summary Information Screen s Description of the bank. Address City State Zip Phone Fax Contact Location and contact data for the bank being defined. Account Account identification. Credit Indicates that the account being set up is a credit account. Credit Limit Credit Limit for the account. Issue Date Credit card issue date if applicable. Expiration Date Expiration date of the credit card if applicable. Interest Rate Interest rate for the account. Balance Account balance. Description Description of the account. Contact Contact person for the account. FACILITYFOCUS ExtendMAP USER GUIDE 2-19

20 Terms Bank Summary Information Screen s Indicates if terms are associated with the account. The Description field disappears and a Terms field appears for further definitions of the terms if needed. Displays any previous credit card transactions against this account. Displays any previous petty cash transactions against this account FACILITYFOCUS ExtendMAP USER GUIDE

21 CREDIT CARD TRANSACTIONS SCREEN You can purchase materials using a Purchase Order, Credit Card, or Petty Cash transactions. Use this screen to enter Credit Card Transactions for inventory or non-inventory items. Make sure that you have entered your Bank Summary Information for an account before entering credit card transactions against that account. To access the Credit Card Transactions screen, select these menu items: Purchasing Module / Purchasing / Entry / Orders / Credit Cards FACILITYFOCUS ExtendMAP USER GUIDE 2-21

22 Trans No. Credit Card Transactions Screen s System generated Transaction Number. Status Statuses are user definable. You can have as many statuses as you want but they must be tied to the 4 System statuses of: OPEN, records with an Open status will not be processed. Material can be added to records in an Open status. FINALIZED, records must be in Finalized status to be processed for material acquisition. CLOSED, the record is closed once the acquisition process is complete. CANCEL, you can cancel the record. Description Description of the credit card transaction. Reference Number Reference number for this transaction. This 15- character user-defined field can be changed if needed. Bank Issuing bank for the credit card. Account Credit card account number. Shop Shop requesting the item being purchased by this credit card transaction. Shop Person Shop person requesting the transaction FACILITYFOCUS ExtendMAP USER GUIDE

23 Employee Credit Card Transactions Screen s Employee using the credit card to purchase the item. Approved By Person approving the use of the credit card for this transaction. Contractor Contractor providing the part being purchased. No forced relationship (as in purchase order transaction) exists between this contractor and the inventory items in the detail part of the Credit Card screen. Address Code Contractor s address code. (Type of Materials) Un-labeled field Identifies whether the part you are purchasing is in stock, non-stock, or catalog part. Inventory Part Code that represents the inventory part that needs replacing. Quantity Number of items needing replacement. Supplier Part Purchased to replace the inventory part. Sub Ledger Identifies the selected FacilityFocus system sub ledger account (material, labor, equipment or contract) for monitoring expenses. Reject (For line item) Allows you to enter a rejected quantity of items you wish to return to the vendor. FACILITYFOCUS ExtendMAP USER GUIDE 2-23

24 Review Disburs. Credit Card Transactions Screen s Opens a window that displays the disbursement history for the items purchased with this transaction. Status Opens a window that displays the charge history for the transaction FACILITYFOCUS ExtendMAP USER GUIDE

25 PETTY CASH TRANSACTIONS SCREEN You can purchase materials with a Purchase Order, Credit Card, or Petty Cash transaction. Use this screen to enter transactions for inventory items that involve Petty Cash. The Petty Cash screen is identical to the Credit Card Transactions screen except that it displays a user-defined Check Number. To access the Petty Cash Transactions screen, select these menu items: Purchasing Module / Purchasing / Entry / Orders / Petty Cash FACILITYFOCUS ExtendMAP USER GUIDE 2-25

26 PURCHASE ORDER TRANSACTIONS SCREEN You can purchase materials using a Purchase Order, Credit Card, or Petty Cash transactions. Use this screen to enter Purchase Orders to replenish inventory items or purchase non-inventory items. A Purchase Order (P.O.) transaction is always entered against a vendor account. Purchase orders are processed by status. Until a Purchase Order is finalized, you can add line items to it. The Purchase Order screen is one of three screens involved in the Three Way Matching process. This process provides you with a way to close Purchase Orders and Invoices while insuring that all information is in order. It allows you to determine if the amount/cost of an item ordered matches the amount of the item received and the amount/cost of the item invoiced from a vendor. Three Way Matching is discussed later in this chapter under the heading Three Way Matching. To access the Purchase Order Transactions screen, select these menu items: Purchasing Module / Purchasing / Entry / Orders / Purchase Order Transactions 2-26 FACILITYFOCUS ExtendMAP USER GUIDE

27 PO Screen with Line item scrolled to right FACILITYFOCUS ExtendMAP USER GUIDE 2-27

28 PO No. Purchase Order Transactions Screen s The System generates a purchase order number. PO Code The system defaults the PO Number into the PO Code field, but this field can be edited on a new Purchase order (Maximum Size: 25 Characters). The value that appears here also appears on the Blanket Purchase Order and PO Invoice screens. This code must be a unique identifier. When you enter a value here, the system checks for a duplicate. Status Code Code reflecting user-definable statuses applicable to Purchase Orders. This status code reflects the status of the entire Purchase Order. Statuses selected from a dropdown list reflect the system-defined statuses of: OPEN, records with an Open status will not be processed for material acquisition. Material can be added to records in an Open status. FINALIZED, purchase Order record is on order and ready for receipt of materials. CLOSED, the record is closed once the acquisition process is complete. CANCEL, indicating cancellation of the record. Note: The system sets the status of line items based upon the status of the Purchase Order and the items received. For further discussion of Purchase Order Status information, see Purchase Order Screen Status Logic, later in this chapter. Description Description of the Purchase Order FACILITYFOCUS ExtendMAP USER GUIDE

29 Markup % Purchase Order Transactions Screen s Takes into consideration a vendor percentage markup for the order. The overhead account that tracks the markup is derived by the association of the shop to the PO line item via the Work Request/Phase. Contractor Contractor who is supplying the item. Address Code The contractor may have more than one address. Select the code for the address being used for Purchase Orders. BPO Code Indicates that this PO is associated with a blanket purchase order defined for this contractor. Needed On Date on which the part is needed by the requestor. Expected Date on which the part is expected to arrive. Requestor Person who requested the part. Ship Type Lists methods for shipping the item. Review Date A date on which the PO will be reviewed for receipt. Usually 7 to 10 days after the shipment was expected to arrive. The System prevents entry of dates prior to the current date. PO Type Purchase Order Type. This code determines whether three-way-matching will be enforced on this screen. The code set up as the default will appear in this field, but can be changed, if necessary. This field is required. FACILITYFOCUS ExtendMAP USER GUIDE 2-29

30 Purchase Order Transactions Screen s (Review) Requests Opens data window that displays previous material request information. (Load) Requests More Associates a material request with the purchase order transaction. Opens a window that displays more information regarding the Purchase Order. For details, see PO Screen More Window later in this chapter. Status Opens the Status window displaying purchase order status history of statuses that the record has been through, who initiated those statuses and when. Copy PO Allows you to copy a previous Purchase Order as a new material order. Supplier Part If you selected either in-stock material or non-stock material, zoom the Inventory Part field to select the item that you want. The supplier part information will fill in based on the contractor selected above. Description Supplier description for the item. If you enter a line item classed as a vendor part and related to an inventory part, the extra description for the part displays in the line item extra description window FACILITYFOCUS ExtendMAP USER GUIDE

31 Purchase Order Transactions Screen s Sub Ledger Identifies the selected FacilityFocus system sub ledger account (material, labor, equipment or contract) for monitoring expenses. UOM Supplier s unit of measure. Common units of measure include gallon, case, each, and dozen. Unit Cost Cost for each unit ordered. Quantity Number of items or packages that you wish to order. Tax Amount of tax to be paid for the item. Shipping Inventory Part EXP. Expedite Shipping cost for the item. Entry of a valid number in this field will backfill the contractor catalog and vendor information for the vendor specified in the Purchase order header. Opens a data window that displays Expedite Action Code (as drop-down list) Expedite Action Description Vendor Contact Name (If a contact is entered that is not in the database, the System displays Add it now? prompt. A Y answer will open the Contractor Contact data window from Contractor Entry Screen.) Expected Date (Defaults to the current date but is editable.) Login and Entry Date FACILITYFOCUS ExtendMAP USER GUIDE 2-31

32 Purchase Order Transactions Screen s Reject Rej. Click this button to display a non-editable list of previous rejection codes and descriptions for the line item. The System uses Purchase Order and Line Item numbers to filter the list. Disb. This button, when visible, opens a window that allows you to disburse line items at a sub-detail level FACILITYFOCUS ExtendMAP USER GUIDE

33 Purchase Order Transactions Screen s Window scrolled to right FACILITYFOCUS ExtendMAP USER GUIDE 2-33

34 PURCHASE ORDER SCREEN MORE WINDOW Purchase Order More Window s Shipping Information s Attention Person to whom you want the shipment directed. Warehouse Warehouse to which you want the shipment sent. Address Address, city, state, and zip of where you want the shipment sent. Terms Contract terms description. Contract Term Code Code that represents predefined contract terms covering Accounts Payable information including Discount Percent, Discount Days, Pay Handling, Pay Method, Term Days and description FACILITYFOCUS ExtendMAP USER GUIDE

35 Purchase Order More Window s Billing Information s Attention Person to whom you want the shipment directed. Address Address, city, state, and zip of where you want the shipment sent. FACILITYFOCUS ExtendMAP USER GUIDE 2-35

36 PURCHASE ORDER SCREEN STATUS LOGIC Status What the System Does With This Status Open Allows status change to Finalized or Cancel. Allows the user to add or modify line items. Does not update values for Quantity on Order or Quantity on Hand. If the User changes the status: From Open to Cancel the system sets the Purchase Order line item status to Cancel. From Open to Finalized the system: Leaves Purchase Order line item status at Open. Generates an encumbrance transaction for the total value of the Purchase Order. Increases the Quantity on Order. Closed Allows no status changes. Cancel Allows no status changes FACILITYFOCUS ExtendMAP USER GUIDE

37 Status What the System Does With This Status Finalized Allows status change to Closed or Cancel. Does not allow the user to add or modify line items. Increases On Order QTY field for each inventory part by warehouse. Sets the Purchase Order line item status to Closed when the quantity received equals the quantity disbursed and the quantity ordered is less than or equal to the quantity received. If the user changes the status from Finalized to Cancel, the system: Disencumbers the remaining encumbrances. Checks to ensure that no Purchase Receive records have been generated for any of the line items. If not, the system sets the PO line item status for each part to Cancelled and sets the Purchase Order status to Cancel. If Purchase Receive records do exist, a message informs the user that the Purchase Order cannot be canceled. If the user changes the status from Finalized to Closed the system checks for Purchase Order line items that still have a status of Open. If not, it leaves line items at Closed status. If so, it checks to see if Purchase Receive records exist for this Purchase Order. If none exist, it sets the Purchase Order line item status to Canceled and Purchase Order status to Closed. If Purchase Receive records exist the system sets the Purchase Order status to Closed and the line item status to Partial. For a similar explanation regarding Purchase Receives see Purchase Receive Screen Status Logic later in this chapter. FACILITYFOCUS ExtendMAP USER GUIDE 2-37

38 BLANKET PURCHASE ORDER SCREEN Use this screen to place orders for materials with a contractor with whom you have an account. The Blanket Purchase Order allows you to specify a maximum amount or an expiration date. When the maximum amount or the expiration date is reached, the System will not allow further line items to be added to the Blanket Purchase Order. To access the Blanket Purchase Orders screen, select these menu items: Purchasing Module / Purchasing / Entry / Orders / Blanket POs BPO Number Blanket Purchase Order Screen s The System generates a BPO number for you. BPO Code Description The system defaults the BPO Number into this field, but it can be edited. The system checks to ensure that this identifier is unique. This field associates a BPO Number to a PO Number through the entry of the BPO Code on the Purchase Order Screen. Both the BPO Number and BPO Code are updated in the database. This number appears on Work Request and Purchasing reports. Description of the BPO FACILITYFOCUS ExtendMAP USER GUIDE

39 Status Code Blanket Purchase Order Screen s Statuses are user definable. You can have as many statuses as you want but they must be tied to the 4 System statuses of: OPEN: BPOs with this status can be edited. FINALIZED: BPOs with this status cannot be edited. (Records with an Open or Finalized status can be used as BPOs and transactions are recorded.) CLOSED: The record is closed once the acquisition process is complete. CANCEL: You have elected to cancel the BPO. Contractor Contractor from whom you will be receiving the part. Addr. Code The contractor may have more than one address code; select one from the list. Created On Date the BPO was created Expires On Date the BPO expires. Max Amt. Maximum amount of money for which the blanket purchase order is authorized. Tot Amt. Total dollar amount of the blanket purchase order. FACILITYFOCUS ExtendMAP USER GUIDE 2-39

40 History Blanket Purchase Order Screen s Opens the History window displaying information about the history of the blanket purchase order transaction. Status Opens the Status window displaying various statuses that the record has been through, who initiated those statuses and when. Distribution Opens the Distribution window which allows the optional entry of an account distribution. If a PO is disbursed using a BPO with a distribution, the distribution on the BPO will be used as the offset. This distribution has no defaults. BPO Distribution Window 2-40 FACILITYFOCUS ExtendMAP USER GUIDE

41 PURCHASE RECEIVES SCREEN Use this screen to record the receipt of materials purchased to replenish warehouse inventory. It also performs the following functions: Closes prerequisite transactions and allows you to reject receives, if necessary. Automatically updates warehouse inventory to reflect new quantities. Displays the total of all prior receipts and all distributions relative to the line item. The Purchase Receive screen is one of three screens involved in the Three Way Matching process. This process provides you with a way to close Purchase Orders and Invoices while insuring that all information is in order. It allows you to determine if the amount/cost of an item ordered matches the amount of the item received and the amount/cost of the item invoiced from a vendor. Three Way Matching is discussed later in this chapter under the heading Three Way Matching. To access the Purchase Receives screen, choose these menu items: Purchasing Module / Purchasing / Entry / Receiving FACILITYFOCUS ExtendMAP USER GUIDE 2-41

42 PO Code Enter this field first! Purchase Receives Screen s The Purchase Order Code defined on the Purchase Order screen. Association between this document and the PO is done through this number. Entering the Purchase Order Code first will automatically fill Contractor, Address Code and line item information fields. Entering this code also disables the BPO Code field and defaults the information from the Purchase Order. Contractor Contractor from whom you are receiving the part. Addr Code Address code for the contractor from whom you are receiving the part. Status A discussion of statuses and the logic behind them for the Purchase Receives screen appears immediately following the Purchase Receives Screen section. BPO Code The Blanket Purchase Order Code defined on the Blanket Purchase Order screen. Association between this document and the BPO is done through this number. Entering the Blanket Purchase Order Code will clear and disable the PO Code field and defaults the contractor and address code from the BPO. Received On The date on which the purchase was received. Packing Slip Number on the Packing Slip that comes with the shipment. This number is non-validated information and is used for reference only FACILITYFOCUS ExtendMAP USER GUIDE

43 Pack Slip Date Purchase Receives Screen s Date on the packing slip. The date cannot be later than the current date. Warehouse The warehouse receiving the item. Either the warehouse or the address is required. Address City State Zip Address, city, state, and zip code of the warehouse that is receiving the item. These fields will automatically fill with information from the warehouse, if available. Ship Type Method of shipment. Ref No The Reference Number can be a text or numeric entry, and can be used to identify the transaction. Doc No. Purchase Receives document number. Description Description of the receipt. Line Packing slip line number. This number orders the display to match the line item order of the vendor's packing slip. It is not required. Supplier Part This is the identification label/number. Description Free form information about the part FACILITYFOCUS ExtendMAP USER GUIDE 2-43

44 UOM Purchase Receives Screen s Unit of Measure Delivered Number of items delivered. Rejected Number of items rejected. Reject button allows items to be rejected on a line-item basis. This button displays a data window requiring entry of an item rejection code. If the user enters a rejection code, the rejection description associated with that code appears automatically and can be edited. Accepted The amount of accepted purchases/packages. Disbursed The number of purchases/packages disbursed to Work Requests or Locations. Po Line Purchase order line item related to item received. Type Enterprise inventory part, non-inventory or catalog item FACILITYFOCUS ExtendMAP USER GUIDE

45 Inv Part Purchase Receives Screen s Enterprise inventory part Description Contractor (supplier) part description. UOM Unit of measure. ISS Factor Number of items considered to be one unit of the Supplier Part (e.g., Issue factor for a carton of eggs is 12). Prior Dist. Qty Shows prior quantities already received and disbursed for that part. Prior Receipts Shows prior receipts for that part FACILITYFOCUS ExtendMAP USER GUIDE 2-45

46 PURCHASE RECEIVE SCREEN STATUS LOGIC Status What the System Does With This Status Open Allows status change to Finalized or Cancel. Allows the user to add or modify line items. Does not update values for Quantity on Order or Quantity on Hand. If the User changes the status: From Open to Cancel the system prevents the Purchase Receive from being processed on the Disbursement screen. From Open to Finalized the system allows disbursement of line items listed on the Purchase Receive. Finalized Allows status change to Closed. Does not allow the user to add or modify line items. Increases On Order QTY field. Adds the quantity of parts received to the Received Quantity field on the corresponding PO line item. The user can then determine whether all items ordered have been received. Sets the Purchase Order line item status to Closed when the quantity received equals the quantity disbursed and the quantity ordered is less than or equal to the quantity received. If the user changes the status from Finalized to Closed the system checks for Purchase Order line items that have not been disbursed. If so, the system warns the user that such items exist. If the user elects to continue, the system prevents further disbursement transactions of Purchase Receive line items. Cancel Allows no status changes. Closed Allows no status changes FACILITYFOCUS ExtendMAP USER GUIDE

47 DISBURSEMENTS AND REVERSE DISBURSEMENTS Purchase Disbursement (Distributing) Purchase Order Reject Receive Reverse Disbursement Disbursment Reverse Disbursement Work Request Warehouse NOTE: Only Equipment can be disbursed to a location. You cannot reverse disburse from a location. To return a disbursment to a Work Request you have to have record it via the Release Screen. Location FACILITYFOCUS ExtendMAP USER GUIDE 2-47

48 DISBURSEMENT SCREEN Use this screen to distribute purchased materials and equipment purchased via one of the transaction screens (Credit Card, Petty Cash or Purchase Receives.) Regarding Distributions When you select a Receive to disburse, the system checks to see if the Receive is associated with a Blanket Purchase Order. If so, the system checks for an account distribution. If one exists, the system creates a new distribution using the appropriate charge distribution (Work Request Phase, Warehouse or Property) and uses the BPO account distribution as the offset. To access the Disbursement screen, select these menu items: Purchasing Module / Purchasing / Entry / Disbursement 2-48 FACILITYFOCUS ExtendMAP USER GUIDE

49 Load Credit Card Petty Cash Receives Disbursement Screen s To load Credit Card, Petty Cash or Receive transactions, click the corresponding transaction button (when the screen is in insert mode). A zoom window presents all related transactions with a status of finalized and allows you to select the purchase transaction you wish to disburse. When you load transactions, the purchase information automatically appears on the screen. If you load a receive that is associated with a Purchase Order, the line item on this screen is associated with a corresponding item in the PO Line Item Disbursement window on the Purchase Order Screen. If the PO Line Item Disbursement window does not display a corresponding item, the system creates one. Trans No. Item Zoom to select the transaction number and line item you wish to disburse. The system prompts you if the item needs to be reordered, is below reorder level or out of stock in either the warehouse or the entire enterprise. Disb. To: Allows you to select a Location, Warehouse, or Work Request to which to distribute the item. If you select Work Request, the system displays Work Request and Phase fields. If you select Warehouse, the system displays Warehouse and Bin fields. If you select Location the system displays the appropriate location fields. The system allows you to disburse only serialized equipment to a location and only items maintained in Enterprise Inventory to a Warehouse. FACILITYFOCUS ExtendMAP USER GUIDE 2-49

50 Disbursement Screen s Unit Cost If the disbursement is related to a Purchase Order, the Unit Cost field is editable only if the Purchase Order Type that does not enforce Three-Way Matching FACILITYFOCUS ExtendMAP USER GUIDE

51 REVERSE DISBURSEMENT SCREEN Use the Reverse Disbursement screen should you need to reverse the distribution process accomplished via the Disbursement screen. Once materials distribution has been reversed, credit card transactions, petty cash transactions, and purchase receive documents revert to a status of Finalized. The system tracks the date and time that the reverse disbursement was performed and the login of the user who performed it. Regarding Distributions When you select a disbursement to reverse, the system checks to see if the item is associated with a Blanket Purchase Order. If so, the system checks for an account distribution. If one exists, the system creates a new distribution using the appropriate charge distribution (Work Request Phase, Warehouse or Property) and uses the BPO account distribution as the offset. To access the Reverse Purchase Disbursement screen, select these menu items: Purchasing Module / Purchasing / Entry / Reverse Disbursement FACILITYFOCUS ExtendMAP USER GUIDE 2-51

52 Reverse Purchase Disbursement Screen s Description Description of the reverse transaction. Reverse Disb. Allows you to select either work request or warehouse where the item was disbursed. Once you make your selection from the drop-down list, the screen displays Work Request and Phase fields (for Work Request) or Warehouse, Part and Bin fields (for Warehouse). Get Disbursed Records Once you have entered Work Request and Phase or Warehouse, Part and Bin, click the Get Disbursed Records button to display the records for reversal. REV Click the REV check box (pictured below) to select disbursements that you wish to reverse FACILITYFOCUS ExtendMAP USER GUIDE

53 PURCHASE ORDER INVOICE SCREEN Use the Purchase Order Invoice screen to create Accounts Payable records for items purchased via a Purchase Order transaction. The Purchase Order Invoice screen is one of three screens involved in the Three Way Matching process. This process provides you with a way to close Purchase Orders and Invoices while insuring that all information is in order. It allows you to determine if the amount/cost of an item ordered matches the amount of the item received and the amount/cost of the item invoiced from a vendor. Three Way Matching is discussed later in this chapter under the heading Three Way Matching. The PO Invoice screen is the screen that allows you to activate the Three Way Match process. When circumstances are appropriate (screen in update/insert mode, invoice has a status of "entered") the screen displays buttons on header and line item that allow the user to run the three way match at the header level or at the line item level. Regarding Distributions When you select a Purchase Order line item to pay, the system checks to see if the item is associated with a Blanket Purchase Order. If so, the system checks for an account distribution. If one exists, the system creates a new distribution using the appropriate charge distribution (Work Request Phase, Warehouse or Property) and uses the BPO account distribution as the offset. To access the Purchase Order Invoice screen, select these menu items: Purchasing Module / Purchasing / Entry / Accounts Payable / PO Invoice FACILITYFOCUS ExtendMAP USER GUIDE 2-53

54 Purchase Order Line item, scrolled to right Contractor Purchase Order Invoice Screen s Contractor from whom you received the invoice. When you select a contractor, the Contract Terms data defaults to the corresponding fields on the Purchase order. See Purchase Order Invoice More Window, later in this chapter FACILITYFOCUS ExtendMAP USER GUIDE

55 Address Code Purchase Order Invoice Screen s Associates the Contractor s address with the invoice. Contractor Address Codes and Address Types are associated via the Contractor Screen which defines physical addresses by types, such as billing, invoicing, and so forth. The address code that appears on this screen is the one associated with invoicing by the Address Type. Status The invoice can be OPEN, APPROVED, REJECTED, or RELEASED. PO Num Purchase Order number. PO selection is limited to POs that have a status of FINALIZED and have a PO Type that enforces Three-way-matching. When the user enters a PO value, the system asks the user whether to copy the line items from the Purchase Order. PO Code Purchase Order Code. If a PO Code is entered on the Purchase Order screen, this value automatically displays. Done On Date on which the work was done. Invoice No. Number attributed to the invoice from the hard copy given by the contractor. Invoice Date Date that appears on the Contractor invoice. Done by Person who entered the invoice. FACILITYFOCUS ExtendMAP USER GUIDE 2-55

56 Description Purchase Order Invoice Screen s Type in a brief description of the work completed. Contractor Info Name and address of contractor. This field is System generated when you enter the contractor. Detail Total Calculated total for all items accepted for a single invoice line item. Invoice Line Line number from the invoice received. This allows you to match the order of the line items with that of the invoice received from the vendor. Vendor Part Number for the Vendor Part. Description Description of the Vendor Part. UOM Unit of Measure. Ordered Quantity Invoiced Quantity Displays a read-only value taken from the Purchase Order line item. If this is less than the Invoiced Quantity, the system prompts you to close the Purchase Order.. The quantity expected to be invoiced for. Accepted Quantity Number of items accepted. This field is editable, but initially displays the quantity ordered minus the quantity received FACILITYFOCUS ExtendMAP USER GUIDE

57 Invoice Price Purchase Order Invoice Screen s The invoice cost of the unit. Accepted Price Tax Shipping Accepted cost of the unit. Tax applicable for item(s) purchased. (Enter if not pulled from PO.) Shipping costs for item(s) purchased. This is an editable field. If entered, the value must be greater than zero. (Enter if not pulled from PO.) Total Total amount. (Quantity accepted * Unit price) + Tax + Shipping. Accept Allows you to set a Y/N flag to indicate your acceptance or rejection of the item. A check indicates acceptance. If you run the three-way match process, all items that meet the match criteria are automatically checked. If an item is not checked, it does not match the criteria and the three way match message indicates why. You can then choose to manually check this box to accept the item. DISB Accesses a window that displays Purchase Order disbursement information from the PO Line Item Disbursement window on the Purchase Order Screen. Note that this information may have been updated by changes made on the Disbursement screen, discussed earlier in this chapter. The Accepted Invoice Qty. field in this window is an editable field. FACILITYFOCUS ExtendMAP USER GUIDE 2-57

58 Purchase Order Invoice Screen s 3 way messaging Message displayed after you run the Three Way Match process. For a detailed discussion, see Three Way Matching later in this chapter. Three Way Match Result which may display one of the following values: 3 way match OK Invoiced qty < po qty by % Invoiced qty > po qty by % Invoiced price < po price by % Invoiced price > po price by % Invoiced price < price by $ Invoiced price > po price by $ PO data missing Invoiced qty + prior invoiced qty > PO qty Quantity already invoiced Quantity of items already invoiced. PO Line Associates PO line numbers. PO Unit Cost Original expected PO cost FACILITYFOCUS ExtendMAP USER GUIDE

59 PURCHASE ORDER INVOICE MORE WINDOW Terms Code Purchase Order More Screen s Code that represents predefined contract terms covering Accounts Payable information including Discount Percent, Discount Days, Pay Handling, Pay Method, Term Days and description. When a contractor is selected on the PO screen, the terms data is copied from the PO. Pay Method Method of payment such as cash, check or credit card. Pay Handling Method for sending payment such as UPS or other form of posting. Disc. Percent Percentage discount allowed for early payment. Disc. Days Depending on your contract, you may get a discount if you pay within a number of days. Enter a number of days. Late Pay Penalty for late pay. FACILITYFOCUS ExtendMAP USER GUIDE 2-59

60 Company Purchase Order More Screen s Entity charged for the item. Department Department charged for the item. Org Code Organization charged for item. STATUS HISTORY WINDOW Displays the status history of the Purchase Order Invoice including status codes, dates, logins and descriptions. BILLING HISTORY WINDOW The Billing History window shows the invoice number, the date on which the invoice was created, description of the invoice, the total amount and status FACILITYFOCUS ExtendMAP USER GUIDE

61 THREE WAY MATCHING Three Way Matching provides the user with a way to close POs and Invoices assured that all information is in order. It allows the user to determine if the amount/cost of an item ordered matches the amount of the item received and the amount/cost of the item invoiced from a vendor. The system attempts a three-way match if the user selects a PO from the Invoice screen with a PO Type defined in System Administration to enforce Three Way Matching. Inclusions Three way matching will involve: POs Receiving docs Invoices for PO Items. Exclusions Three way matching will not involve: Credit Cards and Petty Cash purchases, as they are already paid. Utility, Lease, and Service Contract invoices, as they are for services that do not reflect purchase of materials/equipment. Defining Acceptable Variances A three-way match has occurred if the quantity and dollar amount between a PO line item, one or more corresponding receiving line items and one or more corresponding invoice line items all total up the same amounts within a given high/low quantity and monetary variance. If the price and quantity do not fall within these parameters, the system will mark line items as not matched. The system will ignore any parameter not defined by the user. By defining System Flags, creating Purchase Order Type Codes that enforce three-way matching and customizing three-way match messages, the system administrator sets up the following values to define the limits within which the system assumes a match: Percentage below quantity Percentage above quantity Percentage below price Percentage above price Dollar amount above price Dollar amount below price FACILITYFOCUS ExtendMAP USER GUIDE 2-61

62 Assumptions and Exceptions The three way match process is based upon the following assumptions: Vendors will not cross or mix up POs, shipments or invoicing of materials. A PO can apply to several shipments and invoices, but shipments and invoices will not apply to more than one PO. A user can manually accept or reject a line item if the vendor does not follow these rules. Users will not enter line items for duplicate parts within a document. If duplicate part line items do appear, the system will match the first occurrence and ignore the others. The user will have to manually accept or reject these line items. The Three Way Match Process Three way matching involves the following steps: 1. The System Administrator sets up a Purchase Order Type that enforces three-way matching (See Purchase Order Type Setup Screen, earlier in this chapter.) 2. The System Administrator defines System Flags 121 through 126 with numeric or percentage values to establish parameters within which the system will consider a match to be made. (See System Flags Related to Purchasing, earlier in this chapter.) 3. If your organization wishes to customize the Three Way Match messages displayed on the Purchase Order Invoice screen, the System Administrator defines the error messages. (See Three Way Match Error Message Screen, discussed earlier in this chapter.) 4. The user creates a Purchase Order, selecting a Purchase Order Type that enforces three-way matching. 5. The PO acquires a "Finalized" status. At this time, the PO is created and submitted to the vendor. 6. The receiving document acquires a "Finalized" status. At this time the system looks through the PO line items for the vendor and matches receiving document line items to PO line items based on the vendor part number. 7. When the user creates an invoice for the PO, the system looks through the PO line items and matches the invoice line items to the ordered and received amounts. During this process, the Invoice header will accept input of a PO number to help find matching PO line items. The user will be able to manually accept/reject the invoice line item. (If the PO line item is empty, the system will use the vendor part to find a matching PO line item.) 2-62 FACILITYFOCUS ExtendMAP USER GUIDE

63 CALCULATION OF INVENTORY VALUE Related to Three Way Matching is the calculation of inventory value. Its purpose is to adjust the value of an item to minimize the monetary loss between cost at purchase and price when sold to the customer. The system calculates values at two points in the purchase process: When the inventory item is received When the receiving document is "finalized" the system calculates the average weighted value between existing inventory and new inventory. It also checks for a stored price difference and adds any differences to the inventory value calculation. When the invoice is processed When the invoice is "released" the system checks for a difference between PO and Invoiced costs and makes adjustments if they are not the same. Savings or additional costs resulting from these adjustments can then be passed on to the customer. The system calculates and stores recaptured costs for items whose ordered quantity is below the minimum order quantity. The user can manually adjust item costs, add an amount to be spread across the inventory and make percentage adjustments. The Inventory Adjustment screen displays Part Number Part Description Unit Cost Quantity The user finds the part via the standard "find" process. The user can edit the Unit Cost field or Quantity field. When the record is saved, the system creates appropriate transactions to adjust inventory values. A history of adjustments made at receiving, invoicing or manually is maintained to provide an audit trail. The history includes dates and user login information. A button on the Enterprise Inventory Master screen Warehouse Data window opens a window to display this history. FACILITYFOCUS ExtendMAP USER GUIDE 2-63

64 Adjustment History Window from Enterprise Inventory Master Screen, Warehouse Window, Scrolled to right 2-64 FACILITYFOCUS ExtendMAP USER GUIDE

65 CACHING PO INVOICE PRICE ADJUSTMENTS The following rules are followed when caching and recovering PO Invoice price adjustments. The warehouse min-level (minimum number of parts below which the system prompts reorder) displays on the Enterprise Inventory Master screen Warehouse Data window. (It is originally entered on the Warehouse Bin Maintenance screen. Inventory transactions adjust this number.) Caching PO Invoice price adjustments 1. If the current warehouse quantity on hand is greater than or equal to the warehouse min-level, and the warehouse min-level is greater than 0, the price adjustment will be applied to the warehouse inventory price. 2. If the current warehouse quantity on hand is less than the warehouse min-level, the price adjustment is cached in the ae_i_recr_inv_cost table. Recovering PO Invoice cached transactions For any transaction that adjusts the warehouse inventory price. 1. If the current warehouse quantity on hand is greater than or equal to the warehouse min-level, and the warehouse min-level is greater than 0, the cached transactions are included in the warehouse inventory price calculation. The cached transaction is marked as recaptured by the clerk and date. 2. If the current warehouse quantity on hand is less than the warehouse min-level, the cached price adjustments are ignored. FACILITYFOCUS ExtendMAP USER GUIDE 2-65

66 Cached Transactions Window from Enterprise Inventory Master Screen, Warehouse Window, 2-66 FACILITYFOCUS ExtendMAP USER GUIDE

67 PURCHASE ORDER INVOICE ADJUSTMENT SCREEN Use this screen to correct entries made in error on the Purchase Order Invoice screen. Note that on this screen, all entries must be adjusted. The screen does not calculate on the basis of the adjusted quantity, so you must manually enter the adjusting amounts as positive or negative entries. Regarding Distributions When you select a Purchase Order line item to adjust, the system checks to see if the item is associated with a Blanket Purchase Order. If so, the system checks for an account distribution. If one exists, the system creates a new distribution using the appropriate charge distribution (Work Request Phase, Warehouse or Property) and uses the BPO account distribution as the offset. Purchasing Module / Purchasing / Entry / Accounts Payable / PO Invoice Adjustment PO Invoice Adjustment Screen PO Invoice Adjustment Screen (line item scrolled to right) FACILITYFOCUS ExtendMAP USER GUIDE 2-67

68 Window accessed by the Disb button on the line item. Line Item Disbursement window scrolled to right. Window accessed by the Invoice History Button Contractor Purchase Order Invoice Adjustment screen Enter contractor. Address Code Enter correct address code FACILITYFOCUS ExtendMAP USER GUIDE

69 PO Number PO Code Purchase Order Invoice Adjustment screen Purchase Order number and Purchase Order Code. PO selection is limited to POs that have a status of FINALIZED and have a PO Type that enforces Three-way-matching. When the user selects PO, the system asks the user whether to copy the line items from the Purchase Order. Invoice No Number attributed to the invoice from the hard copy given by the contractor. Invoice Date Original Invoice Date The date should already appear. Description Brief description of the adjustment. Extra Description Explain why the adjustment is being made. Extra Description Optional Invoiced Qty Accept Enter the correct invoiced quantity, if this field was in error. Enter the correct accepted quantity if this field was in error. FACILITYFOCUS ExtendMAP USER GUIDE 2-69

70 Price Adjust Purchase Order Invoice Adjustment screen Enter positive or negative adjustment amount to the price. For example, if the Price is and should be 60.00, enter Tax Enter positive or negative adjustment amount to the tax amount. Shipping Enter positive or negative adjustment amount to the shipping cost FACILITYFOCUS ExtendMAP USER GUIDE

71 SHOP/TRUCK STOCK MANAGEMENT The purpose of this feature is to allow for the maintenance of materials lists independent of the FacilityFocus inventory system. The materials lists are segregated by shop and shop truck and can be associated as used on FacilityFocus work requests/phases. The Mobile FM application provides the worker a listing of stock items on the vehicle or in the shop and allows the user to enter the quantity used on a work request/phase. STOCK USAGE SCREEN The screen allows entry of shop stock usage against a work request/phase filtered by the phase shop. The screen displays the work request and phase in the header with a non-editable view of the phase shop. To access the Stock Usage screen, select these menu items: Work Management / Work Management / Entry / Work Request / Stock Usage Detail Scrolled to Right FACILITYFOCUS ExtendMAP USER GUIDE 2-71

72 To post stock usage: 1. Click Search ( ), then Find ( ) on the toolbar above the entry screen. 2. Use the browse arrows ( ) to locate the Work Request/Phase/Shop against which you wish to record usage. 3. Post your usage, then save the record. Posted Post All Stock Usage Screen s The line item is editable until the Posted check box is checked. When the user checks this box or performs a save the system processes each line to the f_accountlog function and generates transactions in ae_s_fnd_a with a new transaction type of SS (shop stock). Clicking this button checks all items. Posted Trans Date Stock Location Stock No. Description Qty Used Clicking this button displays a window listing all items that have been posted. The System defaults the transaction date to today, but this value can be edited to any previous date. This code associates stock to a Region, Facility, Property, Location, Shop or Truck, or all. Zoom to select a Stock location. The zoom list for this value displays stock numbers from the phase shop filtered by Stock Location. Select a stock number. The Description field in the detail is a non-editable view the description entered on the stock list set up in System Administration. Number of items used for this phase. Enter a number FACILITYFOCUS ExtendMAP USER GUIDE

73 Ext Cost Stock Usage Screen s This is a non-editable field derived by multiplying the quantity used by the cost defined for this item in System Administration. Postings made made on the Stock Usage screen appear on the Work Request screen Shop Stock Use window, accessed from the Shop Stock Usage item on the Phase View menu. FACILITYFOCUS ExtendMAP USER GUIDE 2-73

74 EQUIPMENT RENTAL The following screens are involved in Equipment Rental feature: Serialized Inventory: Maintains rental rates for the specified piece of equipment. Equipment Rental Transactions: Records the rental and return transactions for a piece of equipment. Equipment Rental Transaction Approval: Records approval of an equipment rental transaction. Equipment Rental Transaction Correction: Reverses a rental transaction. SERIALIZED INVENTORY MASTER SCREEN The Rental Rates button on the Serialized Inventory Master screen opens a window that maintains records in the Equipment Rates table. Rate Types may only be selected where the Equipment Part Number is the same as the Part Number listed in the Equipment Rates table. The system requires that the rate be zero or greater than zero. Inventory and Equipment / Inventory and Equipment / Entry / Serialized Inventory / Serialized Inventory Master / Rental Rates Button 2-74 FACILITYFOCUS ExtendMAP USER GUIDE

75 EQUIPMENT RENTAL TRANSACTIONS SCREEN This screen allows the user to record equipment rental transactions such as check-out and return date, person released to and rates. Inventory and Equipment / Inventory and Equipment / Entry / Serialized Inventory / Equipment Rental Transaction Display of Work Request and Phase is limited to Work Requests and phases in an open status. Detail records are sorted so that the most current records are at the top of the list. For the Part the system presents a filtered list of serialized equipment. The Serial Number field presents for selection only items that are not currently checked out. If the user enters a Serial Number and leaves the Part blank, the Part field defaults to the first part selected from the database for the entered serial number. Detail records are editable as long as the display-only Posted Date field is blank. When a record is inserted and the Date Checked In field has not been entered, the system updates the equipment status to the code equivalent to In Use. When FACILITYFOCUS ExtendMAP USER GUIDE 2-75

76 detail records are updated with a Date Checked In the system sets the equipment status to the code equivalent to Available. Minutes do not round to hours. Therefore, if the renter rents the item at 1:00 and returns it at 2:45, the system will assess the charge on the basis of an hour s usage. If you wish to charge two hours usage, the time in should be entered as 3:00. The Released To field presents a Zoom list of the Shop Person table FACILITYFOCUS ExtendMAP USER GUIDE

77 EQUIPMENT RENTAL TRANSACTION APPROVAL SCREEN This allows the user to approve rental transactions. The screen displays only those records from the Equipment Rental Transactions Table (ae_r_rent_trans) where the Date Checked In field is entered and no Posted Date appears. Inventory and Equipment / Inventory and Equipment / Entry / Serialized Inventory / Equipment Rental Transaction Approval FACILITYFOCUS ExtendMAP USER GUIDE 2-77

78 When the user checks the Approve checkbox and saves the record, the Posted Date is inserted into the Equipment Rental Transactions table. The Approve All button checks all Approve checkboxes. When the record is saved the screen performs the following operations for each record that has been checked for approval: Calculates the number of hours between the check out and check in times. Calculates the hourly rate for the equipment rental by dividing the rate type frequency for the specific rate type by 8760 and multiplying the result of this calculation times the specific rate for the equipment. Multiplies the calculated hourly rate by the calculated number of hours that the equipment was used. Processes the resulting dollar amount into the f_accountlog function so that the appropriate finance transactions (of Transaction Type ER for Equipment Rental are generated. (The phase distribution is used, but the offset account and offset subcode are pulled from the equipment distribution offset account and subcode. If the equipment does not have a distribution or the phase distribution is expired, an error message identifies the part and serial number and bypasses the record. The program continues to approve all other records where errors do not exist.) Adds the cost of the transaction to the existing value in the actual Equipment cost on the Work Request and Phase. Updates the Rental Transaction Table Posted Date to the current date/time as each record is approved FACILITYFOCUS ExtendMAP USER GUIDE

79 EQUIPMENT RENTAL TRANSACTION CORRECTION SCREEN This screen allows for the reverse posting of rental transactions. It displays only records in the Equipment Rental Transaction table that show entries in both the Date Checked In and Posted Date fields. Inventory and Equipment / Inventory and Equipment / Entry / Serialized Inventory / Equipment Rental Transaction Correction When the user checks the Correct checkbox and saves the record, the Posted Date is inserted into the Equipment Rental Transactions table. FACILITYFOCUS ExtendMAP USER GUIDE 2-79

80 When the record is saved the system performs the following reversal transaction for the selected record: Select the appropriate records from ae_s_fnd_a where the Transaction Type is ER and generate reversing entries (invert accounts) with a new transaction type for Equipment Credit of EC. Subtract the cost of the transaction from the existing value in the actual equipment cost on the Work Request and Phase. Remove the entry in the Posted Date field for the originating transaction FACILITYFOCUS ExtendMAP USER GUIDE

81 KEY CONTROL Using the Key Control Module allows you to track keys for your facilities. When a key is initially cut, it is identified to FacilityFocus with a number, description, and site using the FacilityFocus Region / Facility / Property / Location hierarchy. As keys are checked in/out or lost, FacilityFocus lets you know exactly what keys are in use and where they are. KEY MANAGEMENT Key Hook Key Checkout Key Cut Check In Or Lost Key FACILITYFOCUS ExtendMAP USER GUIDE 2-81

82 KEY HOOK SCREEN The Key Hook screen enables you to describe the exact location (key hook) of keys not issued. To access the Key Hook screen, select these menu items: Inventory and Equipment / Key / Entry / Key Hook Key Hook Key Hook Screen s Uniquely identifies the key hook used to store keys. Description about the key hook. Region Facility Region / Facility / Property / Location hierarchy with which you are associating the key. Property Location 2-82 FACILITYFOCUS ExtendMAP USER GUIDE

83 KEY CUT SCREEN The Key Cut screen enables you to identify the key to FacilityFocus. There are five buttons associated with the Key Cut screen. You can only use these buttons after creating and saving a record. To access the Key Cut screen, select these menu items: Inventory and Equipment / Key / Entry / Key Cut Key Cut Key Cut Screen s User-defined key code that uniquely identify this key. Key Hook Key hook number where the key will be stored. Description Key description. FACILITYFOCUS ExtendMAP USER GUIDE 2-83

84 Region Facility Key Cut Screen s Region / Facility / Property / Location hierarchy with which you are associating the key. Property Location Key Number The number for a particular key. By clicking the Enter key on your keyboard after you enter the Description field you can add multiple key numbers for the same cut. Description of the key number above. Key Cut Screen Buttons Search By Location Allows you to identify search criteria to locate keys. Transaction History Displays transaction history for a particular key cut. Checked Out Displays check-out history for a particular key cut. Checked In Displays check-in history for a particular key cut. Lost Displays a record of keys lost FACILITYFOCUS ExtendMAP USER GUIDE

85 KEY CHECK - OUT SCREEN The Key Checkout screen enables you to record all permanent or temporary issuances of keys. To access the Key Check-Out screen, select these menu items: Inventory and Equipment / Key / Entry / Key Check-Out Person ID Key Check Out Screen Buttons User-defined identification for a customer. Name Name of the person checking out the key. Department Department where the person getting the key works. Comment Block used to add a Comment in support of the key check out. FACILITYFOCUS ExtendMAP USER GUIDE 2-85

86 Key Hook Key Check Out Screen Buttons Hook on which the key was stored. Quantity Quantity of keys issued. Key Number Number of the key issued. By pressing the Enter key while the cursor is in this field you can list more than one key. This is a zoom field FACILITYFOCUS ExtendMAP USER GUIDE

87 CHECK - IN OR LOST KEYS SCREEN The Check-In or Lost Keys screen enables you to record all lost keys or keys turned in. To access the Check-In or Lost Keys screen, select these menu items: Inventory and Equipment / Key / Entry / Check-In or Lost Keys To use the Check-In or Lost Keys screen: Click Find ( on the button bar above the entry screen). It will bring up the Specify Retrieval Criteria dialog box. Enter retrieval criteria, such as key number, key cut, person ID, etc. From this criteria the system auto-populates the remaining fields. Select the status from the drop-down box. It is the status that identifies the key as either checked-out or lost. FACILITYFOCUS ExtendMAP USER GUIDE 2-87